Case Study – VoiceBox Intelligent Transcription


This large, well-established specialist practice had an admin team of 11 with two senior medical secretaries taking on the bulk of the practice typing. As the number of specialists grew, it became necessary to bolster the typing pool.

The practice engaged an overseas typing agency with poor quality transcripts, lack of local knowledge, and the idea that data visible outside of Australia potentially contravened Australian Privacy Principals.

The practice persevered with this inefficient, substandard overseas transcription solution as it was hard to find local typists who could work to a similar budget.

The problem

Despite their competent secretarial team, the practice couldn’t keep up with the volume of letters and the practice manager knew the overseas typing agency was far from ideal.

Our team of experts reviewed their processes and found that sound files, data and documentation were being double handled at multiple levels. This meant a very manual, administration-heavy transcription process.

The solution

We provided a complete end-to-end transcription process that removed every administration touch-point within the practice.

The Voice Box Intelligent Transcription platform provided standardised recording and sound file delivery with integrated Australian-based transcription and proofreading, plus a doctor-approval and delivery process.

The doctors uploaded Voice Box to their mobile devices and dictated letters in a consistent format with transparent workflows, auditing and delivery reports.

Both admin team and doctors enjoyed built-in features such as:

  • pre-filled patient list from integrated appointment diary
  • Australian-based proof-readers to ensure accuracy
  • a database for addressing letters (with secure messaging addresses and fax numbers of 80,000+ healthcare professionals)
  • in-App editing and letter approval process
  • automatic filing under patient name within medical practice software.

The results

Optimising dictation and transcription with Voice Box Intelligent Transcription

  • Standardised dictation process
  • Accurate transcripts
  • Easy editing
  • Automatic delivery and filing
  • Time and financial benefits

IMPORTANT: This article is not comprehensive and does not constitute legal or medical advice. You should seek legal or other professional advice before relying on its content, and practise proper clinical decision making with regard to the individual circumstances. Persons implementing any recommendations contained in this article must exercise their own independent skill or judgement or seek appropriate professional advice relevant to their own particular practice. Compliance with any recommendations will not in any way guarantee discharge of the duty of care owed to patients and others coming into contact with the health professional or practice. Avant is not responsible to you or anyone else for any loss suffered in connection with the use of this information. Information is only current at the date initially published. © Avant Mutual Group Limited 2023

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