HELP PLEASE!! New to the world of dictaphone

[bridgeland]

Hello everyone.

I have decided to look into the world of dictaphone transcriptions, and was wondering if anyone could please shed some light on a few questions:

1. Obviously digital is the best option, however in regards to brands and models, which dictaphone transcription machine is the best for daily use? As I am only learning, I would be starting off just building my speed and practicing my accuracy, however if I buy a machine I would like to have one that can be used for all future jobs when the time comes.

2. Am I correct in understanding that the process involves a client recording what needs to be typed, sending via the internet, I then download the file and type via the dictaphone machine I purchase (see I told you I am completely new to this dictaphone process).

3. What fee structure is usually charged for dictaphone services. Do you quote per project or do you charge for how long it has taken (after the fact)?

4. Does anyone know of any websites available that allow people learning dictaphone to practice and hone their skills?

As I mentioned previously, at this stage I am wanting to purchase a machine, and then practice like mad before I add this service to my list on the website, however it's an area that is incredibly grey to me (but also incredibly exciting as I think I would really enjoy it).

Thanks for reading my help post.

Brigette

[The Perfect Word]

Hi, Brigette,

I have never used a Dictaphone system, so hopefully someone who has will respond. But until then, I can just tell you what I have.

For clients who have tapes, I use Panasonic transcribing machines that come with a foot pedal for the machine and headphones. They only work with tapes and you have to buy a different one for each type of tape, standard and micro. For digital transcription (when clients sent me an audio file as an e-mail attachment or a CD), I use a transcription program on the computer with a transcription pedal connected to the computer and headphones.

As far a how to bill, I've seen it done many ways. Personally, I used to offer just an hourly rate, but I have now added the option of a per-audio-minute rate for everything but video and tapes. I've seen the per-audio-minute offered a lot on transcription websites, so I thought I would add it to be competitive. Some bill per page. If you're going to do medical, you might get into per line. (I don't do medical). Medical can be highly technical and therefore can be difficult to do if you don't have a medical background or have at least taken a medical terminology course. Since I've been doing this so long, I have been thinking about taking a medical terminology course, though.

Hope this helps some!

[The Office Virtuoso]

Brigette:

I have not used a Dictaphone system either (all of mine were WAV files, mp3s, or dvds).

I always charge by audio minute.

If you are looking for practice, check with your church or city hall. They may have sermons or city council meetings they need transcribed (they get their audio transcribed and you get experience and hopefully a glowing testimonial for your website/marketing materials).

Good luck!

[vrsi-office]

Brigette,

You will need a digital transcription program, a foot pedal, and a good headset. Your client will need a digital recorder. (A digital recorder can be a program or a physical digital recording device.)

The type of foot pedal and headset you get is dependent on your computer system. (Express Scribe's website has some foot pedals for sale.)

One free program you could utilize to transcribe the files is Express Scribe. Express Scribe has some great features. You can use a foot pedal, and you can also use a speech to text software program such as Dragon Naturally Speaking.

If you are new to transcribing, I would definitely recommend getting Dragon Naturally Speaking. This is a speech to text program. (You talk, or play your digital file, and the program types the words.) Dragon Naturally Speaking is one of the best speech to text programs on the market.

Your client could use Express Dictate to record the files. Express Dictate has a 14 day free trial, after that purchase price is around $60. However, any digital recorder will suffice. It is best if your clients have a digital recorder, not a tape recorder. Utilizing a tape recorder requires a physical tape to be sent by some sort of mail courier, and this takes time. Also a physical "tape" is more difficult to transcribe with a speech to text program. If you do accept "tapes", then you will also need to have a device to playback the tapes.

If you are unfamiliar with transcribing, I would avoid Medical Transcription. This is a very specialized field and you need a strong knowledge of medical terminology and the format used in transcribing different types of files. (Clinic notes, consultations, etc.) Note: There is a company called Transam Associates that will train you in the medical transcription business, but you do need to buy their Medical Transcription program for $495.00. They can be found at http://www.transamassociates.com.)

Most transcription companies charge by the word or by the line. I, however, just charge my regular hourly or retainer rate.

Hope this helps,

Julie

[bridgeland]

Thank you ladies for your replies. I am so new to this whole thing, I thought I would need to purchase a player to transcribe the digital media, and didn't even think about a computer program to download it!! I knew about the foot pedals, but that was about it (how embarrassing).
I will definitely take on board the suggestion also to contact local churches etc, that is an awesome way to get some practice.
Thank you so much once again for helping me to understand the ways of transcribing information.
Regards
Brigette

[The Perfect Word]

Julie, have you used Dragon for transcribing client recordings? I would think that would be difficult unless the recordings were very clear and only if there was just one person speaking on the recording. And wouldn't you have to train it to each client's voice? My knowledge of Dragon is from very many years ago, so maybe I'm behind the times. (Most of my recordings are interviews for insurance recorded statements and focus groups rather than individuals. And I also have to take what they have as far as format! LOL)

Thanks!

[Business-Bytes]

Hi Brigette,

This might be a bit simplified, but hopefully it will help a wee bit and not be redundant at this point.

Equipment/software: Headset, transcription software (see below), foot pedal, word processor.

To transcribe digital audio dictation:

• Receive digital audio file from client
• Load audio file into your transcription software e.g. Express Scribe (free software) or other (paid) transcription software
• Listen using a headset as audio file plays
• Use your foot pedal to play, rewind, fast forward, the audio file
• Use keyboard to type the words you hear from the headset into a word processing program such as MS Word

Regarding Dragon Naturally Speaking, it is trained to YOUR voice, so it is mostly useless for transcribing audio files from other speakers.

If you do intend to do Medical Transcription, please go with an AHDI approved school. They are not all created equal - and you DO get what you pay for (I attended MTEC - a wonderful school! Even if it is rather expensive).

HTH a bit,

[Kerans VA]

Hi Brigette,

Some websites that you may find helpful are the following:

Listen and Write - A website where you practice your transcription while listening to the news.

Stenospeed - A website created by a court reporter/transcriptionist that allows you to practice transcribing files of various speeds and lengths.

Casting Words - A website that allows you to get a taste of what transcription work is like. They post small projects that you can complete and your work is graded by other workers who can leave feedback on your work. It doesn't pay very well, but it is a great way to transition into the world of transcription to test out to see if you're a good match.

I would recommend trying out transcription before buying any equipment especially if you're new to the process. Enjoy!

[Border City Enterprise]

Hi,

I have not transcription since college many years ago. we called it Audio Typing in those days !!. I enjoyed it when I did it and was thinking of purhasing new equipment for my business but I will look into the new ways you have listed above. I have many friends who are in the medical field and I am going to ask them to send me some files for practice.

Thanks for the great ideas.

Sharon

[vrsi-office]

Pam,
Yes I have used Dragon Naturally Speaking (DNS) to transcribe some clients files. The newest version makes training a voice much easier. I do, however, only use it for single speaker transcription. I fully agree that this software does not do a good job when a group of people are speaking. But for my clients that like to create notes, letters, etc by dictation DNS does an adequate job. (I always listen to the files and double check the DNS transcription.)

Jules,
Sorry, I didn't mean to ruffle your feathers. I simply meant that DNS is a good additional resource with transcription, but not the only resource. (It is useful in some situations, but not in all situations.) I agree that nothing replaces a skilled transcriptionist, but sometimes it is nice to have a little back up help for the small stuff.

Julie