When sending files to a transcriptionist, name the audio files so you know what is on them, and the transcriptionist can confirm the information supplied. Many times clients will send a file named by the equipment they use (ex ws00001) with no information as to what is on them, or tell us “this is an interview with Joe Schmo”, when in fact, upon listening to it, we find that the interview is in fact with Jane Doe. When this occurs, we here at CLK Transcription will verify that this it is the audio the client meant to send us. It may add some time to the TAT, but in the end could potentially save you time and money.
Doing so will alleviate the cost of transcribing an audio that you either didn’t want to have transcribe or was already transcribed. And saves you time by not having to wait for the wrong file to be transcribed in order to get the correct file completed. When files are received and seen as named by the equipment, CLK will add the interviewee’s name to the completed report’s filename when possible for tracking purposes.
Oftentimes, clients send multiple files and we work them consecutively, so if a duplicate is sent even a day or so later, unless the same transcriptionist handles the file, we would not know it was a duplicate. (We have even had files sent as duplicates months apart, and if and when we catch it, we inform the client. Some companies may just pull the old report and send it along and then bill for something that was paid for months ago.)
Also, there are some instances when an interviewee is in fact interviewed several times, so we would not stop transcribing just because the name is the same. It may not be the same interview. This is particularly difficult with physicians. When they send a potentially duplicate file, we have to transcribe it because unless confirmed as an exact duplicate, the difference of one word or phrase (medication, history or treatment for example) makes the entire report ‘new”.
The addition of a name for your audio is also important for organizing your files for future reference. Here at CLK Transcription, we name your report the same as the audio file, and include the length of the audio in that name. This is great because you can now match the audio to the report and even know if the entire audio was received or was there an error in the download. Also, the addition of the length of audio allows CLK’s clients to track their expenses when paying by audio minute.
Many of my clients will use the name of their audio when discussing the topic elsewhere (e-mail, etc), allowing all information regarding that interview to be sorted and saved together, even setting up folders in your Word history to keep all documents for the same topic / interview together for easy reference later.
So, the next time you save an audio, consider giving it a name. It could very well save you time and money.
Here at CLK Transcription, we know that saving YOU time and money allows us to do the same.
Check us out for more information. We would love to add you to our team of clients. http://www.clktranscription.com. Mention/retweet this blog and save $5.00 off your next invoice of $50.00 or more.