Key Takeaways
- RRS offers flat-fee pricing at $45 per request, but the provider and copying fees are not included. It is passed on to the clients at no additional markup.
- Fast delivery nationwide with an average turnaround of about 15 days.
- HIPAA-compliant—full audit trails and secure chain of custody.
- RRS offers comprehensive medical record retrieval services that are tailored for law, insurance, life sciences, surrogacy, and other agencies or organizations that need help with medical record retrieval.
What Are Medical Record Retrieval Services?
Medical record retrieval is the professional process of requesting, tracking, and securely delivering patient records from healthcare facilities.
Record Retrieval Solutions (RRS) is your trusted medical record retrieval partner, managing every step—from provider-specific requests to certified, ready-for-delivery records—so your team can focus on strategy, not paperwork.
Who Needs Medical Record Retrieval?
Attorneys, insurance teams, life sciences companies, and surrogacy agencies all rely on timely, accurate patient records. Whether you’re preparing a lawsuit, processing claims, supporting a clinical trial, or managing intended-parent cases, complete records are critical for outcomes and compliance.
When Speed and Compliance Matter Most
Post-pandemic staffing shortages have slowed hospital response times. Industry averages hover near 30 days, but RRS consistently delivers in about 15 days. This faster turnaround helps:
- Law firms close cases and negotiate settlements sooner.
- Insurance carriers shorten claim cycles, improving customer satisfaction and reducing loss ratios.
- Life sciences teams meet strict regulatory deadlines for FDA submissions and clinical trials.
RRS Medical Record Retrieval Services
Law Firms & Litigation
- Court deadlines and negotiations often stall when hospitals release incomplete or disorganized files. RRS accelerates access with a 15-day average turnaround time and delivers certified, court-ready packets complete with live deficiency tracking so attorneys stay ahead of discovery.
- Our flat-fee pricing removes unpredictable per-page charges, helping firms protect margins while focusing on strategy instead of endless follow-ups with providers. Moreover, we do not mark up the costs for the provider and copying fees. Enjoy no hidden fees.
Insurance Claims & Underwriting
- Extended record cycles slow claims and frustrate policyholders. RRS integrates directly with major claims platforms, providing real-time status updates and secure delivery that shortens claim cycle times and boosts customer satisfaction.
- A flat fee rate of $45 per request and automated escalation protocols keep costs low and prevent the delays that erode combined ratios.
Life Sciences & Clinical Research
- Regulatory agencies demand complete, verifiable data for trials and post-market studies. RRS maintains a whole chain of custody and aligns with 21 CFR Part 11 requirements, ensuring every record stands up to FDA or EMA scrutiny.
- Our nationwide reach and strict HIPAA safeguards provide research teams with reliable access to complex, multi-site medical histories, ensuring compliance is not compromised.
Surrogacy & Fertility Programs
- Fertility and prenatal timelines can be derailed when OB/GYN or clinic records arrive late. RRS retrieves sensitive documentation quickly and securely, protecting the privacy of all parties.
- Real-time portal tracking keeps intended parents, agencies, and clinics informed at every step, preserving trust and meeting critical milestones.
Why Organizations Choose RRS
Transparent, Flat-Fee Pricing
RRS offers a fixed $45 flat rate per request (covers provider communication, follow-ups, payment handling, upload, and QA), excluding provider and copy fees (charged to clients at no markup fees) and additional add-ons like OCR.
Fast Turnaround Time
Our nationwide network and proprietary client portal make it possible for RRS to maintain an average turnaround time of 15 days. Moreover, the built-in escalation protocols and pre-approved fee thresholds prevent the delays that drain budgets and client trust.
HIPAA Compliance and Audit Readiness
The Health Insurance Portability and Accountability Act (HIPAA) requires strict safeguards for Protected Health Information (PHI). RRS signs a Business Associate Agreement (BAA) with every client, applies the Minimum Necessary Rule, and maintains complete chain-of-custody documentation—meeting the recent federal update that tightened the response window from 30 to 15 days.
How to Evaluate a Medical Record Retrieval Partner
- Operational fit: Can the provider meet your average request volume and SLA needs?
- Technology: Does the platform offer 24/7 visibility and secure delivery?
- Compliance: Is the vendor HIPAA-certified and audit-ready with a signed BAA?
- Pricing clarity: Are costs flat and transparent?
RRS checks all four boxes, making it a trusted partner for legal, insurance, and research teams across the nation.
Conclusion
Selecting the right medical record retrieval partner can significantly impact case timelines, claim payouts, and regulatory compliance. With industry-specific services, flat-fee pricing, a 15-day average turnaround, and airtight HIPAA protocols, RRS is the partner built to streamline your process and safeguard every record.
Book a demo or contact us to see how RRS can reduce delays and costs for your organization.
FAQs
What are the complete exclusions on the $45 flat fee?
- Provider-imposed fees (per-page, certification, postage, portal charges)
- Legal work beyond retrieval (drafting subpoenas, filing, etc.)
- Add-on services (summaries, billing analysis)
Is the service HIPAA compliant?
Yes. RRS signs a Business Associate Agreement and follows all HIPAA privacy and security rules.
Do you notify us if a provider charges extra fees?
Yes. RRS, we will communicate about the extra fees to you as soon as possible.
What’s the difference between flat-fee and per-page pricing?
Flat-fee pricing creates predictability, while per-page models can drive up costs for large files. RRS uses a $45 flat fee, with provider charges passed through at cost.
How do you handle “no records found” situations?
If a provider confirms that no records exist for the specified request, the provider will issue a formal “No Records Found” certificate, and RRS will share it with the client at no charge.
