Medical Transcription Essentials

2023/24 | Conestoga College

Program Code: 1414
Continuing Education and Online Learning

Conestoga College Institute of Technology and Advanced Learning

This is a companion document to the current Conestoga College Student Guide

Program Handbook Guidelines

​The purpose of this handbook is to provide students with program-specific details and other important information. The material in this handbook is accurate at the date of posting and is applicable for the current academic year. Students will be informed of handbook changes that occur, if any, through college email. Program handbooks are updated yearly, and students must check their program handbook for the current edition.

This handbook must be read in conjunction with general information about Conestoga College found on the website and in the Student Guide. The information in the Student Guide and on the college website​ applies to all students, regardless of program.

The Student Guide provides details regarding Student ServicesSafety and SecurityStudent Rights and Responsibilities and more. 

Welcome

Welcome to Conestoga!

We are proud of the programming we offer and the pathways that are available here at Conestoga.

Like you, more and more students are electing to further their education through online study, given the many benefits it provides. As a program offered through OntarioLearn, the course material is accessible 24 hours a day, 7 days a week, and is ideal for those who are unable to attend regularly scheduled classes. You can take courses from the comfort of home or almost anywhere, accessing the program courses at your convenience.

Our faculty members are chosen not only for their subject matter expertise, but also for their passion for adult learning through the sharing of their knowledge and experience. Whether it be in a face-to-face, mixed, hybrid or online environment, our faculty have the teaching expertise to help you succeed in your educational goals.

I wish you the best in your studies and encourage you to contact us if you have any questions about the program.

Sincerely,

Sandra Schelling
Executive Dean, Workforce Development, Continuing Education and Online Learning

Program Staff Contact Information

Executive Dean, Workforce Development, Continuing Education and Online Learning
Sandra Schelling
Doon Campus, Welcome Centre
sschelling@conestogac.on.ca

Manager, Workforce Development, Continuing Education and Online Learning
Raluca Lazar
Doon Campus, Welcome Centre
rlazar@conestogac.on.ca

OntarioLearn Co-ordinator
Debbie Richardson
Doon Campus, Welcome Centre
drichardson@conestogac.on.ca

Program Contact
OntarioLearn department
OntarioLearn@conestogac.on.ca

Program Faculty
Contact information for faculty will be provided on the first day of related courses.

Communication and E-mail Requirements

Conestoga College student e-mail accounts are used to communicate with students. Students are expected to regularly check their student e-mail accounts, as well as their OntarioLearn course e-mail accounts. Faculty will not respond to e-mails from non-Conestoga e-mail addresses unless they are within the OntarioLearn course.

College Hours

The College is open and offers classes seven days a week.

Program Overview

Program Description​

This program is designed to provide administrative professionals in health care settings with the basic skills required to accurately transcribe common medical records and reports at an introductory level. It focuses on acquiring the foundations of written medical terminology, applying accurate keyboarding skills to a variety of medical documents, and introducing students to medical transcription standard practices, including styles and format.

Program Design

​Students can find their program design on the Student Portal by following the steps below: 

  1. Log in to Student Portal​
  2. Click on ‘My Courses’ tab
  3. Select ‘View Progress Report’ button Courses are listed by level/semester

Program Learning Outcomes

  1. Develop the medical language, grammar, and formatting skills required to effectively transcribe a variety of medical reports at an introductory level
  2. Follow industry standards to produce accurately transcribed medical reports from files at an introductory level

Program Technology Requirements

Program technology requirements are posted on the program web page. Students in hybrid delivery courses will require a device, webcam functionality, and reliable Internet access. 

Equipment, Supplies and Texts

For the most current listing of the required textbook(s) and/or supplies for each course, please visit the Course Details page.

Academic Information

Program Enrolment

Did you know that in order to graduate from this program, you must first submit a program application for acceptance? 

Why should you complete a program application and be accepted in to this program?

  • You will receive course and program communication updates
  • Credit for courses which are part of your program will be honoured despite program requirement changes

For more information, please see the Program Application Form.

Academic Dates

It is the student's responsibility to be aware of various important academic dates throughout the year. These academic dates are posted on the college website.

