Happy New Year 2015 from CLK Transcription

Goodbye 2014 – Welcome 2015

     CLK Transcription has had another wonderful year. 2014 was filled with wonderful recognition for CLK Transcription’s work that can be found in books, magazines, and production credits, with many of our clients winning awards, including an EMMY – how cool is that!?! Yes, CLK Transcription was acknowledged for work on all six episodes of the project “The African Americans: Many Rivers to Cross.” (We continue to work on numerous production projects and look forward to seeing those shows included in the 2015 lineup.)

I continue to be very proud of where CLK Transcription has come from, where we are going, and the work performed, and even prouder that CLK Transcription does it for wonderful clients like you, all while maintaining rates lower than the national average, and keeping every project accepted by CLK right here in the United States. Something even our international clients appreciate.

I would like to take this opportunity to say a big THANK YOU to all the wonderful people who have helped make CLK Transcription one of the fastest growing transcription companies in the US. We have a great team that allows us to continue our work in medical and general transcription with or without time-code or special formats, as well as other specialties, from maintaining calendars, to transcribing voice mail, database development, monitoring email, proofreading, copy-editing, substantive editing, and more.

CLK Transcription was excited for 2014 to begin and even more so for 2015 to get here. With a growing contractor pool, all based in the US, and all eager to grow their trade and be the best they can be – we are even better able to handle your project with the quality you demand, at a cost you can afford, and within the deadlines you need. Members of the CLK Transcription team fall into all US time zones allowing us to accept projects virtually around the clock, and we rarely close entirely except for a few hours during major holidays, and even at those times, there is always someone on call to answer your questions or process priority files.

  • To my family of friends and supporters, who put up with long days and late nights, and frequent coffee runs when making a pot at the office just won’t do, and for all the delivered dinners when client deadlines were looming. Thank You!
  • To my office staff, who put up with my expectations of organization and quality control, and for having the drive to research additional services we can offer our clients, as well as cost-saving strategies in all facets of CLK Transcription so that I can keep rates extremely competitive.  Special thanks for putting up with my taste in music and PJ Sundays! Thank You!
  • To my closest friends and acquaintances, who have to listen to me go on and on about how busy CLK Transcription is, the demanding clients, projects, and deadlines, and how much I love it! Thank You!
  • To the team of independent contractors who accept assignments through CLK Transcription – you rock! And you put up with my no-nonsense style of being your client, so we can offer no-nonsense results to my clients. Additionally, your never-ending thirst for gaining additional experience and knowledge and challenging yourselves, understanding that what we do, every day, is an education and running with the possibilities every single time. Just awesome. Thank You!
  • To the clients who trust CLK with their video and audio files, production projects, voice mail, manuscripts, webinars, meetings, proofreading / editing, hard copy conversions of your business cards, recipes, diaries, etcetera, and who know, we do truly love what we do here at CLK. We hope it continues to show. Thank You!
  • To CLK Transcription’s social media contacts who share items of interest that are useful in CLK’s team of transcriptionists gaining even more depth into what our clients do, how they do it, what they expect from us, and what we can do to assist them, and for sharing our posts so we can broaden the reach of our client’s work, you are amazing! And lest we forget, the quirky, opinionated, feline-filled everyday chit-chat that keeps us all sane – how could we enjoy our downtime without you? Thank You!

I also have to acknowledge and sincerely thank on behalf of the entire team here at CLK Transcription, those people who have made some wonderful referrals and recommendations to CLK Transcription. We look forward to assisting all of you with your transcription needs well into the future, and always have room for new clients and projects. Remember, every client receives a confidentiality agreement.

Now I’m not saying CLK Transcription is perfect, but we are perfectly happy doing what it takes to help our clients be more productive. If you haven’t tried CLK Transcription, check us out. We will save you time and money.

We are an email away from assisting you with your transcription needs.

 

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Twitter = @CLK_Shortcake

Facebook = http://www.facebook.com/CLKTranscription
and

http://www.facebook.com/CLK-Trans

LinkedIn = http://www.linkedin.com/in/clktranscription – View comments made by our clients and find out why we come highly recommended.

https://www.clktranscription.com

Preparing for a New Year as a Small Business

Are you ready for the New Year?

It isn’t just about parties and champagne when you own a small business.

