Q:  What is your turnaround time?
A:  When do you need it? Sarasota Transcriptions is committed to delivering your project in the time frame you request. We will work diligently to meet your needs. Preferred retainer accounts can arrange for a portion of their retainer time as daily priority turnaround.

 

We provide the following turnaround times:

 

24-Hour Turnaround - You will receive your finished transcript in your inbox within 24 hours of your order confirmation.

48-Hour Turnaround - You will receive your finished transcript in your inbox within 48 hours of your order confirmation.

1 Week Turnaround - You will receive your finished transcript in your inbox within 1 week of your order confirmation.  This is the most economical choice.

 

We have the ability to provide less than 24-hour turnaround time, for an additional charge, and if time permits.  Please see our Services page for details.  These arrangements, as well as Rush services, will be closely monitored by Sarasota Transcriptions and must be arranged in person or by telephone and cannot, for obvious reasons, be handled through the website alone. 

Q:  What are your rates?
A:  We have set our prices at a per minute of audio rate. The transcript cost varies based on turnaround time and difficulty. Please see our Services page for a full explanation of our rates. Below is our pricing structure: 

                                                1 Week                      Standard                   Rush
                                              (7 day TAT*)           (48 hour TAT*)        (24 hour TAT*)
          Type 1 Audio           $1.50/minute           $1.75/minute           $2.50/minute
          Type 2 Audio           $2.00/minute           $2.25/minute           $3.00/minute
          Type 3 Audio           $3.00/minute           $3.25/minute           $4.00/minute
          Type 4 Audio           $3.50/minute           $3.75/minute           $4.50/minute

*Turn Around Time

Q:  What is the difference between a verbatim and non-verbatim transcript?
A:  A verbatim transcript is a word-for-word conversion of audio to text. This format includes all sentence fillers and false starts (uhs, ums, and stutters). A verbatim transcript is usually considered when there is an analysis of communication (e.g., depositions, suspect statements).

A non-verbatim transcript is a word-for-word conversion that eliminates the sentence fillers and false starts (uhs, ums, and stutters) it is edited to present a grammatically correct document. This type of transcript is usually considered when the bottom line of the sentence is required (e.g., Interviews, Focus Groups, etc.) We transcribe all of our files in the non-verbatim style unless specifically requested otherwise such as with depositions and suspect statements.

Verbatim:  Um, do—do—can you tell us if, um, um, uh, or wh—what policies—hospital-level policies were, uh,  included in—in your orientation?

Non-verbatim:  Can you tell us what hospital-level policies were included in your orientation?

Q:  How will I get my transcripts back?
A:  There are different ways to get your transcripts back. Our most popular way is through email or ftp in MS Word format and our turnaround times are based on using email or ftp for transcript transmission. This way you can have instant access to your documents. You may also want a printed copy of your transcripts and/or a disk sent to you. These are other options of receiving transcripts and can be arranged for a nominal charge.

Q:  Can you produce documents in my company style/formatting?
A:  If the format is not very complicated and the business is regular we can format it to your requirements.  If you are unsure of your formatting requirements, we have standard formatting procedures in place and will consult with you on formatting matters and offer samples before your order confirmation. 

Q:  Can you add time codes to  my transcript?
A:  Time codes can be added to transcripts for an extra charge; time stamping and time coding fall under our

Type 3 Audio Transcription Rates.

 

 

Service

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Q:  Will my files be kept secure?
A:  Sarasota Transcriptions maintains strict client confidentiality and we have several safeguards in place to ensure confidentiality. By using our secure 128-bit SSL HIPAA-compliant File Transfer Protocol site (FTP) supplied by Send This File, it is virtually impossible for files to go astray. We also ensure that the transcript created for you is solely for your purpose and not reused for any other purpose without your written consent.

Q:  What types of file formats do you accept?
A:  We prefer audio and video files in .mp3,  .WAV, .dss, .ra,  and .wma file formats, but we are able to accept many digital audio and video file formats, please see our Services page for more details.

