CCRST operates a secure facility that utilizes multiple layers of protection including physical security, biometric security, written information security policies, Confidentiality and Non-Disclosure Agreements, employee training, security audits, audit trails, access controls, firewalls, strong encryption, criminal history screening and several additional measures.
Our operations are carried out on one floor (approximately 17,000 sq. ft.) and there are no other businesses on the floor. Public access to and from the floor by elevator is monitored by a full-time receptionist and entrance from the stairs is physically secured (a company key card is required). Our building provides 24 hour surveillance and on-site security guards. Our transcription operations are physically secured from public areas of the floor, and all visitors must be escorted when in non-public areas.
All electronic data is encrypted at rest and in transit to and from our secure location. Multiple layers of technical security protect the corporate network and access to and from the network and systems. All email is encrypted automatically as it is sent from our network, and access to all web email, file sharing and social networking sites (along with a host of others) is denied to employees by firewall policy. We would be happy to provide any additional detail required, including copies or our WISP , Company Handbook, Appropriate Systems Use policies and other supporting policy documents.
CCRST maintains a secure, proprietary platform for transcription that is entirely self-contained. This technology has been in service since 1992, and a U.S. patent for the design was issued to the company in October, 1998. All data transmitted to the platform through the web portal is automatically encrypted over https by an RSA 2048 bit High Assurance digital certificate issued by DigiCert.
There are several ways to deliver dictated reports to our transcription platform:
1) Using our toll free lines using any telephone (landline or cell)
2) Using our free iPhone app (seamlessly and securely uploads audio from the user’s phone)
3) Manually uploading recorded audio files from a any device through an internet connection
At the perimeter of the platform there are measures in place to prevent brute force (automated) login attacks. Specific information is available to potential clients upon request.
Password policies, including renewal frequency, complexity requirements etc. can be established as desired by each organization. Each user of the system is provided a private account with access to their files and completed transcripts which only they can see or access. Uploading files to the portal is relatively fast and simple and uses a web browser as an interface. There is no additional software required to use the system.
The customer may specify the priority of the job (Normal, Higher, and Highest) and will assign an appropriate, mutually agreed demographic (naming protocol) to the file so it can be identified readily by our team, and when the transcript or report is completed and returned to the user.
Once a file is uploaded to the platform, it enters a queue for assignment by a CCRST account administrator. Files are assigned to transcriptionists based on the Service Level Agreement in place with the customer and the estimated length of the transcription in order to meet each respective SLA.
All audio files are stored on the platform during processing. The platform is comprised of fully redundant clusters of servers residing in our on-premise corporate datacenter. The datacenter is a professionally designed facility, and access by employees and customers is restricted (physically partitioned and locked at all times with 24 hour surveillance). All data on the platform is secured at rest using strong encryption.
Once assigned, jobs appear in the transcriptionist’s’ job queue, and that job will be started according to its priority/status. Depending on the file demographics, it will be identified as a specific job type (report, letter, interview, etc.) and a specific template will be used to create a properly formatted document. As the audio is transcribed, each line typed is automatically counted by the system. Once completed, the final job data is recorded on the platform, including the number of characters, words, lines, pages and the length of the audio, file demographic data, who typed it, status and other essential information. The number of lines typed determines the charges for the job (m lines times n cents) and that amount is automatically added to the customer’s monthly billing, also generated by the system.
Upon completion, the transcription will be delivered in one of three ways, depending on the policy established by the client:
1) As a Word or PDF document via ZIX© encrypted email, sent directly to the email inbox of the user who submitted the file or;
2) As a Word of PDF document directly to their Stentel System Account or:
3) Either format can be transferred to an SFTP server (if this type of delivery has been configured)
Once the job has been completed, both the audio and transcription files will be available on the portal for review and download for a period of time. At some point, (default is 90 days) the audio will be archived or purged, depending on the wishes of the customer. These variables are entirely based on the customer’s policy preferences. Archival storage is provided on-site in our secure datacenter on the encrypted SAN.