For a small business, in most cases, being ‘ready’ also means:

  • Closing out the accounting for the year,
  • Organizing and filing away the previous year’s records,
  • Developing 1099s, W2s, and final quarter tax reporting,
  • Reviewing potential ‘needs’ for growth in the New Year, and
  • Reviewing items that need attention for improvement,

all the while continuing with your daily routine of handling projects, employees, contractors, and inquiries.

As a small business owner, the party comes when those items are complete, and completed without interrupting the quality you offer your clients. If we can get that finished and still have hair and without depleting the nation’s coffee supply, then we can celebrate.

Some things we can do to make that end of the year rush go smoother:

  • Find a bookkeeping program and use it. Make sure to enter and file receipts as soon as possible. Find out from your tax person/CPA which program they use and find one compatible if possible. Closing your year and sending an accountant’s copy is faster and easier, and more complete, than trying to develop spreadsheets and sending packages of receipts.
  • If you haven’t done it yet, begin a filing system that makes sense to you.  It doesn’t matter if it makes sense to someone else. If you need something, you will be able to find it. Once you have done that, then train someone else to handle your filing using the same method you use. Now, not only do you have assistance with the mundane chores, you have backup for when you may not be available. And that filing system should be for both current and ongoing items as well as what you have in storage from previous years.
  • That bookkeeping program I mentioned, find out if it provides the data for your 1099s and w2s you need to develop. Most, like Quickbooks, have the information handy, even if you do not pay for the premium versions. You just have to play with the program and get used to where those reports are. As a bonus, Quickbooks for Dummies is a great read.
  • You’ve worked the entire year with established and new clients. You handled projects you have never worked before and may have spoken with potential clients on bidding for new projects. Whether you won new projects or had repeat clients, be sure you research what your niche’ needs, what others are offering, or what others are looking for. Reflect on those items you may need to improve or offer so the New Year allows you better opportunities for growth.
  • You may have also kept in contact with your clients over the years, but be sure to keep that connection and communication open before, during, and after a project. Ask for feedback and make note of those concerns your clients have with regard to your finished product. A complaint is not a bad thing if you can use it to improve what you offer. Just be sure to work to improve it. That one client complaint, if ignored, will soon become a complaint of many if left unchecked. It is only a plus to be able to have a client who complained, come back for a second try, and you can make them happy.

Keep in mind this preparation is not just for clients. You should be reviewing your vendor list, chart of accounts, and even your supplies are current and appropriate for the New Year.

And lastly, review the social media sites where you have profiles and update them, keep them fresh and relevant. Remember, this will be something your clients or potential clients will review, as well as others who may not need your services but are researching for others who may. Having a pretty picture and no description of what you do, how you do it, and who you do it for will just end up being a pretty picture better posted on Instagram.

So I ask again, are you ready?

Allow your transcriptionist to save you time and money by following these simple tips.

Got audio you need transcribed?

When sending audio to your transcriptionist, is it always good to give them as much information as you can about your needs, such as:

 

  • How long is the file? This is important so we can confirm we received the entire file. Although transfer programs are great, sometimes our own connections when uploading or downloading can cut off a file leaving us to believe the entire file was sent or received. Having the length, or approximate length, allows us to verify receipt of the entire file.

 

  • What is your drop dead turn around needed. Most transcription companies work a 24-72 hour TAT depending on length of audio and difficulty. Giving us what your drop dead turn around time expected allows us to be sure to meet your needs, or be honest and let you know it can’t be done. Most cases, if an extremely large file is received – 3 hours or more, we may be able to send you what is complete in parcels, so you can begin your work while we finish the audio project.

 

  • Is there a portion of the audio that you don’t need transcribed? Is there a start time or end here time that you do not need transcribed which can save you money? If we do not know about dead air or conversations you do not need, we will transcribe everything, and dead air will be calculated because we do have to listen to make sure we don’t miss something. Giving us exact time to start or stop will save you money if you had dead space in the audio.

 

  • Are there any names that may not have common spellings? Giving us speaker names will help speed up the process. Most times we will take the time to search for the correct spelling, however this is not always possible with some generic interviews, so having the correct spelling or how you want them to be noted is a help. Maybe you don’t want names. Maybe you would prefer generic we use Male or Female Speaker, Interviewee, or just use initials.

