What if a dictation is unclear or inaudible?

Overview

This article explains what secretaries and transcriptionists should do when they encounter a dictation that is unclear, difficult to understand, or contains inaudible sections.

Applies to

Secretaries, Transcriptionists

Common causes of unclear dictations

Poor audio quality due to background noise, a low-quality microphone, or the author speaking too quietly or too far from the microphone. Excessive speed of dictation, where the author speaks too quickly for the transcriptionist to follow. Specialist terminology or names that the transcriptionist is unfamiliar with. Technical issues during recording that result in distorted or clipped audio.

What the transcriptionist should do

When encountering an unclear section, the transcriptionist should first try adjusting the playback speed to slow down the audio and listen again. Replay the unclear section multiple times before making a judgement. If a word or phrase is genuinely inaudible, insert a placeholder such as “[inaudible]” or “[unclear]” at the relevant point in the transcript so the author knows to review that section.

Use the notes or comments field within the task to flag any specific concerns. for example, “Section at 2:15 is inaudible due to background noise” or “Please clarify the patient’s name at 0:45.” This allows the author to address the issue when reviewing the completed transcript.

Returning the task

If a significant portion of a dictation is inaudible or unusable, the secretary may need to return the task to the author rather than attempt to produce an inaccurate transcript. Contact your administrator for guidance on the process for returning unsuitable recordings in your organisation.