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Frequently Asked Questions

Transcription FAQ

Are my transcription files safe on web?

We take HIPAA and security very seriously.

Our system is a complex combination of software and hardware. There is a web server in the center; it has virtually no limits when it comes to the amount of traffic, space and users it can handle. We have email, database, FTP and storage servers linked to our web server 24/7; and there are multiple dial-in servers for phone-in dictations. In addition, we have a backup location where all of the information is transmitted each night. All of our servers are located in the nationally recognized data centers. When old data is purged out of system, it is first backed up on external hard drives and then put into a safe deposit box in the bank.

Security Measures. Most our servers are Linux based. In addition to having standard protection features such as firewalls, anti-virus and scheduled system upgrades, we enforce several other security measures. For example, our Apache and PHP are always running in the safe mode. In addition to firewalls, our code can also distinguish different types of hacker attacks and defend our systems against them. Our email servers have the same password rules and regulations as web servers.

Logging Functionality. We use logging very extensively. We track and keep logs of user actions, document downloads, faxing, emailing, electronic signature, etc. Most of these logs are stored in the main database, while records of the table holding the log cannot be purged out, altered, deleted or archived. Only registered users can use our solution. Every screen which asks a user to enter a user ID or password is protected by security certificate.

Password Guidelines. We have password guidelines which we recommend to our users. Our system enforces password protection as well; such as making sure that there are no duplications of user IDs and passwords, and making sure that the password does not contain repetitive characters, while limiting the number of characters in length. Our system does not record passwords into the database. Instead, it records a hash value of the password. It means that when you enter a password, our system can verify that the password is correct without knowing the real password. That is made with the purpose of protecting your password - even our employees with the database access will not be able to obtain your password and falsify your signature.

We will maintain a permanent backup for all your transcription work as long as you are our customer at no charge.

How can I get started with your transcription service?

Just fill this form to get our transcription service. Portiva is an established transcription brand for clinical notes, patient charts, progress notes and court proceedings transcription. In case you have any other queries that we were unable to answer in this page, just shoot us a mail at You can also call us at 800 - 977 - 3534 for police interrogations & paralegal services.

How does Portiva transcription services promise quality?

Our promise is to provide you with a state of the art transcription system which is very user friendly, to provide transcripts that are 99% accurate and ease the burden of clinical documentation from physicians and office staff.

What type of file formats do you accept in audio files?

Portiva transcription services support various file formats. Find all the supported file types on this page.

How trained is your team for transcription work?

We only hire certified transcriptionists that go through a rigorous interview process to perform transcription work. We have transcribers well versed in legal, business, medical, and media terminologies.

If I send my audio files today, when will I get the completed transcriptions?

We have various turnaround times for the various industries that we cater to.  Typical turnaround time is less than 24 hours. Please call us for any specific needs.

How will I receive transcribed files?

The transcribed files will be uploaded on our secure online platform. You can view, download or share the files as per your convenience. We don’t charge additionally for storage. If you have an EMR, we can get the transcripts automatically transferred from our system to your EMR (using our HL7 interface)

Why other transcription service providers charge a higher price than you?

Being in the transcription industry for over 5 years, we have been able to streamline the transcription process and able to process large volumes of work which makes it cost efficent to both you as our client and us.

Is there any need of hardware or software installations for call recording services?

No. You don’t need any kind of installations in your office to record calls. All you need to do is call on our toll free number 800 - 977 - 3534 and we will get you started.
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