Most frequent questions and answers

If you do not already have login details, please contact us, and we will create your account for access to our private client portal. Once the process is complete, you will receive an email confirmation with your username and password. If you do not receive a verification email shortly after registering, we ask that you check your junk folder in case it has been redirected.

You must register with us to access our services. Once you are registered, you will receive a user ID for access to our secure web download page. Once logged on, your files can be uploaded via a simple drag-and-drop feature. Before submitting your file, leave us a note in the message box attached as to the turnaround time you require, and we will automatically be notified. Once your document is complete, you will receive an email with instructions on how it can be retrieved. 

We use the most advanced transcription software available that is capable of playing most digital audio file formats, some of which include:

  • Olympus DSS (SP)
  • Philips DSS and DS2
  • Fusion Voice
  • AMR (Blackberry)
  • MP3
  • WAV
  • WMA
  • MP4
  • WavPack

We guarantee an accuracy rate of 99+% with good audio. The better the quality of audio, the better we are able to meet our goal. All transcripts are re-verified, proofread, and reviewed to ensure our high-accuracy guarantee on all finished products.

All transcripts are sent to you as a Microsoft Word document, and we adhere to document standards as outlined by “The Book of Style for Medical Transcription, 3rd Edition,” which is the “gold standard” for medical transcriptionists who take their job and what they do seriously. We will ensure that all transcripts are consistent in style, so you always know what to expect each and every time you receive a document.

We believe communication and feedback is an important key to making a finished product perfect. Whether it’s an alternative formatting specification or style preference, we welcome all feedback to ensure that we get it right, every time.

We will be happy to incorporate any normals or phrases you routinely make use of in your dictation. We will also comply with any document templates you provide to us. These can be uploaded to us via the client portal or emailed to us at accounts@city-scribe.ca.

For our registered clients, we invoice on the 1st and 16th of every month for all work completed prior to these periods. You will receive an email notification that your invoice is ready and you can view the PDF directly from the email or you can view and pay it online within the client portal. For your convenience, we accept all major credit cards, cheques, direct deposit, and Interac e-Transfers.

For our one-time customers, we require a 50% partial payment prior to the commencement of transcription. We will send you an invoice and payment options prior to commencing transcription. Once the transcript is complete, we will email you the password-protected document. As soon as the remainder of your payment has been made, we will send you the password required to view your document. For your convenience, we accept all major credit cards, cheques, and Interac e-Transfers.

We are more than happy to transcribe shorter files, but do have a minimum charge of $2.00 for all jobs regardless of length. This minimum charge accounts for the time required in downloading your audio, setting up the document, transcribing the file, sending it off to be proofread, invoiced, and then sent back to you in a timely fashion.


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