Q:  How are errors and omissions handled?
A:  All transcriptions are proofread before they are delivered. However, in case of any errors or omissions we will correct it free of charge upon notification.

 
Q:  What measures are taken in the event the audio file lengths do not match after upload?
A:  Once the order is placed by the client, we verify the order details with regards to length of audio file, payment terms, formatting, et cetera.  In the event of any difference of file size or default, the customer is contacted and appropriate action is taken.

Q:  What is the guarantee of my transcript's confidentiality?
A:  We have several safeguards in place to ensure confidentiality.  By using our secure 128-bit SSL HIPAA-compliant File Transfer Protocol (FTP) service supplied by Send This File, it is virtually impossible for files to go astray. We also ensure that the transcript created for you is solely for your purpose and not reused for any other purpose without your written consent.

 

Q:  Will you sign a confidentiality agreement?
A:  The services we provide at Sarasota Transcriptions are highly confidential and we treat them as such. We will be pleased to provide you with a statement of confidentiality that will be signed and dated, at your request, or we will be pleased to sign your prepared confidentiality agreement.

Q:  How do I open a retainer account?
A:  Retainer accounts are established for ongoing users of transcription services. We will be pleased to open a retainer account by phone (1-941-387-5223), or you may contact us through email to arrange a personal or telephone meeting, or all contact can be handled through email if you prefer. You can start by uploading your file here right now!

Q:  Do I have to open a retainer account to use your services?
A:  No you do not!  Retainer accounts are established for clients who will be using our services on an ongoing, regular basis.  If you choose, you can use our services on an as-needed basis, perhaps to catch overflow of your own staff, or to cover for vacations. You use our services when you need them and when you do, you are under no obligation to make arrangements for regular transcription services. You can start right now; just upload your file here!

Q:  What are your payment requirements?
A:  Payment is due upon receipt of completed work.  (Sorry, no exceptions.)  Some projects and larger jobs may require a deposit before work begins.  Some very large projects may require an agreement to be signed between client and Sarasota Transcriptions before work begins. We have several payment options to suit the needs of our clients. These options include payment by cash, check, cashier's check, Visa, MasterCard, American Express, and Discover. We also offer the option of a retainer account where payment arrangements are made in advance.

 

Q:  What is the advantage of setting up a retainer account?

A:  Clients holding a retainer account pay a preestablished amount each month, in advance, for an agreed-upon amount of transcription time.  A portion of their transcription time can be arranged as dedicated 24-hour turnaround.  If a client does not use their full amount of time, they will not receive a refund.  But if the client is sure they will have a steady stream of transcription to be done, they can save because as a client holding a retainer account, they will receive a flat ten percent (10%) discount off their services at the time of payment.  Any transcription times that reach beyond the agreed-upon retainer will be billed at our regular rates.  For your records, retainer account holders will receive a detailed invoice by mail or email each month reflecting client time usage.  Receiving a detailed invoice will help the client decide if a retainer account has proved to be cost-effective for them and if any adjustments need to be made with regard to their retainer.  Ask for details!

 

Q:  Do you offer any other discounts?
A:  We also offer Referral Discounts, Senior Discounts* and Student Discounts.  Send business our way and be rewarded with a 10% discount off your next invoice!  Discounts will be applied to your next invoice after your referral has paid his/her first invoice.  Be sure to tell your colleague to mention your name so you don't miss out on your discount.  We offer a Senior Discount of 15% to seniors over 65 who have personal business requirements.  We also offer a 15% student discount, ask for details!

  * Restrictions apply.    

Q:  What is the procedure of handling refunds that need to be made to customers?
A:  In the event a refund is due the client, details of the discrepancy will be sent by email and a refund will be issued back to your credit card, if you paid by credit card.  If your payment was made by any other method, a payment by business check will be mailed along with an explanation of the discrepancy.

Q:  I think I lost a transcript you did for me, is there any way I can get a copy?
A:  We keep all files for 90 days.  If your request is received within this time frame, we will honor your request by sending your transcript through email or ftp at no additional charge.