Help Centre
Frequently Asked Questions
Everything you need to know about our medical transcription, bookkeeping, and data management services.
Medical Transcription
It’s a simple four-step process: 1) You dictate your patient notes using any recording device. 2) You upload the audio file to our secure HIPAA-compliant portal. 3) A specialist human transcriptionist transcribes and reviews the document. 4) Your completed transcript is delivered to your inbox within 24 hours as a Word document or plain text file. No EHR integration, no software to install, no technical setup required.
We accept all common audio formats including MP3, WAV, M4A, WMA, AAC, OGG, FLAC, and most others. You can record on a smartphone, digital handheld recorder, or dictation app — whatever you already use. No special equipment is required.
AI transcription tools are built for general speech and consistently mishandle complex medical terminology — particularly in high-stakes specialties like cardiology, radiology, neurology, and orthopaedics. A mis-transcribed drug name, dosage, or diagnosis in a patient record is not a minor error. Our human transcriptionists are trained in specialist medical terminology and review every document before delivery, giving you 99% accuracy that AI simply cannot match for complex clinical dictations.
Our standard turnaround is 24 hours from the time your audio is received. STAT (urgent) turnaround is available for time-sensitive documents — please mention this when submitting your files or contact us to discuss your needs.
We have 20+ years of experience across a wide range of medical specialties, including:
- Cardiology & Interventional Cardiology
- Radiology
- Orthopaedic Surgery
- Internal Medicine & Family Medicine
- Neurology & Physiatry
- Psychiatry
- Allergy & Immunology
- Nephrology
- General Surgery, Pulmonology, Gastroenterology
Completed transcripts are delivered to your preferred email address as Microsoft Word (.docx) or plain text (.txt) files. We can also deliver via fax if required. No EHR integration is needed — the files are ready to print, upload manually, or file however you prefer.
We guarantee 99% accuracy on all transcriptions. Every document is reviewed by a human transcriptionist before delivery. If you find an error in a delivered document, we will correct it promptly at no additional charge.
Medical Bookkeeping
General bookkeeping services don’t understand how private medical practices generate and track revenue. We are familiar with medical revenue cycles, insurance payer structures, CPT code billing patterns, provider fee schedules, and the specific expense categories common in clinical practices. This means your financial records are categorised correctly from the start, making reporting and tax preparation far more accurate and useful.
Our monthly bookkeeping service includes:
- Full monthly bookkeeping and transaction categorisation
- Bank and credit card reconciliations
- Profit & Loss (P&L) statement
- Accounts payable and receivable tracking
- Monthly financial summary report
- Year-end financials prepared and tax-ready
We work primarily in QuickBooks (Online and Desktop), which is the most widely used accounting platform for small medical practices. If you already use QuickBooks, we can work directly in your existing account. If you don’t have it set up yet, we can assist with initial setup as part of onboarding.
No — we complement your accountant or CPA, we don’t replace them. Bookkeeping and accounting are different functions. We handle the day-to-day financial record-keeping and reconciliation. Your CPA uses those clean, organised records at tax time to file returns and provide tax strategy. Many physicians find that clean bookkeeping significantly reduces their CPA bill since the records are already organised.
Our bookkeeping service is currently focused on US-based private medical practices. We are exploring expansion into the UK private clinic market. If you are based in Canada or the UK, please contact us to discuss your specific needs — we may still be able to help.
Data Management
Our data management service covers three core areas:
- Patient records organisation — structuring, archiving, and managing patient documentation so it’s clean, consistent, and retrievable
- Medical billing data management — organising billing records, tracking outstanding claims, and ensuring billing data is accurately maintained
- Insurance claims tracking — monitoring claim statuses, flagging denials or delays, and maintaining a reconciliation trail
No. We work around your existing setup. Whether your records are in a practice management system, spreadsheets, or stored as documents, we adapt to what you already have and help you bring order to it — without requiring you to migrate to new software or disrupt your current workflow.
Yes. We offer retrospective data cleanup as part of onboarding for practices with a backlog of disorganised records. This is scoped and priced based on the volume of work involved. Contact us with details about what you have and we’ll provide a clear plan and timeline.
HIPAA & Security
Yes — fully. All of our workflows, file transfer systems, storage, and team procedures are designed around HIPAA compliance. We handle Protected Health Information (PHI) with strict protocols at every step, including encrypted file transfer, secure storage, and access controls. We sign a Business Associate Agreement (BAA) with every client before work begins.
Yes. A signed BAA is a standard part of our onboarding for every client. Under HIPAA, any vendor that handles PHI on behalf of a covered entity must have a BAA in place. We provide this documentation as part of getting started — you don’t need to request it separately.
All files are transferred via our encrypted, HIPAA-compliant secure portal. Files are encrypted both in transit (TLS) and at rest. We do not accept patient files via standard unencrypted email. Our team members access files only as needed to complete their assigned work, under strict access controls.
Only the specific team member assigned to your account has access to your files. All team members are trained on HIPAA requirements and have signed confidentiality agreements. Patient data is never shared with third parties and is not used for any purpose beyond completing your requested service.
File retention policies are agreed upon during onboarding based on your preference. By default, audio files are securely deleted after the completed transcript is delivered and confirmed. Completed transcripts can be retained for a specified period or deleted immediately — your choice. We document and adhere strictly to whatever retention schedule you specify.
Free Trial & Pricing
The free trial gives you full access to our transcription service for 7 days at no cost. You submit your dictations as you normally would, and we deliver completed transcripts to your inbox — the exact same service our paying clients receive. There is no credit card required, no setup fee, and no commitment. At the end of the trial, if you’d like to continue, we’ll discuss a package tailored to your volume and needs.
Our pricing is customised to your practice’s volume and specific requirements. We don’t believe in one-size-fits-all pricing — a solo physician dictating 30 notes a month has very different needs from a multi-provider clinic. After your free trial, we’ll discuss your typical volume, turnaround requirements, and which services you need, then provide a tailored monthly quote. Fill in the trial form to get the conversation started.
No long-term contracts are required to get started. We work on a monthly basis and believe the quality of our service should be the reason you stay, not a contractual obligation. If your needs change, you can adjust or discontinue at any time with reasonable notice.
Yes. While the free trial is primarily set up around transcription (since it’s easy to evaluate quickly), we’re happy to discuss a trial or pilot arrangement for bookkeeping and data management. Contact us directly and we’ll put together something that works for both parties.
General
ParaDocs International has been providing medical transcription services since 2005 — over 20 years. We have deep experience serving solo physicians and small independent practices across the United States, with clients in Florida, California, Texas, Illinois, New York, Connecticut, and beyond.
We serve private practices across the United States. Our primary focus states are Florida, California, Texas, Illinois, and New York, though we work with clients in all US states. As a remote service, location is no barrier — if you’re a US-based private practice, we can work with you.
The fastest way is to fill in the free trial form on our homepage. It takes about 2 minutes. Tell us your specialty, location, the services you’re interested in, and your approximate volume. We’ll be in touch within one business day to get your account set up and walk you through the process.
We work with whoever manages the back-office for your practice. Many of our clients are practice managers, office managers, or billing managers who coordinate on behalf of the physician. We’re flexible — the important thing is that the right person has access to submit files and receive completed documents.
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