Retrieving records is crucial in legal and insurance work. But it’s a time-consuming task that requires multiple follow-ups and knowledge of the laws and regulations on retaining and releasing records. That’s why many law firms and insurance companies in the United States outsource their record retrieval needs.
To find out whether it’s time for your organization to take the same route, here are four signs to look out for:
#1 Losing track of record requests
Every insurance claim and legal case typically requires multiple records from different custodians. For example, to file a personal injury case, you’ll need several documents, such as:
- Incident reports from the attending law enforcement and emergency services groups
- Medical records from the hospital
- Prescription billings from the pharmacy
- Personnel and payroll records from employer
And that’s only one case. But like most insurance companies and law firms, you’re likely catering to multiple clients simultaneously, so you may lose track of some concurrent record requests. Alternatively, if you partner with our specialists at Record Retrieval Solutions (RRS), you can check the status of all of your pending record requests 24/7 using our online portal.
#2 Missing or inaccurate records
Getting records requires a deep understanding of the following:
- Which custodian to contact
- What rules and guidelines to follow
- What forms to fill out
- What steps to undergo
Since these things differ for each type of document, it’s not uncommon for your in-house staff to make mistakes when obtaining paperwork. The result: you have incomplete or the wrong records with you.
For law firms, many cases cannot push forward if the relevant documents are incomplete. They may also miss a court-mandated deadline if they don’t have the right paperwork, which may result in court sanctions, less favorable case outcomes or dismissals, irate clients, or a damaged reputation. For insurance companies, claims cannot be processed unless all the required records are submitted.
On the other hand, if you work with RRS, all you have to do is submit your request using our online portal, and we’ll take it from there. We have intimate knowledge of how all the pieces of the document request and retrieval processes fit together, so you can rest easy knowing that you’ll get exactly the paperwork you need.
#3 Staff constantly pulled away from more valuable tasks
Obtaining records can easily take up so much of your in-house staff’s time — time that could have been better spent on tasks of higher value and priority. Make better use of their time and increase their productivity by letting us handle your record retrieval needs. We can even help you create detailed record summaries, indexes, chronologies, and other custom reports so you can evaluate cases faster and more accurately.
#4 Unpredictable record retrieval costs
Some law firms and insurance companies mistakenly think that they’ll be able to save on costs by hiring an employee dedicated to obtaining documents for them. But since the task is so time-intensive, the number of hours your staff spends on it can easily go beyond what you budgeted for.
In contrast, if you partner with us, you’ll be working with a team of specialists who can get the job done right away — in 12 days on average. We have developed personal relationships with patient care providers and records custodians, which allows us to effectively communicate with them and significantly speed up the records retrieval process.