How We Handle Your Dictation

Transfer

Files sent through the upload on this site travel over an encrypted HTTPS connection. Large dictations are sent in pieces and reassembled on arrival, so an interrupted upload can resume rather than being re-sent in the clear. If your office already uses its own secure portal or SFTP channel, we work inside that instead — we do not require you to change how you send audio.

Storage and access

Audio and finished reports are stored encrypted. Access is limited to the transcriptionist assigned to the file and the reviewer who performs the QA pass, and each file carries a record of who opened it and when. Files are not shared with anyone outside the assigned team, and they are not used to train any speech model.

• Encrypted storage for audio and delivered reports
• Access limited to the assigned transcriptionist and reviewer
• Per-file access record
• Deletion on your schedule — tell us the retention window you need

Agreements we will sign

We sign NDAs before receiving work, including a sample file, and a Business Associate Agreement is available on request for practices that need one in place. If your organization has its own confidentiality or vendor agreement, send it with your first enquiry and we will review it rather than insisting on ours.

• Signed NDA before the first file
• BAA available on request
• Your own vendor or confidentiality agreement reviewed on request

Protected health information in forms

The quote and contact forms on this site are for scheduling and pricing questions only. Please do not paste patient identifiers, claim details or clinical content into them — send dictation and documents through the encrypted upload or your own secure channel instead. If a form submission contains clinical detail, we handle it under the same confidentiality terms as a file, but the upload path is the one built for it.

Accuracy safeguards that protect the record

Confidentiality is one half of trust in a medical-legal file; the other half is not inventing content. Where audio is unclear in causation, apportionment, impairment or validity language, the passage is flagged for the evaluator to review rather than filled with a best guess. Numbers — percentages, measurements, dates, dosages — are re-checked in QA, and internally inconsistent figures inside the same dictation are raised with you rather than reconciled by us.

See the full workflow for where each of those checks sits.

What we do not claim

We describe our own practices only. We do not hold ourselves out as certified or accredited by any standards body, and we do not publish third-party audit results. "HIPAA compliant" on this site means the handling described above, plus a BAA where one is in place — not a certification, which HIPAA does not issue. If your compliance team needs specific written answers before onboarding a vendor, send the questionnaire and we will answer it directly.