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Record Retrieval > The Process

Submit Record Request
Clients will order the required records by fully completing our Request Form. This Request Form may be submitted via phone, facsimile, mail, or can be entered and submitted through our safe and secure website.

Notifications
We will communicate with providers to verify correct address and contact information as well as to determine any advance fees. This notification establishes a working relationship through personal contact, which will aid in future dealings with the provider and helps to avoid any possible future delays.

— Record Request is then issued to providers using one of the following formats:

Claimant Authorization Request
Consent form that is signed by the patient allowing the release of information.

— or

Subpoena Request
RRS will prepare the subpoena and deposition notices, which serve to notify all, involved and interested counsel. We will then contact the provider of records and serve the subpoena.

Request Follow-up
Our dedicated staff is fully trained to understand the retrieval process and will work hard to meet the needs of your firm. We will issue any advance fees as well as make any necessary arrangements in order to obtain the records as quickly as possible. In addition, we will provide a status report of all active requests. This report can be accessed through our web- link or you can request that it be mailed or faxed to your office.

Records Obtained
All records are checked in and the validity and completeness of the record is confirmed by our staff prior to the binding and labeling of the requested records.

Delivery of Records
All records are bound and labeled and also include a Certification of Records Custodian, which is completed by the provider’s Custodian of Medical Records. Also, all additional copies to other counsels are prepared and delivered at this time.

Invoicing
We offer flexible billing options to our clients. This enables the client to decide the method that works best for their firm. Many clients prefer to receive a consolidated monthly invoice, which enables them to cut one check per month and avoid the costly expense of issuing multiple checks. RRS will also generate a monthly statement report, itemizing all copying costs by defense or staff counsel.

Customer Satisfaction Guarantee
Commitment to Customer Satisfaction is our number one priority. Therefore, RRS will assign an inside paralegal to oversee all Insurance Company (and its defense counsel’s) request orders. We will also assign one of our account executives to act as liaison between RRS, defense counsel, and Insurance Company.

Customer Satisfaction Guarantee
Our commitment to Customer Satisfaction is our number one priority. Therefore, R.R.S. will assign an inside paralegal to oversee all Insurance Company and its defense counsel’s request orders. We will also assign one of our account executives to act as liaison between R.R.S., defense counsel and insurance company.

 

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– Record Retrieval

Duplication

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