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Copyright © 2009, Sylvan Software

STRICTLY FOR NEWBIES
by Cynthia Ann Lewis

You've finished your classes, you're eager to get started-but you're stumped: How do you really make the transition from "wannabe" to successful home-based transcriptionist? Without question, the best way to start your career is in an environment where you will have on-site transcriptionists to guide you. But-if you are committed (as I was) to begin your career at home without this interim step-I'm here to tell you it can be done as long as you have the necessary transcription skills and determination.

I landed my first client the week I finished my home-study course. Four months and four additional clients later, I met the financial goals I had set for myself the previous year (when the whole venture seemed an unattainable dream). I don't pretend to have all the answers about this profession, but I can share my successful methods with you.

BE PREPARED. Don't kid yourself about this most important step. You must be able to transcribe, with confidence and speed, the most difficult work your class offers. Researching new terms must be one of your top skills, and typing 75+ words per minute will only help your productivity-and income. Don't expect to know every medical term ever coined but be honest in assessing your readiness. Accurate transcription is the foundation of your success.

PURCHASE a medical spell checker, online dictionary, word-expansion utility, and as many reference books as you can afford. Home-based medical transcription is one of the leaner businesses in startup costs, but you must expect to spend a few hundred dollars in this area. You won't have Helpful Henrietta sitting by your side at home coaching you on those obscure terms; you need as many resources as possible. You already have your computer, ink jet or laser printer, transcriber, and fax machine. Don't skimp on the tools that will make you accurate and efficient.

PERUSE online services such as CompuServe, America Online, Prodigy, and the Internet for lively groups of medical transcriptionists who can be an incredible support system. You're reading one of the best newsletters available, and there are others through associations dedicated to your growth and success. Local contacts are invaluable (even if they are hard to find).

Choose the VALUE PROPOSITION you will offer your potential clients. What makes YOUR transcription service unique? Why should the doctor or office manager choose YOU? What are you offering that is exactly what your clients need and want, and better than your competition? Don't guess-take a lesson from marketing experts and research. Do you really know what the going rates are for your area, or are you guessing? Do you know what is important to your clients, or have you decided what they should want? Whether it is 24-hour turnaround, call-in dictation service, free page reprints, free archival and retrieval service, free pickup and delivery, full-time, vacation or emergency coverage, something must set you apart from other transcriptionists. And that "something" must be valuable to your clients. Be creative. There are imaginative ways to find out exactly what your clients need-and for which they will pay.

A PROFESSIONAL PRESENTATION is a necessity, once you know what you will offer your medical community. Your material does not have to be expensive, but it should be the best you can afford. Business cards, flyers, brochures, cover letters and rolodex cards should all be 100% accurate and as attractive and attention-getting as you can make them. This is another "startup cost" that you must plan for but one that will bring your reward of..... clients!

BE PERSNICKETY as you market your new service through direct mail. If you are skilled with one, use a database to build a file of physicians and medical offices and clinics for your area. This will allow you to eliminate duplicate mailings by cross-referencing by phone number, to mail by specialty or by zip code, track follow-up contacts, etc. Verify and re-verify the spelling of names. Get a list of physicians from your local medical society or hospital. If office managers are your target, call each office and get their names. A personalized letter is much more effective, and you will also have a name for your follow-up calls.

FOLLOW UP each mailing with phone call. This was, by far, the hardest step for me, but well worth the trouble. Medical office personnel are almost always friendly and courteous-they will be considerate and sincerely interested in your service. You will at least establish personal contact and attach a voice to your anonymous letter, plus you may get other leads from your conversations. If you get nervous about making these phone calls, prepare a script with all pertinent information about yourself and your service. Practice the calls with a friend or by yourself until you are calm and confident.

PRACTICE, PRACTICE, PRACTICE. While you wait for that first magical call, practice your terminology, transcription, research and word processing skills. Learn how to use the add-on tools you have installed. The more familiar you are with your word processor's features, the more efficient and versatile your work will be. Experiment with macros, tables, horizontal and vertical lines, formatting documents, and printing envelopes. Plan how you will store your clients' data, how you will backup for security, how you will bill your clients, and how you will manage the "business" part of your business. Experiment with your office area until it is efficient and pleasing to you. If you have children, be sure you have arranged for their care while you are working. You will never have this amount of free time after you start transcribing-make good use of it now.

PROMOTE YOURSELF AND YOUR SKILLS when you get that first terrifying call from a potential client. Don't fib about your lack of transcription experience, but don't be afraid to point out your other excellent qualities and work experience, either. Provide a course description of your training and a few sample reports, along with your resume and references. Offer to transcribe a test tape for free to prove you have the ability to do their work. If a client "wonders" if you could reproduce a particular format or transcribe a technical report, offer to try, based on an example. You might spend some development time that you are not getting paid for -- but you be will gaining experience and perhaps a client!

Above all, BE PERSISTENT. You've already invested money, time, and a great deal of effort in the successful completion of your transcription class. Put that same effort into marketing yourself and your services and keep trying. The medical community needs your skills, and you will be working soon.

When that miracle happens and you have your first client, PRIDE YOURSELF on doing the absolute best job you can-every time, every tape, every report. For my first four months, I proofed my work by re-listening to each tape. It was definitely time-consuming, but I built a reputation for good work very quickly and boosted my own confidence. Be meticulous about the quality and appearance of each day's work, and meet every deadline. Do all that you have promised your client and more. In a business that thrives on referrals, you will want to be friendly with the office staff-including a mug of flowers from your garden, home-baked cookies, a note to acknowledge special help-anything to say, "Thanks for the work. I appreciate it!"
You will find that the rewards of working at home in your own business are greater than you ever imagined. With determination, persistence and professionalism, success can be yours. Good luck!

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