Stenographers, Court Reporters, and Medical Transcriptionists

• Nature of the Work

  When written accounts of spoken words are necessary for correspondence, records, or legal proof, verbatim reports of speeches, conversations, legal proceedings, meetings, or other events are taken by stenographers, court reporters and medical transcriptionists.

  Stenographers and stenotype operators take dictation and then transcribe their notes on a word processor or onto a computer diskette. They may take dictation using either shorthand or a stenotype machine, which prints shorthand symbols. General stenographers, including most beginners, take routine dictation and perform other office tasks such as typing, filing, answering telephones, and operating office machines. Experienced and highly skilled stenographers take more difficult dictation. For example, they sit in on staff meetings and provide word-for-word records or summary reports of the proceedings to the participants. They also supervise other stenographers, typists, and clerical workers. Some experienced stenographers take dictation in foreign languages; others work as public stenographers serving traveling business people and others. Technical stenographers must know the medical, legal, engineering, or scientific terminology used in a particular profession.

  Court reporters record all statements made in an official proceeding, usually using a stenotype machine. They take down all statements and present their record as the official transcript. Because there is only one person creating an official transcript, accuracy is vitally important. Some reporters still dictate notes on magnetic tapes that a typist can transcribe later. Others transcribe their own notes, or give them to note readers, persons skilled in reading back shorthand notes.

  Many reporters do freelance work recording out-of-court depositions for attorneys, proceedings of meetings and conventions, and other private activities. Still others record the proceedings in the U.S. Congress, in State and local governing bodies, and in government agencies at all levels.

  Most court reporters use stenotype machines that print shorthand symbols on paper and record them on computer disks. The disks are then loaded into a computer that translates and displays the symbols in English. This is called computer-aided transcription. Stenotype machines that link directly to the computer are used for real-time captioning. That is, as the reporter types the symbols, they are instantly transcribed by the computer. This is used for closed captioning for the deaf or hearing-impaired on television, in courts, or in meetings. Court reporters who specialize in captioning television news stories are called stenocaptioners.

  Medical transcriptionists listen to audio recordings from physicians and other health care professionals that note diagnoses of patients' ailments and courses of treatment. They transcribe the notes into the requested printed or computer-based format to become part of patients' medical records and edit the notes for format, proper medical terminology, and grammar. Often medical professionals use abbreviations or technical jargon, which trancriptionists must be able to expand upon to ensure the accuracy of patient and health care facility records; transcriptionists must be medical language specialists and familiar with patient assessment, therapeutic procedures, diagnoses, and prognoses. In addition to transcribing letters, reports, and the like, they may have other clerical duties. (Medical secretaries and assistants may also transcribe as part of their jobs. These occupations are covered elsewhere in the Handbook.)

• Working Conditions

  Stenographers usually work in clean, well-lighted offices. Court reporters sometimes record depositions in the offices of attorneys, but they more often work in non-office settings, such as court rooms, legislatures, and conventions. Most medical transcriptionists work in hospitals, doctors' offices, or outpatient medical care facilities. An increasing number of freelance court reporters and transcriptionists are working from home-based offices as subcontractors for law firms, hospitals, and transcription services. Although the work of stenographers, court reporters, and medical transcriptionists is not physically demanding, sitting in the same position for long periods can be tiring. The pressure to be accurate and fast can be stressful, and like other administrative support positions workers risk repetitive motion injuries, such as carpel tunnel syndrome.

  Many stenographers, court reporters, and medical transcriptionists work a standard 40-hour week, although about one-fourth work part time. Some court reporters and medical transcriptionists, however, are self-employed and freelance their services, which may result in irregular working hours.

• Employment

  Stenographers, court reporters, and medical transcriptionists held 105,000 jobs in 1994. Nearly one-fifth were self-employed freelance court reporters or medical transcriptionists. Of those who worked for a wage or salary, about one-third worked for State and local governments, a reflection of the large number of court reporters working in courts, legislatures, and various agencies. Over one-fourth worked for hospitals, and physicians' offices as medical transcriptionists. Other stenographers and court reporters worked for colleges and universities, secretarial and court reporting services, temporary help supply services, and law firms.

• Training, Other Qualifications, and Advancement

  Stenographic skills are taught in high schools, vocational schools, community colleges, and proprietary business schools. For stenographer jobs, employers prefer to hire high school graduates and seldom have a preference among the many different shorthand methods. Although requirements vary in private firms, applicants with the best speed and accuracy usually receive first consideration in hiring. To qualify for jobs in the Federal Government, stenographers must be able to take dictation at a minimum of 80 words per minute and type at least 40 words per minute. Workers must achieve higher rates to advance to more responsible positions.

