Healthcare providers handle sensitive patient conversations every day, from clinical consultations to procedural notes that need transcription. But choosing the wrong transcription provider can expose protected health information (PHI) and trigger violations that cost thousands in fines. You need hipaa compliant transcription services that secure data end to end, sign Business Associate Agreements (BAAs), and meet federal privacy standards without forcing you to become a compliance expert yourself.
This guide breaks down eight proven HIPAA-compliant transcription providers for healthcare organizations. You’ll see how each service protects PHI, what security features they offer, where they excel, and what pricing looks like. Whether you need human transcription for complex medical terminology or AI-powered speed for high-volume workflows, you’ll find options that match your requirements and budget. We’ve done the research so you can make an informed decision without wading through marketing claims or technical jargon.
1. Languages Unlimited
Languages Unlimited brings over 30 years of transcription experience to healthcare organizations that need reliable documentation of patient encounters, medical procedures, and clinical research. The company handles audio and video transcription across multiple medical specialties while maintaining strict compliance protocols for protecting PHI.
Service snapshot
You get human transcription services backed by a network of over ten thousand language professionals who understand medical terminology and context. Languages Unlimited processes recordings from clinical consultations, diagnostic procedures, research interviews, and training sessions. Their team transcribes content in multiple languages and dialects, making them useful if you serve diverse patient populations or conduct international research.
HIPAA safeguards and data security
Languages Unlimited operates under GSA contract standards and maintains protocols designed for government and healthcare clients handling sensitive data. They sign Business Associate Agreements before starting transcription work, establishing legal accountability for PHI protection. The company uses secure file transfer systems and restricts access to authorized personnel only.
What to look for in HIPAA compliant transcription
You should verify any provider signs a BAA, encrypts files during transmission and storage, trains staff on HIPAA requirements, and maintains audit trails. Languages Unlimited checks these boxes as part of their standard healthcare workflow.
HIPAA compliant transcription services must protect patient data at every step, from file upload through final delivery.
Ideal use cases and limitations
Languages Unlimited works well for complex medical transcription requiring human accuracy and multilingual capabilities. Their human-based approach delivers precision but may take longer than AI alternatives for high-volume, time-sensitive projects.
Pricing and plan structure
You need to request custom quotes based on audio length, turnaround time, and language requirements. Languages Unlimited offers project-based pricing rather than subscription plans, which suits organizations with variable transcription needs.
2. TranscribeMe
TranscribeMe delivers automated and human transcription for healthcare organizations that need scalable documentation solutions. The platform combines AI-powered speech recognition with human verification to handle medical transcription projects ranging from single consultations to enterprise-level volumes.
Service snapshot
You get access to both automated and hybrid transcription workflows that process audio from telehealth sessions, clinical interviews, and medical conferences. TranscribeMe uses machine learning models trained on healthcare terminology, then routes files through human reviewers when accuracy demands exceed AI capabilities. The service handles multiple medical specialties and adapts to different audio qualities, making it practical for busy practices with varied recording environments.
HIPAA safeguards and data security
TranscribeMe provides full HIPAA compliance as stated on their platform, meeting requirements established in the Health Insurance Portability and Accountability Act of 1996. They sign Business Associate Agreements and implement encryption protocols that protect PHI during processing and storage. The company maintains secure infrastructure with access controls that limit file exposure to authorized personnel only.
TranscribeMe combines automated speed with human accuracy while maintaining compliance standards for protected health information.
Ideal use cases and limitations
The platform works best for high-volume transcription needs where you want faster turnaround than pure human services but higher accuracy than basic AI tools. TranscribeMe suits practices handling routine documentation that still requires medical terminology precision. However, extremely specialized clinical content or rare dialects may challenge the automated layer.
Pricing and plan structure
You’ll find volume-based pricing that scales with your transcription needs, though specific rates require direct inquiry. TranscribeMe typically charges per audio minute with discounts for bulk commitments, making it cost-effective for practices with consistent documentation volumes.
3. Ditto Transcripts
Ditto Transcripts positions itself as a human-powered transcription service built specifically for healthcare documentation needs. The company advertises 99% accuracy rates on medical transcription, targeting providers who need reliable conversion of clinical recordings into text format without relying solely on automated systems.
Service snapshot
You receive transcription services processed by trained human transcriptionists who understand medical terminology across different specialties. Ditto Transcripts handles audio from patient consultations, diagnostic procedures, and clinical research while offering EHR interface options that connect transcripts directly to your existing electronic health record system. Their workflow supports various audio formats and turnaround time options based on your documentation urgency.
