The typical process of Medical Transcription begins with receiving dictation by tape, digital system or voice data file. Conventionally, recorded advice was sent through physical means (i.e. a magnetic media). However, there is steady emergence of a new practice. Using a toll free telephone line, doctors can call up a designated number and dictate the message, which is converted and recorded into a dedicated server on a real time basis. This helps to save shipping costs and improves productivity manifold.

The parent US transcription company connects to this server through a high speed data link (preferably Internet or ISDN link of 128 kbps or above) and downloads any fresh dictation left by customer organizations / doctors. The digitalized data is then compressed and encrypted, for onward transmission via satellite link to India. The local transcription company can then start to immediately retrieve the sound files, uncompress the data and route them to different workstations for transcription. Using earphones and a foot pedal for start-stop control, transcriptionists are able to hear and control the speed of audio messages.

These messages can be transcribed with the help of a suitable word processing program / application. A variety of word processing programs may be used as different forms of transcription / messages may require specific features. An outsourced or outlocated medical transcription centre then sends back these transcribed messages to the hub of the medical transcription network from where it is routed to the concerned doctor / hospital. Most of the word processing programs used in the medical transcription process typically are accompanied by libraries / dictionaries of medical terminology.

These libraries may also be categorized based on various disciplines. Several dictionaries are necessary: Medical definitions, medications, medical terms by specialty, laboratory terms, surgical terms and abbreviations. Specialized word lists are also helpful, and journals and computer networking are helpful for current information about new medications and terms. Transcription is done more efficiently with the use of a medical spellchecker and an abbreviation system such as Instant Text or Smartype, etc.