Record Retrieval

Do you retrieve paper and digital records?
Yes! We can retrieve both paper and digital records. Additionally, we can deliver retrieved records however you need them – either digitally, as hard copies, or a combination of both. 

Do you offer records organization and other related services?
Our team can provide summaries, records analysis, and record organization upon request. This includes: 

• Patient Demographics Review: Verification of the patient’s name and DOB on each page. 
• Medical Summaries: Summary of medical charts by a physician or nurse. 
• Medical Billing Summaries: Summary of billing pertaining to the case, including out-of-pocket patient expenses, insurance payments, write-off amounts, and more.  
• Deposition Transcript Summaries: Summary of deposition transcripts in narrative format. 
• Chronological organization of records.
• Custom summaries of medical documents available upon request. 
• Indexing and hyperlinking solutions for enhanced ease of review. 
• We can identify additional medical provider information within retrieved medical records to help you assess if records should be ordered from those providers. 

How much does it cost to retrieval medical or other types of records?
We offer a wide range of record retrieval services, including organization and management assistance. Each request is unique, making it difficult to provide an estimate. Our rates are competitive and transparent, and we have a dedicated team of professionals who work diligently to help ensure you have the records you need, when you need them.

Is your record retrieval process HIPAA compliant?
Of course! Not only is our retrieval process HIPAA compliant, but we also offer a SOC 2 Type 2 and HIPAA compliant Client Portal for rapid, central access to request records and view obtained records.

How do you manage HIPAA compliance?
Ensuring HIPAA compliance starts with authorization. Protected Health Information, along with personal information, needs to be authorized for release by the affected individual or their guardian in order to remain compliant. Across our organization, we employ industry-leading security, including:

• A 24/7 Network and Security Operations Center
• Redundant and geographically dispersed data centers
• We follow the NIST Cybersecurity Framework for policies, procedures, and controls
• SOC 2 Type 2 compliance 
• End-to-end encryption on transmitted files 
• Attestation from reputable independent auditors of all systems, processes and controls
• Intrusion detection and prevention systems
• Third-party penetration testing
• Incident response plan that is vetted by independent cybersecurity incident response experts
• Frequent backups and replication across multiple, geographically dispersed datacenters
• Disaster recovery plan

How are records delivered?
Digital records are delivered via our highly secure, SOC 2 Type 2 and HIPAA compliant Client Portal. If paper records are requested, we will deliver those via certified mail. 

Can you retrieve x-ray records?
Yes, we can retrieve x-ray records. They are delivered via our secure Client Portal so you can easily view, download and save all radiology image types. 

Do you offer a Client Portal for ordering records?
Yes, our Client Portal is available 24/7 for ordering records, checking the status of existing orders, and viewing obtained records. The portal is SOC 2 Type 2 and HIPAA complaint to keep your confidential case and client data secure. In addition, the Client Portal enables you to: 

• View and download retrieved x-ray records
• Mark records as “viewed” for enhanced organization and collaboration between team members 
• Search repository by keyword or phrase to view each record with the searched keyword or phrase highlighted for quick and easy review
• Batch upload of multiple record request orders at once 
• View and easily pay invoices
• View and easily pay invoices

How can I track the status of my record orders?
Our secure Client Portal will provide you with status updates on your requests. You can also contact your dedicated retrieval specialist for an update on your project.

How fast will I get my records?
Our goal is to deliver records in 30-40 days based on hold periods and location compliance.You can log into our secure Client Portal at any time to check the status of your request. 

How does the record retrieval process work?
After receiving the records request via the secure U.S. Legal Support Client Portal, our team verifies locations for accuracy and sends the subpoena/authorization packet per jurisdiction rules.  Next, we make direct calls to the custodian of records and pay for the records if required.  Finally, once received, we quality control each page to assure the request is accurate based on patient, timeframe, and record types. Records are then uploaded into the Client Portal and the requesting client is notified.

Can you retrieve records from medical providers outside of the United States?
Yes, we can retrieve records outside the United States with proper authorization and based on the specific rules and procedures of the nation we are retrieving from.

Are you able to guarantee the retrieval of all records?
We are committed to getting you the records you need for your case and work diligently to do so. Our team of professionals will follow-up with providers as needed to retrieve the requested records. If we receive incomplete or incorrect records, we will follow up with providers until we can solidify complete records. If a provider refuses to comply, we work closely with our clients to determine the best strategic plan to address the provider.