 

  • Do you want verbatim/verbatim with absolutely no clean up or verbatim with minimal cleanup – meaning false starts and stutters. Perhaps you want as much clean up as possible – making the speakers grammar correct, etc. Most cases, CLK will do verbatim with minimal cleanup (false starts and stutters only) unless otherwise instructed. We understand we are not the writers. We will transcribe what we hear and let you write the article using exactly what was said, how it was said.

 

  • Do you have a special format you want followed? Font size and type, margins, etc? CLK Transcription has a “standard” easy to cut and paste format we use for our projects, however if you have something specific for every file or just one file, let us know. We will be happy to use it for your work.

 

  • Are there technical terms or places mentioned that may be difficult to research. CLK Transcription does research work when transcribing, and tries to verify what was said is what was transcribed, but sometimes terms and phrases are just too difficult to locate quickly and takes some time. Sending as much of this information as you can when you send your audio file, hot words, will save time when you need your project quickly.

 

  • Let us know if you feel the audio is difficult and we will attempt to enhance the audio to make it clearer, louder, or less static which will save time on the transcription end.

 

  • Is there a specific way you want the files named when we are complete? CLK Transcription usually names the completed reports exactly the same as the audio file, unless otherwise instructed. Doing this allows you to match the audio with the report when working on your project. If you would like them named a different way, let us know. we will be happy to oblige.

 

  • Do you need files invoiced separately? CLK Transcription understands the needs of the journalists and writer. Many need separate invoices for each project, and we are happy to do this for you. Just let us know as you send the audio.

 

Remembering some of these tips will allow us to better handle your project files and be certain we are giving you what you need to do your work more efficiently – and that’s part of our job.

 

www.clktranscription.com – We love what we do and it shows!

Why should you care about your medical dictation being sent off shore?

 

Your medical information dictated by medical professionals includes: Social history – including how many alcoholic beverages you drink and where you work and live; family history – including how many siblings, health of your family; past medical history – including surgeries, illnesses; medication history – including every medication you have taken and are currently taking; allergies; and personal statistics including height, weight, eye color, and birth date.

Is there anything else you need to give to someone who wants to steal your identity? They don’t need your social security number anymore. They get your insurance information and everything else listed above. They just need to become you and your medical provider may be giving them exactly what they need to do that, and HIPAA regulations don’t mean squat overseas.

Let’s not forget your credit history and direct personal information sent to collection agencies who use off shore call centers to follow-up on past due accounts. Many of these call centers are intertwined with the off shore transcription companies and data storage facilities…they call it multitasking.

Ask your provider, insurance carrier, hospital, and anyone you give personal information to if they have their transcription done here in the US. Demand that they do.

Insurance companies are selling your information to drug companies and equipment providers. Example: How many diabetics receive calls from equipment providers asking them if they want a new glucose monitor? They already know who your insurance carrier is…how? Because they got your contact information from them. Pretty scary, huh? How many of these call centers do you think are actually in the US? Very, very few. No one appreciates having to push 1 for English, so why do you allow calls from off shore call centers regarding your personal information.

Even unemployment and worker’s compensation providers are using off shore companies to handle their claim dictations. Some car and home insurance providers also send your information off shore when they have their reports transcribed.

Think speech recognition and EMR are safer? Think again. Many larger MTSOs (Medical Transcription Service Organizations) and other suppliers send this work off shore either for processing or for ‘storage’ and have US transcription editors review and edit the information, and they never tell their clients that it is being done.

Now think about your company’s information, and all of the trade ‘secrets’ you send off shore with your audio. Do you really want to share that information with those that do not have to adhere to our rules and regulations? Does anyone remember the women who threatened to release her clients transcripts? http://www.sfgate.com/health/article/SPECIAL-REPORT-Looking-Offshore-Outsourced-2774413.php

Do you think this has changed???

When is enough, enough? Not only is it costing US jobs, it is costing many more their identities and livelihood.

Demand your personal information remain safe and any sharing of the information be secure and governed by HIPAA regulations or other US regulatory guidelines.

 

 

Ask an American Transcriptionist – they will tell you a story or two.

Wondering why, with all these “money”, “economy”, “employment” articles I am transcribing, I don’t see more about the field that is hit hardest by off-shoring, the field that most people never think of as important, but more people/corporations/doctors use it than probably any other ‘vendor’, the one where those who off-shore the work know it is ‘wrong’ so much so that they lie about doing it…yes, transcription.

