Module 05 · Records requests
Records and bills requested, chased and reconciled.
One combined records-and-bills request per provider, a checked HIPAA authorization, and follow-ups until it lands.
The problem
Why it's hard today
Records retrieval is the slowest part of a pre-suit case. Requests go out without a signed authorization, get lost at the provider, and nobody notices until the demand is due.
Outsourced retrieval services typically charge per provider request on top of the provider's own copy fees.
How it works
4 steps, start to finish
- 1
Build the provider list from the file
Providers come from intake, bills and the chronology, de-duplicated against your provider directory.
- 2
Check the HIPAA authorization
Signed, dated and not expired. If it is not, the request is held and the client gets an e-sign request instead.
- 3
Draft one request per provider
Records and bills in one letter, with the authorization attached, sent by email and, where enabled, fax.
- 4
Follow up and reconcile
A three-step follow-up cadence, then escalation. Received records are matched back and the board updates itself.
Approval: Every request and follow-up is approved before it is sent. You can approve a batch at once.
Questions
Records requests: FAQ
Does it send faxes?
Email sending works today. Fax sending is being enabled firm by firm and is off by default.
What if the provider sends records without bills?
The board shows records and bills as separate lines, so a partial response stays open until both arrive.
Is there a per-request fee?
No. Records requests are included in the seat price. You pay only what the provider charges for copies.
Start with one case. Keep the queue.
Open the sample firm and approve a records request, or set up your own workspace in a few minutes. Your firm signs our BAA in the app before any client records go in.