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Reports Are Organized In Chronological Order

Coherent view of the medical history
Easy to review and analyze
Quickly find relevant information in the record
Speedy response to legal proceedings
Bookmarked and bates stamped pages
Allows faster case preparation and presentation
Summarizing, indexing, and search tools in place
Backup of all records

Types Of Records Requested

Physician Notes
Visit Notes
Radiology Records
Operative Notes
Anesthesia Notes
Billing Records
Emergency Notes
Pharmacy Records
Physiotherapy Notes
Gynecology Visit Notes
Psychology Notes
Delivery Notes
Occupational Therapy Notes

Checklist Before Outsourcing

  • HIPAA-compliant
  • All records in digital form and with proper backup facility
  • Speeds up the entire retrieval process
  • Ability to identify and request only specific records
  • Track all costs by case and individual for billing
  • Optimal resources utilization
  • Reducing turnaround time
  • Minimizing provider inconvenience

Our Team

Experienced and well-trained on communicating with medical records custodians at hospitals, clinics and physician offices.

  • Customer Service Team
  • Data Entry team
  • Initial Contact / Verification Team
  • Follow Up/Record Retrieval Team
  • Quality Assurance Team

Digital Format

This completely seamless online digital process is designed to manage huge volumes of medical records. A complete end to end workflow solution, meeting the challenges of maintaining relevancy, delivery deadlines, data security with unprecedented client satisfaction rates.

Why Go Digital?

Medical records are required for legal settlements, lawsuits preparations, insurance purposes, as proof to be presented in medical-legal cases. Generally, only medical facilities have access to these records. This service helps us get the required medical records from medical facilities in a valid and authorized way.

  • Original integrity of the document is never compromised.
  • Searching is easy and quick to find the relevant information.
  • Sharing is simple, fast, inexpensive with thorough confidentiality and privacy.
  • Cloud-based storage saves infrastructure storage space.
  • Multiple ways of organizing records, such as chronologically for a coherent view of the medical history and category.
  • Complete secure protection ensures records being accessed by unauthorized individuals including data tampering or theft.

Customization

Authorization Template -

In some instances, medical facilities have their template of Authorization. We at Neural IT are very prompt in understanding these requirements before we place a request. The medical facility-specific authorizations are prepared, well-formatted and then these requests are placed. This again saves a lot of time and fastens the medical request process.

Prepayments -

Some medical facilities have a standard fee for requesting medical records, and they expect the customers to pay the fee before along with the authorization. We at Neural IT have developed a database of such facilities, so we are well aware. While requesting medical records from these facilities, we always make an effort to send them their pre-payment check so the process isn't delayed unnecessarily. In many cases, we call up the facility and ask if they require a prepayment and then process the request.

Mailing Requests -

Some medical facilities have a hard and fast rule of accepting requests and payment via mail only. Neural IT has made a special provision where we can mail the requirements using USPS. These USPS posts are then tracked regularly using the USPS Numbers and followed up. There is no additional cost incurred for these mail requests.

Specific Requirements -

Attorneys at times require some specific type of record, date-wise or medical provider-wise. We at Neural IT make it a point to check the received medical records to validate that the requirement is fulfilled. If not, we follow up with the medical facility till we get a satisfactory response or the requirement is fulfilled.

Benefits Of Outsourcing To Neural IT

Saves you time & money
Better resource allocation
Speeds up the entire retrieval process
Track every request
An automated way to flag problems
Shorter turnaround times
Missing records identification
HIPAA Compliant

FAQ

How are the records retrieved?

Records can be retrieved via mail, fax, CD, pendrive, secured emails

So, will I get my records immediately?

It depends upon the medical facility, generally turn around is 5 days to 30 days.

How do I authorize you for retrieving records?

By signing a Letter of Representation, between Neural IT and your organization

Will my patients’ information be secure?

Yes, information is secured and protected under HIPAA Authorization. Any violation is an offence.

Which countries are covered for records retrieval?

USA

I need my records right now, can you help?

We can try using Rush services of Neural IT. Rush services are charged more than normal as they include quick follow ups and actions.

Who can see my data?

Medical Provider, Neural IT and your organization, only these 3 parties have access to the information.

Where do I start ?

By registering on Entrust.

How do I ask another question that isn't listed here?

Mail us at [email protected]

How does the billing take place, weekly/monthly basis or case basis?

Monthly

What if I never get records?

When a request is placed, and due to some reason no medical records are retrieved, the request is cancelled and you will be charged a cancel fee. The appropriate reason for non-availability of medical records will be provided to you via a documented proof from that specific medical facility.

What is the fee charged ?

Every request is charged at $30 and when cancelled it is charged at $15. A certain deposit amount is needed to begin this service. This fee does not include medical provider charges and quality analysis charges.

Will I be charged even if I do not get any records?

When a request is placed all efforts are taken by Neural IT to process the request and get the relevant medical records, in case no records are available, the request fee is charged. At times, the medical provider also charge for processing the request so though they are not able to retrieve records, some charges are applied for the service provided.

How should I pay for the charges?

It is a one time deposit amount with Neural IT which Neural IT uses for paying all the charges, a monthly invoice with all the details will be mailed to you.

Will I get proper invoices for my retrieval services?

Yes, a detailed invoice mentioning every request charge, medical provider charge and quality analysis charge will be provided at the end of every month.

What will be the mode of receiving my documents?

Entrust is a secured application used by Neural IT for sending, exchanging all the records. These retrieved medical records will be sent via Entrust.

What if I get incomplete records?

The medical records once retrieved go through the process of quality analysis, where there is a thorough check done of what is requested and what is received. In any case, a lag is identified, quality concerns are raised with the medical facility and proper follow up is maintained until the desired output is achieved.

When does the charge get applied; before I get the records or after I get the records?

At times, facilities demand pre-payment and then they release medical records, in such scenarios you will be charged first. Rest of the times, it is a post-payment, where medical records arrive first and then payment is done.

How frequently do you follow up once records are requested?

Follow up is done on the 7th day, 15th day, 20th day, 25th day and 30th day. Post 30th day, a notice is sent to the medical facility for delay, provided it is a Hitech request.

Will I get an authorized document from medical facility for No Records?

Yes.

Free Trials of Demand Letters & Medical Record Review     
+ Get A 10% Discount On Your First Billing.
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