Doctors, insurance companies, lawyers, corporations, publishers and production companies, and freelancers – even ‘ordinary’ people like students, parents, and homemakers use it – need it. And many use a transcription company and are told their work will never be off-shored, but it is, more times than not!

Where is that story?

There are THOUSANDS of ICs out there struggling to protect their jobs, while MT/Transcription companies charge a high rate, send the work offshore and pay pennies to get it transcribed, get it back and then have it proofed by an American transcriptionist for pennies, all the while promising the client they won’t offshore – and nothing the American transcriptionists can do about it but continue to battle for the truth and respect for the work they do.

The only people making money are the large transcription companies who off-shore the work. Neither the transcriptionist over seas or the US transcriptionist are making money. The transcription companies that don’t off-shore, as few and far between as they are, are struggling with rates low enough to keep the work here and paying the transcriptionists what they are worth.

Why do we do it? Because we love what we do!

We also understand the importance of safeguarding the information that we are entrusted with transcribing, or that comes along with the audio project.

Has anyone asked an American transcriptionist what has happened over the past 10 to 20 years with their profession and the effects of off shoring the work? Has anyone considered the ramifications of sending sensitive information off shore – you know, you entire medical history – family history, social history, past surgical history, etc? Has anyone considered what sending business meeting transcriptions over seas to have transcribed does to their company secrets, platforms, and practices? What sending your protected information over seas to companies who do not have to abide by US confidentiality laws means for your confidentiality and privacy?

No. They haven’t.

Google American Transcriptionist. All you see are more and more companies touting their services and sending the work off shore.Is that because no one wants to really know the truth?

Want to know what happens here, in the US,  by the skilled transcriptionists who are in the field that helps so many companies and individuals get their project done?

Ask a US transcriptionist.

We are here. We are proud. And we don’t plan on going anywhere.

The next time you need a transcriptionist and hire a transcription company, the next time you go to the doctor or visit a hospital, the next time you have an IME for your insurance carrier, the next meeting you attend that is recorded – ask – Will this be sent off shore?

Then do your research. Find an American transcription company that refuses to send work off shore, who only utilizes the services of American transcriptionists, who spent years and thousands of dollars to be able to assist you with your transcription needs, and in return keeps your documentation safe under the laws that are meant to protect you.

Whether it is an American transcription company, or an individual American independent contractor, ask them why they fight the fight and still love what they do.

Now THAT would make a great story.

 

CLK Transcription. An American owned and operated transcription company that refuses to off shore any work, ever, and has made that an unwavering commitment to every client that assist. www.clktranscription.com

Friends don’t let friends…

Friends don’t let friends make hasty decisions that will affect the rest of their lives.

Friends don’t let friends speak without thinking first.

Friends don’t let friends take action on an idea that will hurt more rather than help a few.

Friends don’t let friends react without knowing the repercussions.

Friends don’t worry how a friend will handle insight or opinions, because friends don’t take information as a criticism.

Friends will debate, sometimes loudly, but will still be friends.

 

Personally, I think you could remove “friends” and replace with “professional peers”.

 

You don’t have to like each other to do good work. You just have to want to do good work.

Spring is finally here!

The weather is changing, and it looks like Spring has finally arrived in more than just a few states. Those of us in the Northeast thought it would never arrive with snow, snow and more snow, and then teasing temps in the 60s and 70s, only to have yet more snow the next day.

Yes, Spring has finally arrived! The winter of 2013-2014 has many still waiting for the buds on the trees to begin showing themselves leaving us wondering if we will have any leaves at all to clean up next fall.

But YES! Spring is really here – FINALLY.

The weather is changing and people are once again venturing out without their winter jackets, hats, and gloves, to enjoy the warmth of the sun. The hibernation is over. Cabin fever and winter blues will soon be long forgotten.

Vacations are being planned, graduations are on the horizon, proms are being anticipated. Gardens are being laid out, and husbands are looking forward to the outside chores that will soon be on the ‘honey-do-list’. (okay, maybe that is pushing it a bit.)

There are so many family activities to enjoy now that the temps are rising and the shining sun does more than just melt the fallen snow away.

