The best dictation and speech recognition software 2026

1. Cost structure

Examine the total cost of the software, including licence fees, implementation costs, training costs and any recurring charges.

Establish whether it is a one-off payment or a subscription fee, and how that affects your budget in the long run.

2. Functions

Make sure the software offers every function your practice or hospital needs.

If users are to work at the computer as independently as possible, they need live speech recognition. Or will the texts still be checked by your secretariat?

Are dictations recorded only at the PC, or does dictating on the move have to be possible too?

Do you want to equip every computer with a high-quality dictation microphone, or do you want to use the smartphone as the microphone?

3. Infrastructure

Establish which PC infrastructure the dictation solution runs on. Is it a locally installed solution or a cloud solution?

If it is a locally installed solution, further consideration of security (firewall), backups and resilience is necessary. Bear in mind that locally installed solutions frequently bring costs down the line.

If it is a cloud solution, internet speed and resilience are of major importance.

Establish which operating systems are supported.

4. Scalability

Check whether the software is scalable as your organisation grows. You should make sure the software can still meet your requirements in future.

Do you intend to increase the number of staff and/or the number of sites in future? Are those requirements supported?

5. Integration with existing and future systems

Is integration with your existing primary system (practice, hospital or radiology information system) possible, or necessary? Integrations reduce the workload considerably. Some solutions do work smoothly without a specific integration, however. You should test the workflows together with your primary system.

If further steps in the practice system are needed after documentation, a configured workflow can prepare them. Unomed Flows structures dictation into report drafts; the clinician checks content and recipients before transfer or sending.

6. Artificial intelligence

Modern dictation solutions frequently use built-in speech recognition systems based on powerful large language models (LLMs). In a medical setting in particular, where sensitive patient data is processed, it is essential that the processing takes place exclusively at clearly defined locations that comply with data protection law. Vendors therefore have to ensure, not only contractually but also technically, that all applicable data protection requirements are met. That includes choosing suitable hosting locations, encrypted transmission and storage of data, and regular security reviews and audits.

7. Training and support

Take into account the training costs for your team, to make sure every member of staff can use the software effectively.

Examine the software's support options, in terms of response time, hours of availability and cost.

8. Updates and maintenance

Find out about the cost and the schedule of software updates and maintenance services. Are software updates included in the price or do they have to be paid for separately?

9. Data security and compliance

Make sure the software meets the data protection rules and security standards required for health data. Check in particular whether the data is encrypted in transit and at rest, whether it is transmitted securely and where it is stored. Is access protected by two-factor authentication? Establish as well which data is left behind on the end device and whether a “zero footprint solution” is part of the product. Is access logged?

10. References and ratings

Read ratings from users of the software. Ask for references and speak directly with other practices about their experience. Take the time to assess your future dictation software in live operation.

Consult the Unomed software comparison.

11. Requirements specific to your country

Consider local software. That way you make sure the statutory requirements and standards applicable in your country are met. In particular, data protection laws are not uniform internationally. The new Swiss Data Protection Act has fortunately been aligned with the European GDPR. Outside the EU, however, the legal position can differ considerably, which makes the corresponding solutions carry significant risk.

12. Long-term cost-benefit analysis

Carry out a cost-benefit analysis to make sure the software supports the profitability of your practice.

If your software supports the efficiency of your practice better than the alternative, then in most cases the additional cost will pay for itself quickly.