HIPAA safeguards and data security
The service operates with HIPAA compliance protocols designed to protect patient information throughout the transcription process. Ditto Transcripts implements secure file transfer systems, restricts transcriptionist access to necessary files only, and signs Business Associate Agreements with healthcare clients. They maintain encrypted storage and transmission channels for all PHI-containing audio files.
Human transcriptionists trained in medical terminology deliver accuracy that automated systems may miss in complex clinical contexts.
Ideal use cases and limitations
Ditto Transcripts works well when you need human accuracy for specialized medical terminology and direct EHR integration to streamline documentation workflows. The human-based approach takes longer than AI alternatives, making it less practical for practices requiring same-day turnaround on high volumes.
Pricing and plan structure
You can access a no-obligation free trial before committing to paid services. Pricing details require direct contact with Ditto Transcripts for quotes based on audio volume and turnaround requirements.
4. 360 Transcription
360 Transcription specializes in secure medical transcription for healthcare providers who need encrypted documentation services with strict compliance protocols. The company focuses on protecting patient data integrity while delivering accurate text conversion from clinical audio files across multiple medical specialties.
Service snapshot
You access transcription services that process medical records, patient consultations, and clinical documentation through secure channels designed for PHI handling. 360 Transcription employs human transcriptionists trained in medical terminology who work with audio from various healthcare settings. Their platform supports different turnaround options and integrates with common healthcare workflows, allowing you to submit files through encrypted portals.
HIPAA safeguards and data security
The service implements encryption protocols that protect files during transmission and storage, meeting requirements for hipaa compliant transcription services in regulated healthcare environments. 360 Transcription signs Business Associate Agreements before processing any PHI-containing audio and maintains access controls that limit file exposure to authorized personnel. Their security infrastructure includes audit trails that track file handling throughout the transcription process.
Encrypted transmission and storage protect patient data from unauthorized access during every stage of transcription.
Ideal use cases and limitations
360 Transcription works well for routine medical documentation where you need human accuracy without the complexity of managing in-house transcription staff. The service suits practices handling standard clinical recordings but may take longer than AI-powered alternatives for high-volume urgent projects.
Pricing and plan structure
You need to contact 360 Transcription directly for customized pricing quotes based on your audio volume and turnaround requirements. They structure rates around per-minute audio pricing rather than flat subscription models.
5. Rev AI
Rev AI offers automated speech recognition (ASR) through an API platform that healthcare developers and organizations can integrate into their applications. The service became HIPAA-compliant in March 2022, opening access to medical terminology recognition that competes with traditional dictation systems while maintaining compliance standards for protected health information.
Service snapshot
You get API-based transcription services that your development team can embed into telehealth platforms, clinical documentation software, or patient communication systems. Rev AI uses machine learning models trained on medical vocabulary, handling specialized terminology that generic speech recognition often misses or misspells. The platform processes audio from multiple healthcare contexts including patient consultations, medical conferences, and clinical research recordings.
HIPAA safeguards and data security
Rev AI implements encryption and authentication protocols alongside SOC2 compliance standards that protect PHI during processing. They sign Business Associate Agreements with healthcare clients and maintain secure infrastructure that meets federal requirements for hipaa compliant transcription services handling sensitive patient data. The platform includes audit capabilities and access controls that limit file exposure to authorized users only.
API-based ASR gives you flexibility to build custom workflows while maintaining compliance through vendor-managed security protocols.
Ideal use cases and limitations
The service works best when you need programmable transcription for custom healthcare applications or want to move beyond outdated dictation systems like Dragon Medical. Rev AI suits organizations with technical resources to implement API integrations. However, you need development capacity to deploy the service, making it less practical for small practices without IT staff.
Pricing and plan structure
You pay based on API usage volume measured in audio minutes processed. Rev AI offers free trial access through their platform, with production pricing structured around per-minute rates that scale with your transcription volume.
6. Mentalyc
Mentalyc delivers AI-powered transcription specifically for mental health professionals who need structured therapy notes without manual documentation work. The platform converts session recordings into clinical progress notes formatted in standard templates like SOAP, DAP, and BIRP, targeting therapists who spend hours on paperwork outside patient care.
Service snapshot
You receive automated note generation that processes therapy session audio through natural language processing trained on clinical language patterns. Mentalyc transforms conversations into structured documentation that captures goals, interventions, observations, and outcomes without requiring you to type transcripts manually. The service operates as cloud-based therapy transcription software accessible from any device, supporting various recording methods including in-person uploads and voice dictation.
