Case Study: Automated Transcription Operations Manager (ATOM) for Scripsys
Background
At Scripsys, Inc., transcription processing routines used to require more time from the administrators to copy and transfer files from the client folder to the appropriate transcriptionist level available and vice versa. There are also instances that transcriptionists worked with the same file at the same time, as well as, client templates used is out of sync, causing lost productivity. Instead of investing in a costly automation package which does not entirely fit to Scripsys business rules, the transcription company used Cerquit’s ATOM software to automate the majority of its processes. The payoff: an increase in daily transcription process output, automated queuing of audio files, and additional efficiencies gained without any additional software investment by using ATOM to power the whole manual processes.
The Challenge
Headquartered in Minneapolis, MN, Scripsys has sales and support offices located in Minneapolis, Minnesota and Los Angeles, California and production facilities located in the Philippines. The company’s strategic road map calls for continued expansion of its transcription operations globally.
The company’s operations involve a series of quality-critical processes from selecting a transcriptionist qualified for a certain document and/or client to delivering efficiently and securely the transcript within the turn-around time set. With the growing number of clients and opening a branch in Libis, transcriptionists had to put on more hours to complete their quota for any given day.
The Solution
In 2008, with the opening of its sister company, Cerquit Solutions Inc., both companies discussed the automation of Scripsys’ manual processes. This involves development in four phases – automation of the transcription internal process from client to administrator to transcriptionist to editor and to QA personnel (Automated Transcriptionists Operations Manager “ATOM”), automation of document submission and assignment from client to system through FTP (ATOM File Dispatcher), automation of client status updates and transcription downloads (ATOM Client), and system enhancements such as client printing, faxing, and e-signatures.
The Benefit
For Scripsys, the use of ATOM provided an affordable strategy for reducing much of the manual effort involved in transcription activities as well as significantly reducing the risk of human error. Having Cerquit ATOM has enabled Scripsys to improve efficiencies in other manual tasks in both the IT and functional departments. For example, Cerquit ATOM is used to eliminate the process wherein the IT administrator has to manually copy the files from the FTP folder to the individual client folder where transcriptionist picked the files from. For the company’s client, they can view the status of their files and download it when it’s ready anytime and anywhere as long as there is internet connection. Scripsys has been able to successfully automate its business-critical processing activities in an efficient and reliable manner. Scripsys guarantees a 98% accuracy rate, while often achieving 99% or better.
About Scripsys
Scripsys, Inc. is a business processing outsource company combining state-of-the-art technology with well-trained professionals to deliver fast and reliable service to organizations worldwide. For more information, visit Scripsys on the web at www.scripsys.com.
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