Tips for Correct Transcription

General suggestions

• READ, READ, READ your work.
• Does it make sense?  If not, you need to go back and listen and figure out where something is wrong.
  

• Proof your work!
  

• In most reports or dictation, correct obvious errors your speaker may produce.  In literal transcripts you may be asked NOT to do this.
• Your dictator says "He is now divorced from his ex-wife." Since he couldn't have been married to an ex-wife--that is a result of the divorce.  We expected this to be change to "He is now divorced from his wife."

• Consistent template for your work.
• If you have a template for your work, stick to it!  Provide consistency in your work product.
• Provide consistent style to your work product.  Have the same indentation, number of returns between paragraphs, etc.

Correct grammar

• "I'm going to the store; however, John will be home with the kids."
• Correct - two sentences can stand on their own but are connected with a conjunction (however), set off with a semi-colon before "however" and  comma after it. 

• "I'm going to the store, however, Mike is not."
• Correct, but NOTICE the difference with respect to the above example.  Only one complete sentence with a phrase ("Mike is not" -- is not a complete sentence, it's a phrase).  This type is set off with a comma before and after "however."
  

• "The doctor prescribed medication, i.e., generic drugs."
•   Use commas before and after "i.e."

• "Tammy is going shopping, and Tammy is going to school to learn punctuation."
• Notice "and" is used a conjunction (conjunctions include and, that, however, therefore, just to name a few).   Whenever you are using two complete sentences and are joining them with a conjunction, a comma goes before the conjunction (in this case "and").  If BOTH parts on either side of "and" rely on the other side (are NOT complete sentences on their own), no comma is used.
  

• "I like ham, eggs, and cheese for breakfast."
  
• We prefer use of commas in series--including before the last "and."
  

• NEVER use a contraction in formal writing.
• This is particularly true for letters and evaluations.  For instance, "don't," "can't," and "won't," are examples.  Spell them out, no matter what the person is dictating.  
  

• Be careful with run-on sentences. 
  
• You can only use ONE conjunction in a sentence.  After that you have run-ons.  Use a period. DON'T listen to your dictator's punctuation if they are bad at  punctuating!
  

• If your dictator calls out items in parentheses, put them in parentheses.
  

Drug names

• Purchase and use Steadmans dictionary software for your word processor.
• Obtain the version that includes drug names.  Update it at least once a year.

• Take note of new drug names on television commercials.  Write them down.
  

• Tylenol PM is a drug - please use it correctly (not Tylenol p.m.)

Correct spelling

• In your word processor, to to your options (usually under tools) and turn on the spell checker. 
  

•  Purchase and use Steadmans spelling software (for medical transcription).

• Buy and use a dictionary.  Try dictionary.com.

• Display a list of words that you misspell in your work area.  Look at it, use it, learn.
  

• "Cannot," "a lot"
  
• Cannot is ONE word, not two.
• "A lot" is two words, not one.
  

• "high school"
  
• If the name of the school isn't in the sentence, "high school" should not be capped.
  

• "Ph.D."
• There is only one way to spell this, Ph.D.

The right equipment

• The right hardware
  
• Use a transcription system with a foot pedal.
  
• Use a headset, headphones, earphones while transcribing.  Don't listen through speakers.

• The right software
• Spelling software with domain-specific terms or drug names
• Use an approach to expand short keystrokes into larger phrases or terms.  There are multiple approaches to do this.

• The right references
• Domain-specific references
• Meeting notes
• Appointment listing with names
  

• The right security
• Use a cross-cut shredder on all private materials (faxes, drafts, etc.)
  
• Internet access with a firewall-router that provides internal network address translation (NAT)
• Software client firewall on all computers
  
• Virus software on all computers with automatic updates set to on
• Operating system security updates enabled.
• Encrypt private information sent via email, FTP, or otherwise sent over the Internet
  

The right environment

• Select a quite location.

• Make sure your ergonomics are correct (search for details elsewhere)
  
• Comfortable chair
• Screen the right height
• Keyboard of the proper type to avoid fatigue

• Take short breaks to recover physically and mentally
  

 email: michele@type-thing.com
web: http://www.type-thing.com/