HIPAA safeguards and data security
The platform maintains full HIPAA compliance with encryption protecting data during transmission and storage. Mentalyc signs Business Associate Agreements and implements authentication controls that restrict access to authorized users. Their infrastructure follows security protocols designed for hipaa compliant transcription services handling sensitive patient conversations in mental health contexts.
Cloud-based encryption and access controls protect therapy session data throughout the documentation process.
Ideal use cases and limitations
Mentalyc works well for therapy practices needing structured notes without investing time in manual transcription. The AI handles routine session documentation efficiently but focuses specifically on mental health workflows, making it less suitable for general medical transcription or other healthcare specialties.
Pricing and plan structure
You can start with a 14-day free trial including 15 notes without credit card requirements. Paid plans range from Mini at $14.99 monthly (40 notes) through Super at $99.99 monthly (330 notes) when billed annually, scaling with your documentation volume.
7. Supanote
Supanote provides AI-powered transcription tailored for mental health professionals who need direct EHR integration without manual data transfer. The platform captures therapy sessions and converts them into structured clinical notes that autofill directly into your electronic health record system, eliminating copy-paste workflows that waste time and introduce errors.
Service snapshot
You access native EHR autofill capabilities that connect with SimplePractice, TherapyNotes, and Valant, allowing transcribed notes to populate your records automatically. Supanote processes session audio through AI trained on mental health documentation patterns, generating SOAP, DAP, and progress note formats that match standard clinical requirements. The system handles recording uploads and transforms conversations into structured documentation without requiring you to format or transfer text manually.
HIPAA safeguards and data security
The platform operates as hipaa compliant transcription services with end-to-end encryption protecting session data during transmission and storage. Supanote signs Business Associate Agreements and implements access controls that restrict file exposure to authorized users only. Their security infrastructure meets federal requirements for protecting patient information in mental health settings.
Direct EHR integration eliminates manual transfers while maintaining encryption throughout the documentation workflow.
Ideal use cases and limitations
Supanote works best for solo therapists and small practices needing fast, affordable documentation that integrates with existing EHR systems. The mental health focus makes it less practical for general medical transcription or other healthcare specialties outside behavioral health.
Pricing and plan structure
You can start with a free plan before committing to paid tiers. Annual billing starts at $19.99 monthly for 40 notes, scales to $39.99 for 100 notes, and reaches $69.99 for unlimited documentation volume.
8. Research Transcriptions
Research Transcriptions focuses on HIPAA-compliant transcription for medical research projects where you need human accuracy and US-based processing. The company operates as a US Veteran-owned business that specializes in converting research interviews, clinical trial recordings, and study documentation into text format while maintaining strict compliance protocols for protected health information.
Service snapshot
You receive 100% US-based human transcription services designed specifically for medical research contexts. Research Transcriptions handles audio from clinical trials, patient interviews, focus groups, and research consultations across various medical specialties. Their team processes complex research terminology and maintains consistency across multi-phase studies where documentation accuracy directly impacts research validity.
HIPAA safeguards and data security
The service implements hipaa compliant transcription services protocols that protect participant data throughout processing. Research Transcriptions signs Business Associate Agreements with research institutions and maintains secure file transfer systems with encryption protecting data during transmission and storage. Their US-based workforce operates under access controls that limit exposure to authorized personnel only.
US-based human transcription provides accountability and compliance oversight critical for research involving protected health information.
Ideal use cases and limitations
Research Transcriptions works well for academic medical research and clinical trials requiring human accuracy with US-based processing guarantees. The research focus makes it practical for institutional projects but potentially less suitable for routine clinical documentation or high-volume practice needs.
Pricing and plan structure
You need to contact Research Transcriptions directly for custom quotes based on project scope, audio volume, and turnaround requirements tailored to research timelines.
Final thoughts
Selecting the right HIPAA-compliant transcription service protects your patients and your practice from compliance violations that carry steep penalties. Each provider in this list offers security protocols and signed BAAs that meet federal requirements, but they differ in speed, accuracy approach, specialty focus, and integration capabilities. You need to match your documentation volume, turnaround expectations, and technical resources with a service that fits your workflow without forcing compromises on data protection.
Languages Unlimited combines human transcription accuracy with multilingual capabilities across healthcare specialties, backed by over 30 years of experience serving government and medical clients. If you need reliable documentation that handles complex terminology and diverse patient populations, contact Languages Unlimited to discuss your transcription requirements and get a custom quote tailored to your practice needs.