Please note that Continuing Education courses and Apprenticeship programs may have different start dates and exam dates for courses. 

Course Add/Drop

For more information regarding course add/drop, please refer to the Continuing Education Part-time Studies section of the Student Guide​ located in the Student Portal.

It is strongly recommended that students consult their program co-ordinator or administrator prior to dropping a course for more information. 

Credit Transfer, Pathways & PLAR

Conestoga recognizes you may have formal post-secondary education that may allow you to enter a program at an advanced level or provide for individual course exemptions. To ensure your credits are eligible for transfer, please contact our Credit Transfer Office at: credittransfer@conestogac.on.ca. 

The Credit Transfer Policy and Procedure are available on the college website.

For more information, visit the Credit Transfer webpage and the PLAR webpage.

If you are currently a Conestoga student and want to continue studying at Conestoga, there are a number of different pathway opportunities available to you.

Whether you wish to transfer to another program or apply to a new program after graduation, Conestoga has established pathways, to help you meet your goals.

Conestoga College has articulation agreements with many domestic and international institutions. These agreements allow students to transfer into a specific program with advanced standing. Students must meet the academic requirements stated in the agreement.

For more information regarding pathways at Conestoga, contact the Credit Transfer Officer at 519-748-5220 ext. 2166.

OntarioLearn Courses

Courses delivered through OntarioLearn are a collection of shared online college courses. Due to curriculum sharing, OntarioLearn courses at Conestoga College are not eligible for PLAR.

Awards

Visit the Financial Aid and Student Awards Office on Conestoga's website for more information.

Attendance and Program Expectations

Working Together to Plan Your Success

Your success matters!  Regular, punctual attendance, and active participation in scheduled classes, field and clinical placements, labs and any on-campus and off-campus activities scheduled by your program will help you to understand and master the learning complexities of your program.

If extenuating, unplanned circumstances require you to miss a class or an assessment, please note that it is your responsibility to follow up with individual faculty members prior to the class/assessment and access any missed information.

Attendance for Evaluations

Evaluations are critical components of each course and your overall success in your program. It is your responsibility to attend all evaluations (e.g. test, exam, presentation, etc...). If there is a concerning pattern of absence from evaluations across your program, you may be asked to meet with the Program Coordinator and/or Student Advisor to discuss strategies for success.

While circumstances such as religious holidays and academic accommodations may necessitate rescheduling of evaluations and will be accommodated, please note that there will be no special arrangements made for rescheduling evaluations due to personal conflicts such as work, commuting, or vacation plans.  

Faculty Responsibilities

  • To communicate the dates of each evaluation at the beginning of each semester through the Instructional Plan.
  • To communicate, in writing, any unplanned extenuating circumstances that may require changes to the course schedule.
  • As per the Religious Holiday Procedure, provide alternative evaluation arrangements for missed evaluations due to recognized religious holidays as defined by the College Employer Council.
  • To provide all accommodations requested by Accessible Learning.
  • To consider alternative evaluation requests in good faith and examine the unique circumstances (e.g., unexpected family obligations, personal emergencies, etc...) and collaboratively determine an appropriate solution.
  • Note, do not request doctor's notes from students.

Student Responsibilities

  • To review the instructional plan and familiarize with the dates of evaluation.
  • As per the Religious Holiday Procedure, inform your faculty member in writing that the religious holiday defined by the College Employer Council will occur during the semester and may require considerations for evaluations to be rescheduled.
  • If you must be absent from any scheduled evaluation, report your absence on the Student Portal using the procedure below. You must do this prior to the start of the evaluation or risk receiving a mark of zero.

How to Report Absences on the Student Portal

  1. Log into the Student Portal and click on the 'Absence tab'.
  2. Indicate whether or not there is an assessment scheduled on that day by clicking 'Yes or No', as well as the reason for the absence (illness or other).
  3. Click 'Continue' to report the absence.
  4. Click 'I agree' to confirm the absence.
  5. You will receive a confirmation email that your absence has been recorded.