  For court reporter jobs, however, most employers require knowledge of stenotype, not only because reporters can write faster using stenotype, but also because they can feed stenotype notes to a computer for high-speed transcription. Speed and accuracy are the most important factors in hiring. Court reporters in the Federal Government generally must take at least 175 words a minute, and many court reporting jobs require at least 225 words of dictation per minute. There are 350 post secondary schools and colleges that offer 2- or 4-year training programs in court reporting. About 110 programs have been approved by the National Court Reporters Association, and all of them teach computer-aided transcription.

  Some States require court reporters who stenotype depositions to be notary publics, and 18 States require each court reporter to be a Certified Court Reporter (CCR). A certification test is administered by a board of examiners in each State that has CCR laws. The National Court Reporters Association confers the designation Registered Professional Reporter (RPR) upon those who pass a two-part examination and participate in continuing education programs. Although voluntary, the RPR designation is recognized as a mark of distinction in the profession.

  For medical transcriptionist jobs, understanding medical terminology is essential. Good English grammar and punctuation skills are required, as well as familiarity with personal computers and word processing software. Many employers prefer to hire transcriptionists who have completed some college coursework. Many vocational schools and community colleges offer programs and associate degrees in medical transcription. Courses in the various programs often include computer applications, business communication, English composition, grammar, keyboarding, medical terminology, and medical transcription. The American Association for Medical Transcription awards the voluntary designation Certified Medical Transcriptionist to those who earn passing scores on written and practical examinations.

  Stenographers can advance to more responsible secretarial positions, especially if they develop their interpersonal skills, such as the ability to communicate well. Stenographers who get the necessary education can become court reporters. Court reporters, on the other hand, have little advancement opportunities, although some reporters choose to specialize in captioning television programs.

• Job Outlook

  Overall employment of stenographers, court reporters, and medical transcriptionists is expected to decline slightly. Decreases in stenographer and court reporter jobs should more than offset growth in transcriptionist jobs.

  The widespread use of dictation machines has greatly reduced the need for office stenographers. The traditional "steno pool" is practically a thing of the past. Audio recording equipment and the use of personal computers by managers and other professionals should continue to greatly decrease the demand for these workers.

  The demand for skilled court reporters should decline as video recordings are increasingly recognized as legal records of proceedings. Also, budget constraints should limit the ability of Federal, State, and local courts to expand, even in the face of rising numbers of criminal court cases and civil lawsuits. Demand should grow for court reporters willing to take depositions for court reporting service bureaus or those willing to freelance. Competition for entry level jobs is increasing as more workers are attracted to the occupation. Opportunities should be best for those who earn certification by the National Court Reporters Association.

  Demand for medical transcriptionists is expected to increase rapidly with growth in the need for health care and the industries that provide it. Growing numbers of medical transcriptionists will be needed to amend patients' records, edit for grammar, and watch out for medical discrepancies.

  Contributing to the demand for court reporters and transcriptionists is the growing number of conventions, conferences, depositions, seminars, and similar meetings whose proceedings are recorded. Although many of these events are being videotaped, a written transcript must still be created for legal purposes or if the proceedings are to be published. Also, the trend to provide instantaneous written captions for the deaf and hearing impaired should strengthen demand for stenocaptioners.

• Earnings

  Stenographers, court reporters, and medical transcriptionists had median earnings of $399 a week in 1994. The middle 50 percent earned between $306 and $629 a week. The lowest paid 10 percent earned less than $232, while the highest paid 10 percent earned over $790 a week. Court reporters generally earn higher salaries than stenographers or medical transcriptionists. Regardless of specialty, earnings depend on speed, education, experience, and geographic location.

• Related Occupations

  A number of other workers type, record information, and process paperwork. Among these are bookkeepers, receptionists, secretaries, personnel clerks, administrative assistants, and medical assistants.

• Sources of Additional Information

  For information about job openings for stenographers, contact State employment service offices.

  For information about shorthand court reporting, contact:
  National Court Reporters Association, 8224 Old Courthouse Rd., Vienna, VA 22182. Telephone 1-800-272-6272.

  Information on medical transcription is available from:
  American Association for Medical Transcription, P.O. Box 576187, Modesto, CA 95357. Telephone 1-800-982-2182.

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