Top 5 Errors In Claims Transcriptions and How To Avoid Them

Learn about frequent mistakes in recording and managing claim statements, and discover strategies to improve claim handling accuracy.

Table of Contents



Claims transcriptions need to be accurate. When transcribing a recorded statement, it needs to be clear to help reduce mistakes. Let’s look at how software can help with that. We’ll also examine the top 5 mistakes we see in claims transcriptions and how to fix them.

Typos, Misunderstandings & Homophones: Top 5 Mistakes in Claims Transcriptions 

1 - Typing Errors

One of the most common transcription errors is when you spell a word wrong because you typed it incorrectly, for instance “fro” instead of “for.”

2 - Misheard Words

Not hearing a word properly leads to it being spelled wrong, and sometimes it won’t make sense in the context. An example would be “world” rather than “word.”

3 - Incorrect or Misspelled Names

Names can often be spelled in different ways. For instance, “Lindsey” and “Lindsay” or “MacDonald” or “McDonald.” 

4 - Spelling or Grammar Mistakes

Grammar or spelling errors are common, it’s important to use a spell checker to make sure that you don’t fall into that trap.

5 - Words that Sound the Same

In English, there are a lot of words that sound the same, (also known as homophones). They’re easy to mix up in transcripts. Some examples are:

  • They’re, their, there
  • To, too, two
  • Then, than
  • Your, you’re
  • By, buy
  • Affect, effect

3 errors in claims transcriptions: passive voice, incomplete sentences and not defining "htis"

Precision, & Quality Analysis: Top 6 Ways to Prevent Transcription Errors

1 - Prioritizing Precision Over Pace

This solution needs to be a company-wide move to prioritize quality and precision over speed. If quality isn’t a clear pillar of importance for the company, analysts will prioritize the number of transcripts they hand in. However, you'll have better transcripts by slowing down and focusing on high-quality transcripts. This move will increase customer satisfaction and loyalty to your company.

2 - Implementing a Quality Check Process

It doesn’t matter how often the transcriber reads their work, mistakes can slip through. By having a quality analyst read through transcripts, you have a second, fresh set of eyes on the work. Your quality will improve, meaning customers will be happier with your work.

3 - Paying Attention to Audio

Having a quiet place to work will improve your concentration, and help you to truly listen to what’s being said in your audio statement. This change will improve your claims transcriptions.

4 - Providing Descriptions Where Necessary

You can provide a note in the margin when the audio is unclear or ambiguous. By leaving a note, you help your client to understand what you wrote if it’s not clear. 

5 - Utilizing the Latest Transcription Equipment

errors in claims transcriptions (2)

To help your transcribers, you should provide them with the best transcription equipment possible. They should have:

  • A computer or laptop
  • Good quality headphones
  • Ergonomic keyboards
  • An audio program to help understand unclear or complex words
  • An AI program could also help with drafts of transcripts

6 - Ensuring Clear Recordings

This solution goes back to the source of your recording. When the insurer is taking the recorded statement, they should do so in a quiet space, to improve the audio quality. 

They should record somewhere where there are materials that absorb sound. These materials include fabrics, including felt. The microphone or recording device should be close to all participants so that it captures the voices well.

The Role of Recorded Statement Software in Minimizing Errors

Another solution to improve claims documentation is to use recorded statement software is to use recorded statement software. 

This software empowers claims adjusters to record statements directly from their phone using an app, or from hardware. This solution can be used in the field and for recordings done over the phone.

From there, recorded statement software enables you to review it, and make more informed, data-driven decisions and a better customer experience.

How Recorded Statement Software Helps with Transcripts and Error Reduction

Having modern recorded statement software helps you to transcribe them with more accuracy and efficiency.

This becomes easier due to features including:

  • Noise cancelation
  • Improved audio clarity

It also makes transcription easier with files that are easy to share, saving time and streamlining the process.

Improve efficiency with n2uitive

n2uitive is the first Recorded Statement Lifecycle Management platform in the market. It is an innovative solution that records, reviews, stores, shares, and transcribes statements for you. It also helps you to analyze statements to help with quality and performance reviews.

As a bonus, n2uitive also integrates with Allegis to improve your transcriptions. Our integration is the most secure on the market and saves you time by requesting transcriptions with a single click. 

lower tco by 40% with n2uitive - get a free demo