For the journalists, ASJA is also held this week. The time to educate and be educated, connect and be connected, and meet up with those friends from all over the nation will once again be here. I know so many who look forward to this week every year. It is planned to perfection, talked about all year, looked forward to by all. Those who cannot attend trust that the events will be recapped by the great conversations that will go on and on until the next event, never tiring of listening to every word, while they do what they can to ensure they attend next year.

Yes, Spring is here!

And most importantly, candy, especially peeps, will be on sale tomorrow.

 

Happy Easter every one, and enjoy Spring!

 

 

Organizing your projects…straight through to the invoice

After working with many journalists and authors, I have come to realize that very few, if any, work on one project at a time. Whether it is their work project or their family/life’s project, or a combination of both.

We try to assist them, not only by saving them time transcribing their audio / video for them, but also by organizing the transcription / audio / video portion of their projects and the billing information they need to be properly paid themselves for the work, as well as keeping the different parts of their projects together and easy to work with.

How do we do that?

CLK starts by acknowledging receipt of every single file. They know we have received it. We ask them for a drop-dead deadline. Although we work to return all files within 72 hours, and of course even sooner whenever possible, regardless of the length of audio, everyone has different deadlines. So if they need it quicker, they just let us know.We never want to push them further to their project deadline and cause more stress in the process.

We gather the names of the participants / speakers, and we are sure to label each speaker accordingly. We can time code the transcript or number lines if they wish, and we use a clear simple format for them to be able to review the transcripts for content they may need in their end product.

We clearly mark any portion where there may have been an inaudible word or phrase, so they can take a listen and see if they can hear it. They were the ones in the room during the recording.

But we don’t stop there.

Naming their files:

We name the finished report exactly the same as the audio, so our clients can match up the corresponding audio with the finished report.

Helping manage and track a budget:

We add the total length of the audio into the name of the report, so our clients can confirm that the complete audio was transcribed – there wasn’t a download / upload issue causing only a partial transcript or they didn’t send us the incorrect file to begin with.

We also add the total cost of each audio into the file name, so that our clients can better manage their budgets as they go along, rather than worry about it in the end, when their concerns should just be putting it all together into the fabulous end result we all enjoy in that book, magazine, online, or production piece.

In addition, our clients can further maintain their budgets by giving us precise times on the audio they want transcribed, down to just a few seconds, to blocks of minutes throughout the audio. This way they don’t end up paying for material they do not need for their project. We all know some interviewees can get chatty.

Helping their billing, through our billing:

Many of our clients use our invoices to invoice their clients and will request separate invoices for one or all of the audio files using project codes or other client information. This allows them to keep their project invoices organized, and they don’t have to sort through which transcript coincides with which project and which invoice is for which project.

Many times, we have clients request the invoice be sent directly to the project manager they are dealing with. We are happy to do that. Of course our client’s are ultimately responsible for the invoices, but being able to forward our invoice to their client for them allows them the freedom to ‘keep it moving’ and not worry about that part of the task.

Working with them to save them time and money:

We know how hard it is for our clients to monitor every little aspect of their project, and we try to make it just that much more simpler and cost-effective. It may not sound like much, but we find that in the end, our clients appreciate the added little extras we do to keep their projects organized and labeled appropriately.

We are always observing our clients work online, and watching for additional ways to help them organize and make the process of transcribing and organizing the audio / video portion of their projects that much simpler to work with.

 

How can we assist you with your transcription needs? We are an email away from beginning your project!

 

Visit us at www.clktranscription.com and find out today!

 

 

 

Professional courtesy and why it is important – at least to me.

I find myself everyday, at least once, wondering where the professional courtesy that I grew up understanding has gone.

In listening to colleagues and fellow professionals, I realize this is not a new phenomena.  Everyone has encountered it at least once in their professional lives.

Having general personal courtesy, or the lack of it, is one thing but most professionals do not delve into your personal life.

When dealing with people who have a say in your professional future, and yes, every client or associate has a say in YOUR professional future and livelihood, you must remember professional courtesy, or you will only be remembered for what you didn’t do, not for what you have done. This is true for both the client and the “vendor”. Both sides of the professional working relationship.

So my question is, where has professional courtesy gone?
I am not just talking about answering calls, or replying to emails promptly.

