21 Apr What Makes a Medical Records Company Reliable?
Book a Demo TodayIn fields like insurance and law, client trust is everything. The people you represent want to know you have their best interests in mind.
The same should be true of the organizations you work with. It’s just as important for you to have full faith in your third-party partners.
Medical record retrieval companies, in particular, require a high degree of reliability. Retrieval services must handle sensitive information with care and compliance, all while meeting your deadlines and budgetary goals.
The question is: How can you know if a record retrieval company is reliable? This guide explains what to look for, what to avoid, and why reliability is so crucial.
What Reliability Means in Medical Record Retrieval
A reliable record retrieval company is one you can trust with any request, no matter how large or complex.
Unfortunately, trustworthy partners aren’t always easy to find. For a record retrieval service to be truly dependable, they need three key qualities.
What makes a medical records retrieval company reliable is:
- Accuracy – Every request requires precision; even a single error can lead to rejection. The best companies have extremely low rejection rates.
- Speed – Under HIPAA regulations, healthcare providers have 30 days to provide access to records, though they may occasionally extend this timeframe to 60 calendar days. However, a reliable record retrieval company can often obtain records within a few days (though turnaround depends on numerous factors).
- Compliance – Perhaps most importantly, reliable companies adhere to all HIPAA, HITECH, and state-specific privacy regulations.
Dependable service is particularly crucial for legal and insurance outcomes. If a retrieval company is unreliable, attorneys and adjusters may face issues that can derail their case or claim.
The Risks of Choosing an Unreliable Provider
Working with an unreliable record retrieval company puts you at risk of several potential problems, including:
- Errors – Companies with too little experience—or too much on their plates—may fill out authorization forms incorrectly. These mistakes lead to reworks and rejections.
- Delays – Every rejection and missed follow-up adds days to your timeline. In law and insurance, delays are unacceptable. Missing a deadline can jeopardize an entire case.
- Non-compliance – Record requests that don’t meet HIPAA guidelines can be rejected or incur fines and criminal penalties. Even if the legal repercussions don’t fall on your firm, the reputational consequences will.
How Reliability Improves Operational Performance
The more reliable a record retrieval partner is, the smoother your day-to-day operations will be. A company that does the work quickly and correctly the first time will greatly reduce operational inefficiencies. Instead of waiting for a rework of a rejected request, professionals can receive records sooner.
The timely receipt of important medical records allows for:
- Earlier preparation of the case or claim
- Streamlined workflows (no following up necessary)
- Shorter claims cycles
In the end, reliability translates to better organization, which can lead to better case outcomes and more annual revenue.
Leveraging Technology for Consistent Performance
Reliable medical record retrieval for lawyers and insurance professionals is achieved, at least in part, through technology that supports accuracy and transparency.
The latest medical records retrieval solutions utilize features like:
- Real-time tracking – Progress updates let you track the status of any ongoing requests.
- Automation – Intelligent tools make it easier to search and organize thousands of records.
- Reporting tools – Analytics software can aggregate non-sensitive data from multiple sources and compile it into a structured report.
How to Avoid Common Vendor Selection Mistakes
Of course, finding a reliable record retrieval partner can be easier said than done. If you’ve never worked with a medical record retrieval service, you may not know how to discern the reputable ones from their counterparts.
When choosing a record retrieval vendor, follow these tips:
- Understand your requirements – Your needs are unique. Would you benefit from a secure portal that allows for anytime document access? Do you operate in multiple states? Make sure you find a partner with the features and services you need.
- Examine more than cost – Although an inexpensive contract may seem appealing at first, short-term savings often give way to long-term expenses. It’s more cost-effective to spend a little more doing something right once than it is to pay for multiple reworks.
- Do your due diligence – Before signing a deal, look into the company. Read as many case studies and unbiased reviews as you can find. And don’t be afraid to ask probing questions during sales conversations.
Choose Reliability to Ensure Better Outcomes
With a trusted retrieval partner on your side, you can approach every case and claim with complete confidence. Reliable companies can retrieve records faster, complete requests accurately, and comply with all the necessary regulations. For professionals, that means less work and better case outcomes.
If you need reliable medical records retrieval services, you need American Retrieval. With streamlined processes and competitive rates, our services allow your team to focus on strategic case work.
For over 30 years, we’ve been a reliable partner for countless law firms and insurance companies. Now, we can be a reliable partner for you, too.
Book a demo to see how we deliver accurate, compliant service.
Sources:
U.S. Department of Health and Human Services. How timely must a covered entity be in responding to individuals’ requests for access to their PHI? https://www.hhs.gov/hipaa/for-professionals/faq/2050/how-timely-must-a-covered-entity-be/index.html
