Chasing medical records until the set is complete
A request goes out with a signed authorisation, and then nothing happens. Providers route through release of information vendors such as Datavant or MRO, each with a portal and a prepayment step. What comes back is often the clinic notes without the imaging or the itemised billing, which nobody notices until a demand is being built. The chase is the work. Outstanding requests, expiring authorisations, unpaid invoices and partial sets are four different queues, and each one is worked differently.
The same client name is typed into the conflicts database, the practice management system, the document management system and the ledger, and a conflict is only found later if two people spelled it the same way.
A firm organises everything by matter, and the matter record is created by hand from an intake form. That single re-keying step seeds four systems, and because there is no shared identifier between them, every later reconciliation is a name match against human typing.
- Filevine
- Outlook
- Google Sheets
When this is the wrong thing to build
Pick something else if requests go to two or three providers who answer promptly, because then a shared list does the same job. This earns its place where records come from many providers at once and the file has to be complete before a demand or a disclosure deadline.
The constraint that shapes it
The conduct rules decide what may be automated here, and they are adopted state by state rather than nationally, so specifics have to be checked against your own jurisdiction. More on how this sector works.
A list of things that are missing, worked until it is empty. Read what this shape is, or start from one of these.
- Chasing a compliance file to complete
- Chasing a referral fee through to a closing you cannot see
- Chasing the warranty credit the distributor has not issued
- Clearing the HERS verification that holds a permit final
- Working an aging replacement proposal before it goes stale
- Turning uncategorised transactions into one question list
- How do I track which medical records requests are still outstanding?
- Does a HIPAA authorisation expire before the records arrive?
- Why did the provider send notes but not the imaging?
- How do I get an itemised bill from a hospital records department?
- What is a custodian of records affidavit used for?
Back to law firms, or see how this is priced and scoped.