I am talking about communicating with those you are involved in a business relationship with – how is that project coming, was there a delay? Do you need additional tools to complete it?

I am talking about those that apply for a position or project, and then disappear. Do you really think there is no time involved in being prepared for taking the project on?

I am talking about those who receive a completed project and then disregard any invoice for that project.  Do you think your work is more important than the work put into assisting you to getting to the finished product?

I am talking about those who, on either side of a project, feel it is perfectly fine to send correspondence or speak to the other with such foulness, it would make your momma blush.

I am talking about those who receive a service without any feedback, and only when they are reminded months later that they haven’t paid for that service, come up with a reason why they shouldn’t pay.

I am talking about sharing the fact that a job well done was received and sharing accolades when earned.

I am talking about sharing how smooth the transaction was when working with a client / vendor.

I am even bundling in those who receive payment for a project, and then hold checks for months without cashing it. Don’t you know most companies attempt to reconcile their accounts / budgets monthly? Why do you hold that check for so long?

 

Now, for my observation on why it is important…and that is because they always come back.

Those very same people who disregard professional courtesy at any time during a professional relationship, usually find that very same person or organization that they were so rude to or had such disregard for professional courtesy, are those they end up needing again at one point in their professional future.  Yes. They always come back. They come back for a project or position. They come back for a recommendation. They come back for a referral.

They always come back.

Keep in mind, when you appreciate a job well done, most people, and that includes you, will only mention it once.  But when you have a bad experience, you will repeat that story over and over again.  That includes the lack of professionalism in getting the task done, along with any other issues with the project, which of course could have been avoided with using a little professional courtesy.

So use caution when you decide to throw professional courtesy out the window, it will affect your bottom-line, and when you find your way back, that window may be closed.

 

 

https://www.clktranscription.com

Like this if you agree – no wait, don’t do that! Or should you?

I cannot say enough how much I dislike picture posts for different Causes telling me to “Like” to show support, etc.  If I like or I think my connections will like, you will know. I will repost, retweet, link – everything I can. It is my choice.

But if you share these posts, have you ever considered the ulterior motive for someone to develop a post that ASKS you to click ‘like’ and share, instead of letting it grow on its own…Not all are bad, but do you really think FB or anyone will actually give money or anything else for any shared picture post on FB or how many likes it has? Don’t you think legitimate people who want you to share would actually have a FB page or web page to ‘Like’ and share instead of an individual post guilting you into sharing with your friends? Or if a post was going to go viral, it will go viral without being asked, won’t it? If forced to go viral, is it really viral, after all?

Sharing or liking posts on any social media site should be your choice because you like it – for one reason or another, or even better, because you know your connections may like the information shared, not because someone told you too for whatever Cause they want to bring awareness to.  Did anyone have to tell you that sharing brings awareness?  Didn’t you know that?

If you want to be social, which by the way is what social media is all about, then you SHOULD share, not just what you like and find informative, but what your connections may find informative or interesting. No Cause should have to ask you too.

BUT can you say worm, hackers, scammer, virus, spammer….ever wonder where your spam email comes from? Did you miss the posts about how your email is attached to your FB page or Twitter handle? Your friends emails and handles are too! How many Twitter DMs have you gotten recently that were annoying spam messages asking you to click a link? It has gotten to the point, where any link I receive, I do not click on. Kind of kills the purpose of informing me of your very valuable information didn’t it?These spam posts and links have ruined it for the legitimate people, don’t you think?

Check out how many of these “Please click like and share” Cause picture posts you have posted, liked, shared (&/or how many your friends have). Now, do you ever wonder how many of your friends have received spam because you gave access to their information by posting one of these and they shared at “your” request?

Safe to say, if you post something and people like it, they will share it. No asking will be needed if you connected to the right people. If what you post is not shared, then it may not be the post, it could very well be the people you connected with. You may just have connected with the wrong people, especially if you find you are sharing their posts, and your posts sit idle.

And if you are on social media, and you don’t share those posts that your connections have shared that are interesting, thoughtful, insightful, or informative – then why are you on social media at all anyway?

The only way to fight spam and other unwanted intrusions, is to begin using social media correctly, and not giving those pests a way inside our computers.If you want to reach more people, post something interesting to your connections. And if you see something interesting – share it – but be careful if the post itself begs you to do so.
Happy networking!