Important! Please note the following:

  • The earliest you can record an absence for a particular day, is after 8:00 p.m. the day before. You must report each day you are absent.
  • The Absence Recording System will show you as being absent for the day, starting from the time that you recorded the absence. For example, if you record your absence on a specific day at 11:00 a.m., the system will show you as being absent for all classes starting after 11:00 a.m. that day.
  • If you are going to be present for any other classes on the day for which you recorded an absence, please let the faculty member know by attending or following up by eConestoga or college email.
  • As soon as possible, email the faculty member associated with the evaluation you missed and arrange for appropriate follow-up. 

Documentation for Absences

Conestoga recognizes that unexpected circumstances, such as brief illness, do arise during the term. As a visit to a health practitioner may not be necessary or possible, we do not ask you to provide a doctor's note except in exceptional circumstances.       

If the evaluation cannot be rescheduled, (e.g., experiential activity, lab, or a group presentation) your professor may provide you with a revised assignment or allocate its marks to another evaluation item, so long as the combined total does not exceed 40% of the course grade. This will be communicated to you by email.

Attendance

The attendance policy varies from course to course. For more information, please refer to your course outline.

What is Academic Integrity?

Having academic integrity means acting fairly and honestly when engaging in academic activities. 

By having and applying an Academic  Offences Policy and Procedure, Conestoga ensures graduates complete their studies fairly and honestly through hard work and dedication, and thus are well-prepared for their future careers.

Copyright at Conestoga 

Conestoga facilitates access to print, media, and electronic resources to support and enrich learning, teaching, and research in compliance with the following:

Plagiarism

Plagiarism is submitting or presenting work of another person(s)/organization in whole or substantial part as one's own without proper citation and referencing.

​​​​Evaluations (deadlines, tests, and examinations)

Copying and plagiarism of assignments will be dealt with in accordance with College Policy regarding Academic Offences Policy.

​Students are responsible for meeting all course deadlines with respect to course assignments, projects, and examinations.  Attendance for exams and tests is mandatory.  If an exam or test is missed, then a grade of 0% will be assigned and a re-write will not be permitted.  Requests for an extension will be considered for extenuating circumstances and supporting documentation may be required.

Academic Progress Through the Program

Academic Progression

The college's approach to academic progression is governed by the Promotion Decision Procedure.

A student's academic achievement results in a promotion decision, such as eligible to continue, graduate, and discontinued.

Progress from one level to the next in a program is dependent upon the successful completion of courses and/or meeting program promotion standards.

Academic Standing and Promotion

Students are required to successfully pass all courses by meeting the specified minimum requirements in order to continue with the program.

Clearance of Academic Deficiency

OntarioLearn courses are not eligible for supplemental evaluations.

Academic Probation

For more information, visit the College Policies, Procedures and Guidelines ​webpage then click on the Academic Administration side tab and search for the document entitled Promotion Decision Procedure. ​​

Academic Assistance

Academic assistance is available to students through a variety of avenues. The program co-ordinator or administrator can advise students on specific program and course information such as adding/dropping courses, etc. Access the Conestoga website for assistance provided through Accessibility Services​. ​

Re-admission Requirements

Re-admission to a program is not automatic. If a part-time student is re-applying to a different version of a program, they must submit a completed Program Application Form to the Registrar's Office and pay the application fee.

Discontinuance

Students may be discontinued from a program if they do not meet specific academic standards.

For more information visit the College Policies, Procedures and Guidelines​ webpage then click on the Academic Administration side tab and search for the document entitled Discontinuance Procedure. ​

Program Progression

Students actively registered in cohort delivered programs who take longer than the designed program length of time to complete their studies are accountable for completing any new or additional courses resulting from changes in the program of study. Unless otherwise stated, students registered in non-cohort delivered programs must complete the program of study within three (3) years of being admitted to the program.

Graduation

Students are eligible to graduate upon completion of all academic requirements in their program of study.  Please contact the Registrar's Office for more information. 

Student Engagement

Program Advisory Committees (PACs)

Program Advisory Committees (PACs) provide the necessary link between Conestoga and the community it serves. PACs operate in an advisory capacity to Conestoga administration with the objective to keep Conestoga responsive to current and future workforce needs, trends or opportunities in industry and the marketplace.

