VoiceBox Intelligent Transcription
Streamline your medical correspondence from dictation to delivery.
VoiceBox Intelligent Transcription
Managing medical correspondence is a challenge for busy doctors. The process from diction to delivery is often clunky and time-consuming, plus the incremental admin costs can add up. The burden on in-house staff can be overwhelming, and all that information changing hands and formats leaves room for error – and that means room for risk.
VoiceBox Intelligent Transcription (VoiceBox IT) could be your solution. VoiceBox IT streamlines your correspondence workflow bringing convenience, accuracy, and time and cost efficiency within easy reach.
End-to-end dictation and delivery. Designed by doctors for doctors.
Simply dictate via the VoiceBox IT Smartphone app for rapid voice-to-text transcription and have your letters professionally edited by our team. Easily review, edit and approve your correspondence knowing it can be automatically delivered to recipients too.
Your letters can be automatically delivered to recipients using our secure integrators giving access to over 100,000 electronic addresses on Argus, HealthLink, Medical Objects, Fax and email.
Dictate
Record via the VoiceBox IT App and rapidly receive your edited letter.
VoiceBox IT blends AI technology with an all-important human touch.
Approve
Easily review, edit and approve your letter on your phone or desktop.
The intuitive interface makes finalising letters quick and easy.
File
Your letters are safely and automatically filed in your patient’s records.
VoiceBox IT integrates with leading practice management software.
Deliver
Your letters are securely delivered to recipients in real-time.
VoiceBox IT integrates with secure messaging services, email and fax.
$2.30
Per transcription using VoiceBox IT typists
- First 30 audio-seconds included
- 5.1 c per audio-seconds after
- 20c per delivery to recipient
55c
Per transcription using your own Secretary
- First 30 audio-seconds included
- 1.4c per audio-seconds after
- 20c per delivery to recipient
Service levels
| Service | Service Level Commitment |
| Transcription of audio file (delivered between 9am and 1pm EST) | 95% of Urgent files within 4 hours 50% of Standard files within 2 business days |
| Transcription of audio file (delivered after 1pm and before 9am EST) | 99% of Urgent files by 1pm (EST) 50% of Standard files within 2 business days |
| Accuracy | 98% accuracy of transcription from sound file produced in accordance with VoiceBox IT Instructions for Use |
| Distribution of Correspondence | 90% on the same business day, where received before 3pm, or the next business day where received after 3pm |
| Service Time | 99% up time for VoiceBox IT platform |
| Administration Support (calls between 9am and 3pm) | 90% of support calls responded to within 2 hours |
| Technical Support (calls between 9am and 3pm) | Triaged according to ticketing system |
| Proofreading | 100% Australian-based, trained proofreaders |
When using your own proofreader, transcription of audio file delivered within 30 minutes.
About us
Avant supports over 85,000 medical practitioners and students across every Australian state and territory. No one knows better than us the unique challenges you face. All our products and services are designed to ease your working life, so when we considered the burden of medical correspondence, we knew that our experts could help.
With VoiceBox IT, we’ve blended cutting-edge technology with human expertise to help optimise your practice operations while reducing the administrative time and cost. With an efficient correspondence workflow at your fingertips, you can now spend less time on paperwork and more time on patient care.
Yes. We can customise the header and footer of your letters to match your practice branding and include formatting options in the body of the letter to match your preferences.
While there is an hourly fee for setting up a letter template, you can use the step-by-step guides in our knowledge base to set up a template yourself. (Note: Some coding knowledge is required.)
We process standard letters within 48 hours and urgent letters within 4 hours when received before 3pm. You have the flexibility to designate up to 5% of your letters as urgent at no additional fee. For any urgent letters exceeding the 5% threshold, there is a nominal $2 fee per urgent letter.
We do not have a physical mail service and can only send letters electronically or via fax. If we are unable to send successfully, the letter will be returned to you within the VoiceBox IT app for action.
To send a letter to a patient, simply toggle the option to email a copy to the patient within the VoiceBox IT app, ensuring the email address is provided.
If a physical copy needs to be sent via post, your main practice fax, Argus or email address will be automatically added as a cc recipient, with the cc address included at the end of the letter. This workflow is clarified with each individual practice.
Please call support on 03 6204 9267, submit a ticket via the app or website, or email us at voiceboxit@avant.org.au
Please call support on 03 6204 9267 or email us at: voiceboxit@avant.org.au
This typically happens when the letter is in the processing stage and requires input or clarification from the editor or the doctor. It will also be in the transcripting stage if it’s being reviewed by a proofreader in training and awaiting approval by the editor.
If you need to have a letter progressed quickly, please call support on 03 6204 9267 or email us at: voiceboxit@avant.org.au
VoiceBox IT can be set up so that you do not need to input a recipient – this will mean that the letter is not addressed to anyone. Once completed by our team and sent to you for approval, you can cut and paste the content of the letter into your template in your practice management software.
Yes. You can select either ‘own proofreader’ or ‘VoiceBox IT proofreader’ for each doctor within your tenancy. You can also change these as required. For example, if a doctor’s usual dedicated typist goes away for a month on leave, you can change the subscription for that month to allow VoiceBox IT proofreaders to cover the period that your staff member is away.
Currently VoiceBox IT integrates with Best Practice (VIP/Premier) and Coreplus. If you’re using another software platform and would like to discuss the possibility of integration, please contact our team by emailing: voiceboxit@avant.org.au
Billing occurs fortnightly. Transcriptions are billed upon doctor approval, or after 10 business days if not approved (unless rejected by the doctor). Payment is debited from your nominated credit card in the VoiceBox IT system and a copy of your tax invoice is emailed to the tenant account.
Audio files are kept for six weeks post approval for auditing purposes and are then deleted. Metadata regarding the transcription is kept for tracking and auditing – i.e. patient name, record number, dictation date, recipient details, transcription audit and delivery audit details.
AI capabilities are an ever-evolving machine and already do relatively well with a range of accents. VoiceBox IT combines the use of AI with people power to ensure accurate processing of transcriptions. Our team of expert medical proofreaders are experienced in dealing with a large range of accents and we have a robust internal communication system in place when clarification is required.
Managing your medical transcriptions has never been easier.
- Schedule a telephone chat with our onboarding team for personalised assistance and support.
- Complete the registration process by providing information about your practice and your payment details.
- Download the VoiceBox IT app from the App Store or Google Play.
- Start dictating and delivering correspondence with ease.
Disclaimers
Persons implementing any recommendations contained on this webpage must exercise their own independent skill or judgment or seek appropriate professional advice relevant to their own particular practice. Compliance with any recommendations will not in any way guarantee discharge of the duty of care owed to patients and others coming into contact with the health professional or practice. Avant and Avant Practice Solutions are not responsible to you or anyone else for any loss suffered in connection with the use of this information. Information is only current at the date initially published. © Avant Mutual Group Limited 2024.
