Based in Louisville, Mediscribes is one of the fastest growing transcription & document management solution providers in United States. Mediscribes is an ISO 9000-2001 certified company, rendering cost-effective consolidated transcription solutions to major hospitals, clinics, and other healthcare facilities. The firm specializes in providing highly accurate transcription services, while adhering to the Association for Healthcare Document Integrity (AHDI) guidelines providing turnaround time service levels that are beyond industry reproach.

1. Six Sigma for
Quality Medical Transcription
TAT
http://www.mediscribes.com

2. "If you can not measure it,
you can not improve it.“
- Lord Kelvin

3. Case Study
Improvement of
Operational Efficiency of
Medical Transcription

4. Sampling of 10338 documents
Measure Turn Around Time
Measure Accuracy

5. 48 Hrs
Sigma
(19.8% or
2.35 sigma) Level 2.4
24 Hrs
(20.1% or
2.34 sigma)
12 Hrs
(32.7% or
1.95 sigma)
4 Hrs (1.2%
or 3.77
sigma)

6. Measure Turn
Around Time
(TAT)

7. Data Distribution – Turn Around Time (TAT)
4 hrs TAT 12 hrs TAT

8. Data Distribution – Turn Around Time (TAT)
24 hrs TAT 48 hrs TAT

9. Data Collection – Turn Around Time (TAT)

10. Data Collection – Turn Around Time (TAT)

11. Measure Accuracy

12. Accuracy Sigma Levels

13. Data Distribution-Accuracy
Sigma Level
4.01

14. Error Types

15. FMEA (Failure Mode & Effect Analysis)

16. Cause & Effect Diagram

17. Analysis of Turn Around Time (TAT)

18. Control Chart of 48 hrs TAT
The current level of “not achieved TAT” is
6.8 ( avg) per day

19. C1
C2
C3
C4
C5
C6
C7
C8
C9
C10
Client wise Pareto
C11
C12
C13

20. Medical Transcriptionist wise Pareto

21. Control Chart of 24 Hr TAT - Achieved

22. Control Chart of 24 Hr TAT - Achieved

23. Control Chart of 48 Hr TAT - Achieved

24. Control Chart of 24 Hr TAT - Achieved

25. Analysis of Accuracy

26. Correlation-Accuracy
Lines Count vs. Defects
140.00
120.00
100.00
80.00
60.00
40.00
20.00
0.00
0 5 10 15

27. Trend Of Vendor (nehab) Accuracy

28. Trend Of Vendor (transtek) Accuracy

30. Improvement Actions Plan

31. Solution Prioritization Matrix
Solution Easy to Quick to get Technological/ Impact on Impact on SUM
Implement benefits Financial Bottle-line Customer
Feasibility Satisfaction
Weights 0.1 0.1 0.2 0.2 0.4 1.0
Three Shift 7 8 3 5 8 6.3
Operations/
Sundays/
Holidays
Working
User-based 6 5 3 4 9 6.1
Bandwidth
Allocation to
ensure EMR
insertions are
done in time
Internal 8 3 4 4 8 5.9
Communication/
Motivation and
Admin Support
to ensure
availability of
MT

32. Improvement in Turn Around Time (TAT)

33. Involvement Matrix-Production/ QA
PRODUCTION-TAT &
ACCURACY IMPROVEMENTS
INVOLVEMENT MATRIX
TASK People Responsible People Involved in People Consulted People Informed
for with about
Identifying Solutions Production Manager Team Lead-QA Manager-IT CEO
Team Lead-MT Manager-Admin VP-US Operations
Team Lead-Upload
Selecting Solutions Team Above Quality Improvement Six Sigma Black Belt Head Operations
Team
Planning the Team Above As required As required Head Operations
Implementation
Handling Potential Problems Production Manager As required As required CEO
Implementing Solutions Production Manager As required As required CEO
VP-US Operations
Monitoring Results Team Lead-Upload Team Lead-QA As required CEO
VP-US Operations

34. TAT performance

35. TAT after actions

36. Improvement in Accuracy

37. Accuracy Improvements

38. Client-wise Accuracy

39. Accuracy after actions
Sigma
Level 4.59

40. Control Phase

41. Operational Policies-Defined
SOPs for all processes prepared
Apex manual defined
Responsibilities defined

42. Score Card Development
Score cards are developed for
monitoring of key parameters of
each process.
The score card rules are decided
to provide status colors every
two weeks.
Data is measured for each
fortnight and status given.

43. Score Card

44. Before and After Sigma Levels
TAT Accuracy
2.40 4.01
3.25 4.59

45. Tools used
• FMEA (Failure Mode & Effect Analysis)
• CC (Control Plans)
• Score Cards
• Cause and Effect Diagrams
• Control Charts
• Pareto Charts
• Process Capability Analysis
• Anova (Analysis of Variance)

46. Mediscribes, Inc (ISO 9001, 27001) one of the
fastest growing transcription & document
management solution providers in United
States.

47. Thank you.
http://www.mediscribes.com