All post-secondary education programs of study at Conestoga, both full-time and part-time, which lead to an employment related credential, or are approved by the Ministry of Colleges and Universities (MCU), will be associated with a PAC, with the exception of apprenticeship and pre-apprenticeship programs. For any program not leading to an employment related credential, such as foundation programs, PACs are optional.

At the beginning of each year, the coordinator(s) of the program will ask for student volunteers. The coordinator(s) will select which student(s) will represent the program at PAC. Student attendees are important members of the PAC and are expected to be present at all meetings and are responsible for preparing and submitting a report based on guidelines provided by the program coordinator.

Students who participate in PACs will receive credit on their Co-Curricular Record (CCR) . Your CCR is an official document, complementary to your academic transcript, which recognizes and records learning that you have achieved through approved Co-curricular experiences at Conestoga.

​Student Feedback

Student feedback is an essential component of our continuous improvement process.  

Student Appraisal of Teaching ​

The OntarioLearn Evaluation Survey allows direct feedback from students on teaching f​or a particular course. Completion of the survey gives teachers and academic managers valuable information. 

Students complete an electronic copy and a summary of results is prepared by OntarioLearn. The report is sent to the Academic Manager who shares the report with the faculty member AFTER all marks for the semester have been collected. ​

Policies and Procedures

​​Student Protection Acknowledgement

A Student Protection Acknowledgement confirmation pop-up will appear when a student logs into the Student Portal on a yearly basis. This will direct students to policies and procedures relevant to their academic responsibilities. All Conestoga College wide academic policies and procedures are listed on the college website under "About Conestoga", "Policies and Procedures". 

Students are advised to review and comply with all policies and procedures, including the following:         
  • Academic Dispute and Resolution Policy & Procedure
  • Academic Offences Policy & Procedure ​
  • Clearance of Academic Deficiency Policy & Procedure
  • Convocation Procedure
  • Co-operative Education Policy
  • Discontinuance Procedure
  • Evaluation of Student Learning Policy & Procedure
  • Grading Procedure
  • Program and Course Withdrawal and Refund Procedure/International Student Withdrawal and Refund Procedure
  • Readmission Procedure
  • Religious Holiday Policy & Procedure
  • Student Expectations for Online Engagement
  • Student Feedback Policy
  • Student Fees Policy & Student Fee Invoicing and Payment Procedure
  • Student Rights and Responsibilities Policy & Procedure

Students must follow all of the policies and procedures for Conestoga College and it is expected that faculty will accept, fulfil and enforce these standards.​​ 

Web-based Tools

​Program courses may use web-based services with data centres outside of Canada. Students may be expected to complete assessments where information is transmitted outside of Canada. Students who do not wish to submit their information to other countries have the right to opt-out. It is the responsibility of the student to notify the instructor if they, in the first week of term or at the time assignment details are provided, wish to submit an alternate assignment.

Course examinations may be administered through a remote proctoring service to assure academic integrity. Ensure that you meet the system requirements that will allow the recording of your computer screen, webcam, and microphone.

Accommodation Disclaimer

​Conestoga College provides an equitable environment where all students have the opportunity to participate in College life. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, Conestoga recognizes its responsibility and legal obligation to provide education, information and services in an accessible manner.

Conestoga's Accessible Learning services provide support for students with permanent and temporary disabilities who feel they are encountering barriers to learning. They work with students to understand the impact of a disability in the college environment and will help develop a success plan that considers student goals and required academic accommodations. Accessible Learning will also communicate necessary accommodations to professors on behalf of the student. 

To consult with an Accessibility Advisor about accommodations please make an appointment by emailing accessibility@conestogac.on.ca or calling 519-748-5220 ext. 3232.

Exceptions for non-accessibility focused issues need to be consulted on with your professor. Final approval for exceptions unrelated to academic accommodations rests with the program chair.

Program Handbook Revision Log

​​​​​​​​​Revision DateSummary of changes
14 June 2023
Updated per CCQI
1 June 2022
Updated per CCQI
​7 July 2021
Updated per CCQI​​
​2 May 2019
​Updater per CCQI
​25 May 2018​Updater per CCQI
28 June 2017Original handbook creation
Medical Transcription Essentials