Medical record retrieval and review is an important constituent of the discovery process in personal injury claims. In any case involving injury, medical records provide the evidence needed to argue the case. Therefore, having all the medical records ready at the earliest possible time is crucial when it comes to case preparation. The process of requesting and receiving medical records is time- and labor-intensive, requiring the attorney’s office to check each healthcare facility’s website for record release instructions and other formalities.
Many attorneys and law firms prefer to use the service of medical record retrieval companies to ease the process and ensure maximum efficiency. Being experienced providers, such firms are knowledgeable about the procedure to request medical records, and also regarding the unique rules prevalent in individual U.S. states regarding medical record requests. Moreover, they will also ensure that the different types of medical records that are relevant – medical chart, radiology records and X-rays, pathology materials and so on – are all obtained in a timely manner. This is the electronic medical record era, which has dramatically transformed the way medical records are retrieved. The electronic health record has enabled the use of complementary technology that enhances the entire record retrieval process.
We are talking of cloud technology.
Medical record retrieval services are now being increasingly provided via HIPAA-compliant, web-based, electronic health information exchange software. The system is secure because it requires you to log in with verified credentials in order to access the software. Another advantage is the valuable time saved with the use of a cloud platform for record requests and retrieval. Typically, healthcare providers are allowed a 30-day time frame to fulfil an authorized and approved record request. In addition, they also have a 30-day extension allowance. These consume valuable time. With an electronic health information exchange, the whole process becomes easy, fast, and secure and the process can be completed in a week’s time.
Let us consider the other advantages offered by an electronic health information exchange.
- When a record request is made, providers can access the software and respond to the request. The traditional time-consuming record request process via mail or fax can be avoided.
- Workflow automation and organized storage system also help save record retrieval time.
- All formats of medical imaging, scanned records and PDFs can be shared without any hassles. Medical records and data can be easily transferred across multiple practices and health systems thus ensuring better coordination and communication.
- Since the secure electronic platform allows providers to more efficiently and easily communicate with those requesting the records, unnecessary delays can be avoided. Issues such as wrong mailing addresses, and wrong authorization forms can be avoided.
- Another advantage is that providers are saved the concerns created by inaccurate payments and delayed checks. The electronic system enables them to follow state guidelines when setting their own fees and receive appropriate payments electronically on time. The traditional record retrieval process involves postage charges and labor costs, and is costlier than the electronic process. Also, there are other hassles such as mail delays, issues with authorization, and failed payments.
- Providers can eliminate the need for special installations and internal servers.
- Transparency is ensured because any authorized user can view the status of their request irrespective how and when the request was made.
- Law firms, medical record retrieval vendors, and insurers requesting medical records can benefit from reduced overhead expenses, and increased security.
- The electronic health information exchange platform is compliant with the latest security and privacy standards including HIPAA and HITECH Act. Auditable access control is provided for all records that are stored or in transit.
Needless to say, cloud-based electronic health information exchange platforms have revolutionized medical record retrieval services. It has made the transfer of protected health information easier and more secure. The automated process simplifies and adds efficiency to the steps of requesting the records, uploading the records, making the payment, and downloading them. Most importantly, top class physical, technical, and administrative safeguards ensure total protection to all data and personal assets.
