844-897-3935If your institution or company is considering hiring a TypeWell transcriber through an outside provider—whether an agency or an independent contractor—it’s important to ask the right questions up front. These questions can help you assess whether the provider is experienced, reliable, and a good fit for your needs.
Below are some key areas to explore during your decision-making process.
1. Provider Experience and Reliability
- How long has the provider been offering TypeWell services?
- Do they have experience in postsecondary or similar educational settings?
- Can they provide references or examples of past work?
- Do they offer demos or onboarding for coordinators and consumers who are new to remote services?
Be cautious of providers who are unfamiliar with your type of environment or who can’t explain how they ensure consistent quality.
2. Transcriber Qualifications
- Is the assigned transcribertrained and qualifiedby TypeWell?
- How many years of experience do they have, and in what types of classes or events?
- Do their transcribers have any in-classroom experience?
- Will the same transcriber be assigned consistently, or will there be rotation?
- Do they guarantee experienced transcribers for technical or STEM-heavy classes?
- Is the transcriber reasonably familiar with specialized class vocabulary?
- Do they offer a choice of transcribers?
Continuity and subject-matter familiarity are key factors in service quality.
3. Scheduling and Communication
- Who handles day-to-day scheduling and communication—an agency coordinator or the transcriber directly?
- What is the backup plan if the assigned transcriber is unavailable?
- How quickly do they respond to schedule changes or urgent issues?
Clear lines of communication are especially important during finals or when changes arise unexpectedly.
4. Teaming and Coverage
- Will a single transcriber be assigned per session, or do they usetranscriber teams?
- If teaming is used, is that standard for all sessions or only for longer or more complex ones?
- For what length or type of assignments will they team transcribers?
- Are there additional costs associated with teaming?
- How do teamed transcribers coordinate handoffs to maintain consistency?
Teaming can improve accuracy during long or fast-paced sessions, but may also impact cost and logistics.
5. Rates and Policies
- What is the hourly or per-assignment rate?
- Are there minimum billing increments or minimum session charges?
- Are rates higher for technical classes such as math or science?
- Is there a surcharge for longer or more difficult sessions?
- What is the cancellation policy for individual classes?
- What is the policy for dropping service mid-semester?
- How is invoicing handled, and what are the payment terms?
- Does the rate include prep time, editing, transcript delivery, or meetings?
6. Setup and Delivery
- What audio platform is used for remote sessions? (e.g., Zoom, Teams)
- What platform is used to stream the text to the reader’s device? (e.g., TypeWell Web Linking, StreamText)
- Do they provideequipment for remote consumers? (e.g., software, microphones, or reader devices)
- Do they handle all technical setup, or will your institution’s IT staff need to be involved?
- Are any software installations required on your end?
7. Transcript Delivery and Prep
- Will a transcript be provided after each session? If so, how and when?
- What is their process for editing transcripts before delivery?
- What prep materials do they require? (e.g., syllabus, handouts, web links)
- How are prep materials and transcripts securely transmitted and stored?
8. Quality Assurance
- How istranscription qualitymonitored over time?
- Do they ever rotate in less-experienced transcribers without notice?
- How do they ensure optimal audio input, including student comments?
- Do their transcribers use the most current version of TypeWell software?
- What is the process for providing feedback or addressing concerns?
A strong provider should have systems in place for proactive quality monitoring and constructive feedback handling.
9. Technical Support
- What happens if there’s a technical issue during a session?
- Is real-time tech support available?
- Will the transcriber stay in touch with your team if connectivity or audio problems arise?
10. Alignment with Institutional Service Policies
- Can they provide a copy of theirservice policies?
- How do those policies compare to your institution’s service expectations?
- In the event of a conflict, whose policies take precedence?
- Are they open to adapting their policies to comply with institutional requirements?
Some providers follow firm internal policies, while others are willing to align with institutional guidelines. Clarify expectations early to avoid misunderstandings.
Final Tip
Whether you're hiring a freelancer or working with an agency, it’s okay to ask for specifics. A reputable provider will be transparent and collaborative. If you’re ever unsure, feel free to contact us at support@typewell.com—we’re happy to provide background or help you interpret provider claims.