Frequently Asked Questions

Get answers to your questions about SpeakWrite.

Try our transcription services today!

Have questions about our typists / transcriptionists?

What is your workload capacity?

Whether you are a large organization with multiple employees in different geographic regions or a single user in one location, we can accommodate any volume of work without any prior notification.

Our network of typists work around the clock to ensure you will always have a quick and easy completion of your transcription needs.

How soon after my file is submitted will my transcription be returned?

Typically, transcription documents are returned in about 3 hours! Explore the process.

What is your pricing?

We charge per word for English-speaking transcription. For Spanish translation and transcription, we charge per minute.

Single Speaker Transcription

We charge 1½ cents per word on submissions with only 1 speaker.

Multi-Speaker Transcription

We charge 2¼ cents per word on submissions with 2 or more speakers.

Spanish Translation & Transcription

We charge $9 per minute on submissions that require translation, with any number of speakers.

For detailed pricing information, check out our Pay-As-You-Go Pricing or calculate your Time & Cost Savings!

Other than the cost per word/minute, are there any other fees or charges?

No! You only pay for the work produced at the per word/minute cost. English-speaking transcription is charged per word. Spanish-speaking transcription is charged per minute.

There are no contracts, no fixed costs, no hidden fees, and no monthly charges.

For more pricing information, check out our No-Contract Pricing or calculate your Time & Cost Savings!

If I sign up right now, when will I be able to use the service?

New accounts are typically ready to use within a few minutes after you sign up. If you have any questions, please contact Customer Support at (800) 828-3889.

Do I need special equipment to use SpeakWrite?

No, you do nt need special equipment to use our service.

If you have a smart device, you can use our app to submit your file.

If you don’t have a smart device, you can use a regular telephone to dictate and an email account to receive your completed documents. You can call the toll-free dictation line at (800) YOU-DICTATE or (800) 968-3428.

You can also submit files that you have recorded on other devices, using our web portal.

Where can I get instructions on how to use the system?

Complete instructions on how to use our system to dictate are available on our Support page, on our automated system number (800) 968-3428 or you can call our toll-free Customer Support number (800) 828-3889.

Do I have to call from the same phone each time?

No, you can use any phone from any location to call SpeakWrite!

How difficult is it to use the system?

The system is actually quite easy to use! Once you set up your account, simply call the toll-free dictation number (800) 968-3428 and follow the automated instructions.

If you should encounter any problems, call Customer Support at (800) 828-3889.

What if I sign up and then don’t use the service very often?

No problem. It costs you absolutely nothing to have an account. You only pay for the work that our typists produce. You can use the system once a year or three times a day, whatever fits your pace and your needs.

Which file types do you accept?

.wma, .mp3, .mp4, .m4v
.wav (must be PCM or Microsoft ADPCM format)
.wmv, .avi, .mov, mpeg
.dss, .dss2
.vob
.ts
.asf, .aif, .aiff
.vox
Adobe Acrobat (PDF) files
RealAudio (RA or RM) files
Sony (DVF or MSV) files
AMR files
Apple (CAF or M4A) files
3GP Files
Express Scribe (DCT)

Is there a fee for submitting my work after business hours or on holidays / weekends?

No! You can submit your work any time, any day of the year, and expect to receive it in about 3 hours. Pricing remains the same!

For detailed pricing information, check out our Pay-As-You-Go Pricing or calculate your Time & Cost Savings!

How can you return work so quickly, yet maintain affordable pricing?

SpeakWrite utilizes a unique pool of US-based typists who create work schedules that allow for around-the-clock coverage.

How secure and confidential is my work?

Your dictation is transmitted over secure lines to a randomly chosen typist to be transcribed, and your completed draft is emailed back to you. Learn how it works.

As an added feature, you can indicate that you want your work to be accessible only by your password once it is completed and returned to your email address.

Explore SpeakWrite’s Document Policy, Privacy Policy, and Security Policy.

Is SpeakWrite HIPAA compliant?

Yes! SpeakWrite HIPAA Compliant Transcription

Safeguarding client data, including Protected Health Information (PHI), is a top priority at SpeakWrite. Our privacy & security policies and procedures adhere to the Health Insurance Portability and Accountability Act (HIPAA) of 1996 as outlined below.

The HIPAA Privacy Rule

SpeakWrite does not facilitate health care treatment, payment or operations for our clients but does process client dictations and documents that contain Protected Health Information (PHI). Therefore, we approach HIPAA’s Privacy Rule with the level of emphasis that is expected from all business associates of covered entities. Specifically, we use appropriate safeguards to prevent unauthorized use or disclosure of PHI.

In addition to maintaining strict technical standards under the HIPAA Security Rule, SpeakWrite employees and typists must master an extensive set of procedures which includes information pertaining to security, privacy and confidentiality. Examples of activities that are specifically prohibited include:

Disclosing any client information, including PHI, for any purpose
Discussing client information in public or private with any person for any reason
Attempting to contact or contacting clients or anyone connected to them for any reason
Generating written or printed copies of any client work
Maintaining any computer file or other record of client materials
Leaving client information open to view by unauthorized persons
Document the permitted and required uses of PHI, as required by the Privacy Rule
Contractually agree that SpeakWrite will not use or further disclose the PHI other than as permitted or required by the contract or as required by law

SpeakWrite educates all employees and typists on the importance of protecting client information. All SpeakWrite employees and typists take HIPAA training, and sign confidentiality agreements that reinforce our privacy policies and procedures.

The HIPAA Security Rule

This rule concerns security of Electronic Protected Health Information. There are three types of security safeguards outlined in HIPAA: Administrative, Physical and Technical.

Administrative Safeguards

SpeakWrite adheres to the following Administrative Safeguards:

SpeakWrite has a Privacy Officer to develop HIPAA-related policies and monitor and enforce compliance of those policies by SpeakWrite employees and typists. The Privacy Officer oversees the implementation of HIPAA and security awareness training for employees and typists, as well as prevention, detection, containment and correction of security violations. The Privacy Officer, in conjunction with the VP of Technology, continually assess and manage security risks in accordance with SpeakWrite’s risk management procedures.
The SpeakWrite system restricts access to PHI to individuals who have the required access authority and appropriate clearances.
SpeakWrite encrypts all data during transmission and at rest using industry best practices.
SpeakWrite deploys our systems through Microsoft Azure’s Government Cloud and utilizes their best practices for data center operation.
SpeakWrite maintains and regularly reviews security policies and procedures and updates our systems to follow the current industry best practices and applicable laws.