The platform
What is Vareque?
Vareque is a transcription, dictation and records-distribution platform for medical transcription service organisations, transcription companies, hospitals and private practices. It has been in continuous operation since 2002.
Who is the platform built for?
Hospitals and healthcare, law firms and legal, and law enforcement — together with the MTSOs and transcription agencies that run the workflow itself: many authors dictating in, many clients receiving finished documents out.
What products are in the suite?
V-DoX document management for records distribution, V-800T toll-free dictation, the VMax Android recorder app, the VAREQUE Desktop Uploader and V-FaX, plus the DSS File Explorer and the browser web uploader.
Dictation and capture
How do authors submit dictation?
Four ways, all landing in the same work pool: dial the toll-free V-800T line from any phone, record with the VMax Android app, push files with the VAREQUE Desktop Uploader, or upload from the browser or an FTPS drop folder.
How quickly is audio available after an author hangs up?
On V-800T, high-fidelity audio is available on the V-DoX dashboard almost instantly after the author hangs up.
What is the LID / PIN skip?
Up to three phone numbers per author can be registered in the skip database. The system detects the incoming caller ID and maps the call to that author’s record, skipping the prompts frequent callers would otherwise answer every time. Authors who are not recognised still pass the normal PIN check.
What file formats does Vareque handle?
Dictation is captured as DSS and WAV audio, and finished documents are delivered as RTF and DOC. DSS File Explorer lets you search DSS files by date of dictation and by keyword.
Can we obtain a dedicated toll-free dial-in number reserved exclusively for our practice, and what does it cost?
Yes. While all clients have instant access to Vareque’s shared nationwide toll-free line (+1-888-735-6188), you can provision dedicated toll-free numbers assigned exclusively to your practice or healthcare facility. Dedicated numbers route callers directly into your account with custom company greetings and scoped caller-ID authentication. Professional plans include one dedicated toll-free line, Enterprise plans include two, and additional dedicated lines can be added to any account for a flat $9.99/month with no long-term carrier commitments.
Can an author pause an in-progress dictation, hang up, and resume or finalize it on a subsequent call?
Yes. Callers can pause a recording at any time (pressing 2 or 8) and safely hang up. The system stores the recording in a held session directory so it is never prematurely filed as an incomplete job. When the author calls back, the IVR automatically detects the paused dictation and provides three options: (1) resume and append new audio to the session, (2) discard the hold and start fresh, or (3) submit the dictation immediately to the transcription queue and begin a new recording.
Can authors review and edit recent telephone dictations (append, insert, or re-record) directly over the phone?
Yes. Prior to transcription checkout, authors can manage their recent dictations through the phone IVR. The audio editor allows authors to listen, scrub back and forth, append new dictation to the end, insert dictation at a specific point, overwrite/re-record from the playhead, truncate trailing audio, or update metadata such as worktype, reference number, and priority. The job is temporarily locked during editing so transcriptionists cannot check it out mid-edit.
Pricing
How much does the platform cost?
Five hosted plans, billed monthly: Pay-As-You-Go at $0.00, Solo TSO at $19.99, Starter TSO at $49.00, Professional TSO at $149.00 and Enterprise TSO at $399.00.
Are there setup fees?
Pay-As-You-Go and Solo TSO have none. Starter TSO is $20.00, Professional TSO is $49.00 and Enterprise TSO is $99.00.
What happens once we go past our included lines?
Platform lines are included free up to your tier’s allowance — 2,000 on Solo TSO, 4,500 on Starter TSO, 10,000 on Professional TSO and 40,000 on Enterprise TSO. Beyond that, overage is billed per line at 1.2¢ on Pay-As-You-Go and Solo TSO, 1.1¢ on Starter TSO, 1.0¢ on Professional TSO and 0.9¢ on Enterprise TSO.
What does V-800T dial-in cost?
Per minute, and it drops as the tier rises: 13¢ on Pay-As-You-Go and Solo TSO, 12¢ on Starter TSO, 11¢ on Professional TSO and 10¢ on Enterprise TSO.
What does V-Max capture cost?
Per minute, on the same sliding scale as V-800T: 13¢ on Pay-As-You-Go and Solo TSO, 12¢ on Starter TSO, 11¢ on Professional TSO and 10¢ on Enterprise TSO. Both are carried on your plan card and quoted together in the calculator.
Which plan is right for us?
Solo TSO gives one transcriptionist or one practice a predictable bill, with 2,000 lines included and no setup fee. Starter TSO fits boutique agencies and solo MTSO operators with up to 5 active typists. Professional TSO raises that to 15 and adds multi-level QA workflow loops. Enterprise TSO removes the typist cap, adds unlimited QA accounts, custom help integrating an existing EMR/EHR, and dedicated V-800 toll-free blocks. If you are unsure, send us your real line counts and we will size it for you.
