The Proofreading Process

1. TheProofreadingProcess Prepared by Arlene N. Baratang

2. Theprocess of proofreadinginvolves multiple steps that include reading, correcting and revising a document to produce a final copy.

3. The first step is reading for spelling, typographic errors and repeated words.

4. The second step in proofreading is looking for punctuation and grammar errors.

5. The third step is reading the document for meaning.

6. Guidelines to Proofreading Success

7. Do not proofread too quickly.

8. Proofread on the screen as you type.

9. After correcting these errors, print a copy.

10. When in doubt look it up.

11. If your investigation is futile, leave a blank space that approximates the length of the misunderstood word.

12. Then attach a flag (usually an adhesive note) that indicates where the problem is found within the transcription and includes its phonetic spelling.

13. You should be able to grammatically defend every comma, period, hyphen and so on, that you have placed on your document.

14. Let time elapse between when you complete the document and when you proofread it for the final time.

15. Another trick is to read the document backwards, which forces you to slow down and focus on each word.

16. Also look for any illogical words and phrases; such as “The right hand was draped and prepped,” when later in the report is the statement,”Sutures in left hand.”

17. Abbreviations are used for all metric measurements with numbers. Example: The kidneys each weigh 80 gm.

18. Error Analysis Chart

19. The error analysis chart was developed as a tool to categorized and track undetected errors.

20. Two Major Categories: Medical LanguageandEnglish Language.

21. The medical language errors are weighted heavier because medication and allergy errors and incorrect patient identification adversely affect patient care,

22. Medical transcriptionists are heavily penalized if such errors are found during quality assurance audits.

23. Some institutions strip incentive pay regardless of when the error is discovered, even if it is weeks later. An error follows you!

24. Analyzing Errors

25. Wrong Words.Failure to catch this type of error indicates the transcriptionist lacks knowledge of the terminology of the medical specialty.

26. Added or Omitted Letters and Words.Errors in which letters are added or omitted at the end of a word are overlooked if the addition or omission does not make the typed word meaningless.

27. Misspelled Words.Failure to catch this type of error indicates the transcriptionist did not use the word processing software and reference materials effectively.

28. Grammatical Errors. Failure to catch this type of error indicates the transcriptionist did not use the word processing software effectively or failed to recognize common sentence errors,

29. such as subject verb agreement, pronoun-antecedent agreement, number usage, word division and capitalization.

30. Punctuation Errors. Failure to catch this type of error indicates the transcriptionist did not use the word processing software effectively or failed to recognized the essential uses of all marks of punctuation.

31. Abbreviations Guidelines

32. A 1 Abbreviations are used for chemical and mathematical compounds. Example: Na (sodium), NaCl (sodium chloride), T4 (thyroxine)

33. A 2 Abbreviations are used for units of measurements. Units of measurements are typed in lower case without periods and kept on the same line Example: A CBC showed 12,000 WBC per cc mm.

34. A 3 Latin abbreviations are typed in lowercase letters with periods. Example: The medication was ordered b.i.d.

35. A 4 Abbreviations are used with laboratory test results that use metric measurements. Example: The hemoglobin was 13.6gm% and the hematocrit 42 vols%.

36. A 5 Abbreviations are used for many tests, such as CBC (complete blood count), RBC (red blood cell),SGPT (serum glutamic-pyruoic transaminsane). The plural is formed by adding the letters only (no added commas). Example: A CBC showed 12,000 WBC per cc mm. His WBCs were borderline high.

37. A 6 Abbreviations are used in vital signs. Example: BP 136/86, pulse 76, and respirations 20/min.

38. A 7 Plural abbreviations are formed by adding the letter s except in measurement. Example: TMs are within normal limits.

39. A 8 The letter x is used to abbreviate by or times when it precedes a number or another abbreviation. Example: The lesion is 1.5 x 1 cm on her leg.

40. Capitalization Guidelines

41. C 1 Capitalization usually indicates importance.

42. C 2 Capitalize the first word of every sentence, the first person pronoun I, the first word of a salutation on a letter, any noun or title in the salutation and the first word of a complementary closing. Example: He responded to treatment.Dear Dr. SmithSincerely yours

43. C 3 Capitalize the days of the week and months of the year, but not the seasons. Example: The tests were ordered for Monday, May 8.The doctor will attend the convention in the spring.

44. C 4 Capitalize personal and business titles when they precede a name. Example: Dr. Smith will do the consultation.The orthopedic doctor will do the consultation.

45. C 5 Capitalize eponyms, which are surnames teamed with a disease, instrument, or surgical procedure. Example: The patient presents symptoms of Dreuw symdrome.

46. C 6 Capitalize trade names, brand names of drugs, and trademarked suture materials. Generic drugs and suture materials are not capitalized. Example: The patient was given Tylenol.

47. C 7 Capitalize Roman numbers. Example: Blood clotting is factor VI.

48. C 8 Capitalize the names of the genus but not the names of the species that may follow it. The genus also may be referred to by its first initial only. Example: The patient suffered with E. coli.

49. C 9 Capitalize acronyms. Example: The patient was scheduled for MRI.

50. C 10 Capitalize, underscore, or bold allergy information to call attention to its importance. Example: ALLERGIES: Codeine.