HIPAA Compliance and Our Medical Transcription Services

Secure site for file transfer for your patients' records:

Transam Associates transfers its files via a secure, encrypted intranet where each transcriptionist can access only the sound files for the physician for which she/he is transcribing. A password is required for the transcriptionist to download sound files. No one else is allowed access to any of your files except the transcriptionist assigned to your account and anyone to whom you might give your password.

Malware Protection:

For added security Transam Associates uses a secure firewall appliance that is maintained with up to the minute, real time virus and all other forms of malware, definitions. All transcriptionists are required to have current anti-virus software installed with up-to-date virus definitions. Our transcriptionists are required to transcribe documents and save them in Rich Text Format, which, by definition, is virus-free. Rich Text Format can be read by any version of MS Word.

Confidentiality of Medical Information in Accordance with HIPAA Regulations:

( The following are excerpts from the contract signed and agreed upon by every Trans Am subcontracting transcriptionist )

All health information transcribed for Transam Associates is the property of the client. The information is maintained to service the patient, the health care providers and the contracted physicians in accordance with legal, accrediting and regulatory agency requirements. All patient care information shall be regarded as confidential and be available only to authorized users.

All health information transcribed for Transam Associates is the property of the client (physician). The information is maintained to service the patient, the health care providers and the contracted physicians in accordance with legal, accrediting and regulatory agency requirements. All patient care information shall be regarded as confidential and be available only to authorized users.

All information in the medical record is CONFIDENTIAL. It is not to be divulged or discussed by you, the Independent Contractor, to anyone (including the patient) at any time. The patient’s circumstances and conditions are NEVER to be discussed with anyone. Alteration of a patient record, document or information is strictly prohibited.

Any and all dictation that is in reference to any person to whom the transcriptionist is acquainted, must be returned to the dictation pool to be transcribed by another transcriptionist.

All information regarding the physicians, practicing nurses or their support staff or any of their offices procedures is not to be divulged to anyone.

Back-up reports must be stored on floppy disks, zip disc or CD (for a minimum of three months) and must be inaccessible to others. Back-up reports are not to be stored on hard drives. Computer repair personnel can easily access reports on the hard drive should your computer have to be taken in for repair. Should you not work for/with us any longer, all of your patient files must be deleted and any back-up copies must be returned to Transam Associates to be destroyed.

Use of current anti-virus software is required for this contract. Anti-virus definitions must be updated on a regular, weekly basis. Any individual suspected or found to be deliberately infecting computers with viruses will be terminated and the appropriate authorities will become involved.

Violation of any part of this Confidentiality policy, including disclosure or alteration of patient information, will result in immediate contract termination and litigation.The Contractor hereby agrees to abide by all of the terms and stipulations set forth in pages one through six of this contract and understands each item fully, as signified by signing below.

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