Does the Solo plan accommodate 50 or more dictating authors, or is an upgraded tier required for larger medical teams?
Yes. Vareque plans have no author headcount limits—a team of 50 medical consultants can be configured on the Solo plan if your agency operates with 1–2 transcriptionists. However, if your 50 authors generate substantial dictation volume, upgrading to Starter, Professional, or Enterprise tiers reduces your per-minute phone dictation rate (from 13¢ down to 10¢), lowers per-line overage costs, and includes dedicated toll-free numbers and multi-level QA accounts.
Security and HIPAA
Is Vareque HIPAA compliant?
Vareque operates as a Business Associate under HIPAA, mirroring the privacy responsibilities of health plans and medical groups, and applies the secure transmission, storage protection and accountability safeguards the Security Rule requires of clinical transcription platforms.
How is our data protected?
Voice files and transcripts travel over 256-bit SSL/TLS HTTPS, and audio files are encrypted at rest. Data and database nodes sit behind data-centre physical access limits, data segregation and custom credential policies, with network-level IP restriction lockdowns available on top.
Do you support multi-factor authentication?
Yes. Authors and staff can enrol in email, SMS or authenticator-app (TOTP) codes, or a combination of them. Resends are capped at five, and a code is rejected after five incorrect attempts.
Can we audit who accessed a document?
Every file action is logged with the full IP address of the requester, so a document’s chain of custody can be reviewed after the fact rather than taken on trust.
Does each author receive a unique User ID and Passcode, and can administrators enforce mandatory PIN entry on every call?
Yes. Each author is assigned a unique numeric User ID (Access ID) and a private numeric Passcode (Location PIN). While Vareque supports caller-ID recognition for convenient hands-free dial-in, administrators can enforce a practice-wide security policy that completely disables caller-ID PIN skip. When disabled, the caller-ID bypass is suppressed, and callers are required to enter their Access ID and Passcode on every call.
Where can we review and execute Vareque’s HIPAA Business Associate Agreement (BAA)?
You can review and execute our standard HIPAA Business Associate Agreement directly online at vareque.com/baa.php. Covered entities can enter their organization details, review all administrative, physical, and technical safeguard terms under HIPAA/HITECH, and electronically sign the agreement with instant confirmation and counter-signed PDF generation.
Can we establish an automated retention policy to permanently purge dictation audio after 30 days?
Yes. Practice administrators can set custom audio retention windows directly within the client policy settings, selecting 30, 60, 90 days (standard), or a custom retention threshold (minimum 30 days). An automated daily background worker securely purges audio files that exceed the retention window, satisfying data minimization and HIPAA compliance mandates while preserving completed transcripts and audit records.
Integrations, data and support
Can Vareque connect to our EMR or EHR?
Enterprise plans include custom help integrating an existing EMR/EHR, and the platform exposes a REST API, webhooks and file exports. We do not publish a list of certified integrations — tell us what you run and we will confirm the path before you commit.
How do we get our data out?
Through the REST API, through webhooks, or through file exports to your own server. Nothing has to stay on Vareque to keep working.
Can dictation audio files and completed transcripts be transmitted automatically to our servers via SFTP?
Yes. Vareque includes an automated delivery transfer dispatcher that pushes raw or processed audio files, finalized document transcripts, or both directly to your designated SFTP, FTPS, or standard FTP server immediately upon job completion or upload. Transfers support on-the-fly decryption, custom port routing, subdirectory rules, and automatic retry queuing.
Where do we download manuals and software?
The Downloads page carries the Author, Administrator, Transcriptionist and Quality Control Specialist user manuals, plus DSS File Explorer, VS Genie, the VMax Android app and the VAREQUE Desktop Uploader.
How do we get support?
The Help Center covers the common issues. For anything else, use the contact form or email sales@vareque.com — for a critical issue, include the date, the time and the exact steps to reproduce.
Is the dictation platform accessible 24/7/365, and where can we verify system uptime?
Yes. The V-800 toll-free dictation service and the V-DoX cloud platform operate 24 hours a day, 7 days a week, 365 days a year across redundant tier-1 telephony carrier trunks. We perform continuous automated health probes every 60 seconds and publish real-time status, rolling availability figures, and incident history publicly on our System Status page (status.php).
How do we check whether the platform is running right now?
The public System Status page reports the health of the website, the author portal, the V-800 toll-free dictation line, the secure upload path and the underlying platform, from probes taken every 60 seconds.
VAREQUE
