This 2016 To-Do List is a follow up of to our last blog on ensuring the adequate tracking of HIPAA compliance forms to avoid processing delays. You can read it here.
Before work gets hectic, consider the following 5 to-dos for your 2016 New Year list:
- Make sure that your clients understand exactly what is involved and what actions you are taking on their behalf to collect and retrieve their medical records. Let them know that a preparing a complete list of healthcare providers that they received care from will expedite the process. If this is not a pro bono matter, let them know that the exact fees associated with requesting, collection, processing and hosting these records will be a billable expense.
- Avoid relying on your likely over-worked staff to handle the process of medical records retrieval. It undermines their education, their skills, and time that they could be spending on billable work. Most of all, while they might not tell you, it can be downright demoralizing and counter-productive to have paralegals, associates and other members of the team chasing after healthcare providers for records.
- Realize the incredible value of having your medical records and related data available 24/7/365 when that data is hosted in a secure, US-based, encrypted server (with a reliable backup). Paper documents can be easily lost, misfiled, damaged or accidentally discarded, not to mention that access to paper documents is not available whenever you or your staff needs it.
- Consider the improvement in case processing, and more importantly the client satisfaction, by having ONE contact to handle all the healthcare providers associated with a matter. In a busy practice, the legal staff has to wear many hats, and billing for that sliver of time spent tracking the status of a record is not in the best interest of anyone, especially the client looking for an update.
- There are dedicated, professional record retrieval companies like Record Retrieval Solutions (RRS) whose sole business is requesting, collecting and following up on the status of a medical record request. Do keep in mind that nearly every law firm support provider has some type of medical record copy service added to their menu of offerings. Don’t be fooled. RRS has long-term relationships with healthcare providers large and small throughout California. This allows RRS to keep rates low, important for your practice with clients with low or no income to support their case. We realize that many firms think it’s easier and less expensive to assign the record retrieval and/or copying duty to someone on the staff, but we’ve proven many times that it is simply not the case. Or as we like to say “Keep Your Billable Staff Billable.”
Think how each of the suggested to-do list ideas can improve your law practice.
If you are already a Record Retrieval Solution customer, we thank you for your ongoing business.
If not, trying our service will deliver far more in reducing the hidden costs of Do-It-Yourself record chasing.
In fact we promise to prove this on your first order, or we’ll refund our fees. That’s a 100% guarantee. Think of this as our to-do.
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I personally wish you the best for a happy, healthy and prosperous 2016, and am happy to assist anytime with any questions or issues you may be having with record retrieval.