Why traditional outpatient technology could be detrimental to your healthcare organisation

The healthcare industry is facing ever-increasing demands for efficiency and cost control, and as a result, healthcare professionals today are under mounting pressure. They are expected to deliver high-quality care to each and every patient, more efficiently than ever before - and one way clinicians are responding to these demands is by using technology to help them to work smarter rather than harder.

Essentially, technology can help clinicians to free up their time so that they can focus on their patients. Let’s face it, the faster you can capture a more complete, accurate patient story, the faster they can get the treatment they need; that’s why, if you are still using traditional outpatient technology to capture patient consultations, it could be detrimental to your healthcare organisation.

From security risks to inefficiencies, read on to discover the problems with traditional outpatient technology and how medical transcription voice to text software and digital dictation solutions can help to improve efficiencies…

medical transcription voice to text software

The trouble with tape

Traditionally, clinicians have used paper-based and analogue tape systems to capture patient consultations. But the working day of a doctor is long - and the hours of data entry that come with traditional methods don’t help. The workload involved with traditional systems can lead to clinician and clerical workforce dissatisfaction, and it is also difficult to prioritise and share workloads between administrators using this out-of-date system.

As a result, it is impossible to accurately predict the timescales and status of your document production workflows, which can lead to significant delays in patient care as well as a loss of reputation for clinicians. What’s more, heavy workloads also mean that clinicians are unable to see as many patients as they need to, which can, in turn, lead to poor and/or delayed patient care and outcomes.

There’s also the issue of security risks as well as the very real possibility that tapes could be lost or misplaced, and in addition, paper-based systems can result in inaccuracies or incomplete clinical documentation, which is not only frustrating but could lead to litigation cases. Other problems with old-fashioned analogue tape recorders include the possibility of tape breakages, a lack of backup opportunities and diminishing tape quality due to increased wear and tear. 

So, what’s the solution? Well, one way to drive further efficiencies is by digitising this process in order to reduce reliance on paper-based workflows, increase the productivity of teams and help clinicians to effectively manage their time and workflows.

medical transcription voice to text software

The benefits of digital

The benefits of digitising the patient consultation process and using technology such as medical transcription voice to text software speak for themselves. For starters, you can boost operational efficiency and give doctors the gift of time by enabling them to reduce paper-intensive workflows and speeding up the processing of patient notes, and it also reduces the risk of errors when reading notes. 

By recording data quickly and accurately, without error, patients can receive a consistent and high-quality standard of care across the board. This not only helps to minimise patient risk, but it also enables staff to become more productive and efficient in their roles, resulting in more enhanced patient care.

How T-Pro can help

As the healthcare sector’s leading provider of medical dictation, transcription, speech recognition and clinical correspondence software, if you want to increase the efficiency of your healthcare organisation whilst enhancing the level of patient care, we have a number of specialist solutions that can help: 


T-Pro’s versatile digital dictation solution also comes with speech recognition and other clinical correspondence features so you can replace your tape and paper-based systems across your medical dictation, transmission, and transcription workflows. It allows patient information to be drawn together in the patient’s medical record, where every interaction is recorded so a complete clinical picture is available.  

Thanks to dictation, all the effort associated with formatting, editing and typing up notes is taken away from the clinician. Your clinicians and administrators can operate your workflow management solution from an easy-to-use interface, which allows them to record, transcribe, review and sign off these dictations. What’s more, because the solution has been developed by clinicians for clinicians, security, usability and organisational efficiency are the heart of the platform.


T-Pro’s medical transcription software and services can help you streamline your clinical correspondence and document production. We help healthcare organisations of all sizes with their medical transcription, allowing them to make significant cost savings whilst enabling staff to focus on what matters most – providing quality patient care.

Our outsourced teams can clear your existing transcription backlogs with guaranteed turnaround times, to meet your SLAs, and because this service is available around the clock, you can send in your dictations at the end of the day and they’ll be ready for review ASAP. When you get your transcription back, it will also be available on our data-driven reporting and analytics dashboards, allowing you to access all vital patient information in one place so you can increase efficiencies and spend more time with your patients.

Speech recognition

T-Pro’s speech recognition platform makes patient consultations even easier by allowing clinicians to document patient care in real-time, in their own words, increasing the overall quality and quantity of data being captured. It enables users to record dictations, access and report on patient appointments, and review and manage documents from any device, which means that correspondence workflows are completely transformed, optimising the patient’s medical journey and reducing the turnaround times of patient notes

What’s more, due to more reliable and accurate information, it can also help to achieve a greater level of standardisation, contributing to a reduction in clinical risk. In addition, captured data can also be recorded in a structured way and analysed in order to provide deeper insights and to forecast future healthcare requirements.

Virtual clinics

T-Pro’s eClinic Manager gives healthcare organisations the ability to turn normal appointments into virtual consultations so clinicians can connect to patients remotely. Not only does this mean that sessions are recorded in real-time, but clinicians will also have access to other T-Pro solutions, such as digital dictation, speech recognition capabilities and medical transcriptions software, freeing up their time to focus on patient care. 

As a result, the eClinic Manager can help to increase operational efficiency, boost capacity and increase patient satisfaction. What’s more, it’s also easy to manage thanks to a user friendly interface, and is fully compliant with data protection and Protected Health Information restrictions.

medical transcription voice to text software Want to find out more?

In conclusion, there are a number of limitations to traditional tape-based appointment recording and paper-based workflows. From security risks and time constraints, not to mention inefficiencies, this can lead to significant delays in patient care as well as a loss of reputation for clinicians - but digitising the process using technology such as medical transcription voice to text software can transform your healthcare organisation. 

If you want to find out more about how T-Pro’s software can help you to improve efficiencies, get in touch with our team today to find out more.

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