In this chapter I will explain how the daily process actually works in my business. Given the choices you make in how you operate your business your daily tasks will vary somewhat, and I’ll explain what those might be as well.
Since my business is handled entirely over the Internet the actual process is relatively simple.
Remote Business via Internet and Email:
Step 1: Client dictates his/her information into a digital Dictaphone recorder and uploads it to his/her computer using a base that comes with the recorder. They
send me the voice files as an attachment to an email.
Step 2: Check email and save any dictation files to my desktop.
Step 3: Retrieve that particular client’s paper file folder where I keep a listing of their clients’ names and addresses for reference (the client provides me with this). In this folder I also have a log sheet that I note the time I begin their transcription (since I charge an hourly rate), the file names of what I’ve transcribed in this session, and the time I end. I also figure the total dollar amount they owe me for that session.
Step 4: Open the voice file using my Start/Stop Universal software, open Microsoft Word (or whatever program is needed for the documents I’m transcribing, such as Excel or Access), and type up all of their work that has been sent.
Step 5: Each of my clients have their own file folder in My Documents on my computer, and I save all of their work in their own folder. (Each year I save all the documents into a labeled CD as backup and to save space on my hard drive.)
Step 6: I reopen my email and return the original email that my client sent me. Rather than send back their original attachments I attach the transcribed documents to them with a notation of the time and dollar amount spent. (Since I charge by the hour, I round the time off into 10 minute increments.)
Step 7: Once a month I send my clients an Invoice listing each day’s documents typed, the total minutes, and the dollar amount due. I total this at the bottom. My invoices are ‘Due Upon Receipt,” and my client sends me a monthly check.
Now, as I said earlier, the above is how I run my business based on the fact that I want to keep it as remote a process as possible and based on the fact that my clients have a printer and prefer to print out their final documents themselves after reviewing them and making final changes. If you are opting to pick-up cassettes and deliver final printed documents to your clients, the only differences would be in inserting the cassette and transcribing from the cassette rather than a voice file on your computer, printing the final documents after receiving approval of the draft from the client, and delivering the documents for an additional fee. At that time you could also pick up any new cassettes they have for you. (I have included a Rate Sheet in Chapter 3 that I set up when I was considering offering pick-up and delivery. It is competitive with industry standards.)