According to the U.S. Department of Health and Human Services’ Breach of Unsecured Protected Health Information Report, over 323 million individuals were affected by hacking and/or unauthorized disclosure of personal information from 2020 to April 2025. When considering how to ensure data security in transcription services, it is vital to note that some medical transcription companies may operate within accepted security parameters, yet many hand-wave privacy policies with vague and often unverifiable promises of data security measures and regulatory compliance.
In this article, you’ll learn how:
- Issues with data protection in transcription can lead to significant consequences like fines, lawsuits, identity theft, and loss of client trust.
- Reputable transcription providers openly share certifications, policies, and contract references, offering clients peace of mind.
- Top-tier transcription services, like Ditto Transcripts, go beyond claims by offering HIPAA, HITECH, and CJIS compliance, as well as insurance and publicly accessible government contracts.
Data Protection And Confidentiality in Transcription
Trusted transcription service providers like Ditto receive thousands of recordings from hospitals, legal offices, courts, law enforcement agencies, and government departments. These places regularly handle private and confidential data from patients, clients, contractors, and more.
That’s why confidentiality and security are so crucial in transcription. Handling such information comes with a serious responsibility – one that goes far beyond turning audio to text.
Transcription providers must implement strict protocols to protect client data at every stage, from initial data transfer to personnel access, storage, and the eventual submission of the finished product.
Consequences of Improper Data Security
Here are only some of the most egregious effects of having insufficient transcription security.
| Consequence | Details & Impact |
| Regulatory penalties | Violation of privacy laws like HIPAA, HITECH, and CJIS. |
| Financial loss | Client revenue losses, reparation payments, etc. |
| Reputational damage | Erodes trust with clients and the public; long-term brand harm. |
| Legal action | Lawsuits from affected individuals or organizations. |
| Exposure of sensitive information | Risks to patient privacy, legal confidentiality, or proprietary business data. |
| Identity theft or personal harm | Private data like medical records or addresses can be misused if leaked. |
| Mandatory breach notifications | Adds urgency, legal risk, and public scrutiny following a data breach. |
How Transcription Service Providers USUALLY Protect Your Data
Transcription solution providers, at the very least, must be able to provide detailed reporting and tracking, regular audits, user access controls, unique login credentials with deactivation options, network redundancy, VPN integration, dedicated data centers, SSL 256-bit encryption, employee background checks, and non-disclosure agreements.
Most secure transcription services offer these in some form. However, “the best” sometimes isn’t enough.
How Ditto Transcripts’ Trusted Service Ensures Data Security
Ditto has been in business for over a decade, and we know how to run a secure transcription platform that meets both overarching data privacy laws and industry-specific security measures.
Here’s how we do it.
Insurance Against Data Breach Damage
Checking if your transcription provider carries cyber liability insurance isn’t just a good idea – it’s a requirement. If a data breach occurs, you want to know that your vendor has the coverage to handle potential damages.
At Ditto Transcripts, we carry both general liability and stand-alone cyber liability insurance policies. We work with legal offices, government agencies, and law enforcement departments – places where security is non-negotiable.
Of course, none of that means anything without proof, so we encourage you to call us and ask for documentation and certificates. If you want to take it further, contact our insurance provider to confirm the policy is current and in good standing. That’s how seriously we take the importance of data security.
DUN & Bradstreet Ratings
Individuals often rely on consumer credit ratings. For businesses, having a Dun & Bradstreet D-U-N-S (Data Universal Numbering System) nine-digit number provides potential vendors, lenders, and clients a method to determine a company’s creditworthiness.
Over 330 million businesses currently have one, and you can obtain a D-U-N-S number at no charge.
Any business seeking to register with Dun & Bradstreet must be an established legal entity within its respective state (i.e., LLC, C-Corp, S-Corp, etc.). While not the only defining factor, acquiring a D-U-N-S number is a good way to show that the company is credible. Here’s ours.
Transcription platforms willing to stand by their information security and privacy measures can register online by providing the following information:
- Legal name of the business
- Headquarters name and address
- The company’s physical address and mailing address
- Doing Business As (DBA) name, if applicable
- Phone number
- Name and contact info of the business owner
- Number of employees
- If the business is home-based or has company offices
It should be a big red flag if your transcription company doesn’t have a D-U-N-S number.
HIPAA and HITECH Compliance
Claiming to have robust security measures is one thing. Subjecting your security measures to regulatory review is another.
As we all know, health information requires significant safeguards against unauthorized access and misuse. Otherwise, private, personally identifiable information and other sensitive data can be used for identity theft, fraud, and more.
That’s why transcription companies working on medical files must protect patient privacy by complying with the Health Insurance Portability and Accountability (HIPAA) Act and the Health Information Technology for Economic and Clinical Health (HITECH) Act. HITECH works hand in hand with HIPAA by promoting the adoption of secure electronic health records and increasing penalties for non-compliance.
These two regulatory bodies aim to safeguard sensitive information in their respective industries. Both lay out different guidelines and requirements to meet regulatory compliance – which costs money. In my years in the industry, I’ve seen that resources and effort are the two most commonly cited excuses for why some transcription providers refuse to meet HIPAA and HITECH requirements.
Not at Ditto. We’re both HIPAA and HITECH compliant, meaning our transcription services meet the stringent requirements of these two agencies for privacy and security.
That’s not all; unlike some providers who price transcription security at different tiers, our HITECH and HIPAA-compliant services are available to all our clients. There’s no need to pay more or request additional protection for your data – it’s all included in our affordable services.
CAGE Codes
Any company conducting business with the Department of Defense and other related government services must obtain a Commercial and Government Entity (CAGE) code. The Defense Logistics Agency assigns and creates CAGE codes, which the DoD manages. CAGE codes help validate the legitimacy of suppliers and contractors, enabling the federal government to prevent fraud and ensure compliance with procurement regulations.
And yes, Ditto most certainly has a CAGE code.
Transparent Transcription Contracts With Public Entities
Many transcription companies claim they’ve worked with government and other public entities. It’s a great addition to their portfolio – after all, if a government agency trusts the provider enough, then perhaps you should, too.
However, not all of them can provide proof, which is odd because government contracts in many states are subject to public disclosure.
Ditto Transcripts proudly holds a publicly available RFxPremier transcription services cooperative Master Agreement that allows any state agency or political subdivision in the United States access to the same pricing, terms, and conditions.
Ensure Your Data’s Security With Ditto’s Transcription Solutions
Choosing a transcription service you can trust has never been easier with Ditto. With our rigorous security measures, you can trust that your data is secure from start to finish. You only need to worry about accuracy, quality, and affordability – and we offer those, too.
Here are just some of the perks you get when you partner with Ditto:
- More than 99% accuracy on all projects
- Fast turnaround times
- Different affordable rates for different budgets
- Flexibility and customization
- No lock-in periods or contracts—pay as you go
- Multi-channel communication
- Industry-leading customer support
Ready to work with a company that takes your security seriously? Call us or sign up for our free, commitment-free trial and experience the difference.
Ditto Transcripts is a HIPAA, HITECH, and CJIS-compliant medical transcription company based in Denver, Colorado that provides fast, accurate, and affordable transcription services to companies and agencies of all sizes. Call (720) 287-3710 today for a free quote, and ask about our free five-day trial.