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How to choose the right medical records retrieval service provider?

Medical records retrieval, in itself, is a very monotonous, time-consuming process. Imagine having to retrieve, organize, and summarize a huge volume of records, all while preparing the case for trial. Medical records retrieval service providers minimize the workload of attorneys and their staff by providing concise factual summaries. They ensure that the data is retrieved in a manner that is timely and compliant with the HIPAA guidelines. They are a great go-to option for attorneys and law firms who are trying to handle multiple cases efficiently.

Outsourcing Medical Records organization processes can help you reduce costs significantly. It also gives you the insights you need to prepare for litigation and be successful in reaching settlements. So how do you choose a reliable medical records retrieval service provider? Here are a few aspects that you should consider:

  1. Competency & Global Presence

The last thing you want while choosing a medical records retrieval service provider is a law firm offering records retrieval as an add-on service. Medical records retrieval is a specialized process that requires years of experience in medical records management, robust processes for organizing medical records, and an eye for detail. They should also be capable of understanding the stringent privacy laws underlying healthcare data retrieval in the US. Therefore, steer clear of firms who do not have a global presence or whose core competency is not records retrieval. Look for service providers with credentialed team members, focused on HIPAA compliance, with robust information security processes, and demonstrable experience in Medical Records Management.

  1. Retrieval Capacity

The size of a firm does not always determine their retrieval capacity. Any records retrieval company can request medical records from any provider. But what matters is the final release of the record. The release of records can become complicated when the volume increases. Therefore, it is very important to choose a provider who can handle large volumes despite the size of their team. Look for service providers who have processes that are compliant to HIPAA guidelines.

  1. Web-based delivery and Account Management

Scalability and Transparency of outsourced operations is very important. We function in a digital world; therefore, it is necessary to choose a medical records retrieval service provider who has a digital platform where you can see, demand or retrieve information 24/7/365 days. You should be able to monitor the productivity and performance of the outsourced team and watch the inventory levels. Work with service providers who can provide digital and secure delivery of medical record summaries through tools that are easy to navigate.  It is also important to ensure that they have dedicated personnel who can provide clarification, and assist, as needed.

  1. Knowledgeable staff

A great medical records retrieval service provider brings team members who are highly knowledgeable, efficient, and trained according to the various jurisdictions. The staff must be capable of developing an understanding of the needs of the clients. They should be able to identify and resolve issues that may lead to delays in settlements.

  1. Cost & Savings

Cost is one of the main criteria when it comes to choosing a medical records retrieval service provider. Outsourcing means utilizing outside resources so that the in-house staff can focus on more important activities. Since most service providers charge similarly, make sure that the amount charged is fair in terms of the firm’s requirement and volume. If you have a recurring volume of work, contract for the hours of work and set realistic service level expectations on the productivity of the agents. While transaction processing fee-based models i.e. pay-as-you-use models are provided by service providers, the easiest one to implement is FTE based pricing model.

More often than not, you will find that the offshore workforce is more productive and delivers a high-quality product. Strive to get into contracts that incentivize the outsourced services provider for good performance and set realistic service levels.

  1. Turnaround time

Each project has its nuances. Discuss the priorities with your service provider and set timelines to retrieve, index, organize and summarize records. Work with service providers who can provide you visibility to the process and provide a clear status of the inventory at each stage of the process cycle.

Outsourcing Medical Records Retrieval can boost your success rate and increase the number of cases you can deal with.

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If you are looking for a high-quality medical records retrieval services provider for your law firm, you have reached the right place. To connect with our consultants and learn more about how we can help you improve the success rate of medical cases, please fill the form below and we will be in touch.


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