Key Takeaways
- RRS delivers every primary medical record type—clinical notes, imaging, billing, and more—through a fast, secure, and fully HIPAA-compliant process.
- A flat rate of $45 per request, combined with an average 15-day turnaround, keeps budgets predictable and cases moving without unexpected fees. Exclusions apply.
- The RRS client portal provides live status updates, automatic “No Records Found” certificates, and searchable, OCR-processed files for immediate use.
- Law firms, insurers, and life sciences teams reduce administrative time and gain a measurable ROI by eliminating provider follow-ups and unpredictable copy charges.
- End-to-end compliance—encompassing encrypted delivery, a documented chain of custody, and complete audit logs—ensures that records are court-ready the moment they arrive.
Why Medical Record Types Matter to Your Case or Claim
Attorneys, adjusters, and clinical research teams cannot afford incomplete or late records. Missed imaging reports can stall a personal-injury demand. Missing therapy notes can sink an insurance appeal.
RRS addresses these pain points by identifying, requesting, and delivering the exact record types—without surprise fees or endless follow-ups.
What Counts as a “Medical Record”?
A medical record is the complete documentation of a patient’s health history and treatment. Within that, the Legal Medical Record—the official version a provider releases for legal or regulatory use—matters most for courts and claims.
RRS knows how to navigate each facility’s definition so you receive every page you’re entitled to, the first time.
The Essential Medical Record Types We Retrieve
Core Clinical Documentation
- History & Physical (H&P) – Admission details, past medical history, and initial examination.
- Progress Notes – Daily provider updates on treatment and response.
- Consultation Reports – Opinions from specialists such as cardiology or neurology.
Diagnostic & Imaging Data
- Laboratory and Pathology Reports – Blood tests, biopsies, cultures.
- Radiology & Imaging Records – X-ray, MRI, CT, and ultrasound images plus interpretations, retrieved in native DICOM format when required.
Procedure & Treatment Records
- Operative and Procedure Reports – Surgical details and anesthesia notes.
- Therapy and Rehabilitation Notes – Physical, occupational, and speech therapy updates.
- Medication & Pharmacy Logs – Prescriptions, administration records, and refills.
Administrative & Financial Files
- Discharge Summaries – Final diagnoses and follow-up instructions.
- Billing and Charge Sheets – Itemized provider and facility fees.
- Consent Forms & Advance Directives – Legal authorizations, living wills, or Do-Not-Resuscitate (DNR) orders.
How RRS Makes Retrieval Fast and Predictable
- Proprietary Client Portal: Live, encrypted tracking with automatic “No Records Found” certificates.
- Flat $45 per Request: Transparent pricing covers request prep, HIPAA (Health Insurance Portability and Accountability Act) authorization review, and all follow-ups. Provider or copy fees are passed through at cost, subject to your pre-approval. Learn more about our flat rate fee exclusions here.
- Targeted Escalations: Our team uses provider-specific language and documented timelines to prevent bottlenecks—critical for busy litigation or high-volume insurance teams.
- Searchable Deliverables: Every page is Optical Character Recognition (OCR)-processed, allowing your staff to search by keyword instantly.
Industries We Serve
RRS tailors our retrieval processes to meet the complex needs of professional organizations. We do not provide retrieval services for personal requests. Instead, we specialize in serving the following sectors:
Law Firms & Litigation Support
From personal injury and medical malpractice to mass torts, workers’ compensation, and VA claims, lawyers and litigation support teams rely on timely and accurate medical evidence. RRS ensures you receive the proper documents in the correct format—so your strategy isn’t stalled by missing records or administrative delays.
Insurance Carriers & Claims Departments
Whether it’s disability claims, auto accident injury reviews, life insurance underwriting, or health insurance investigations, insurance processors rely on clear, complete medical histories. RRS accelerates claim resolution by streamlining access to all needed clinical and billing records while preserving confidentiality and compliance.
Life Sciences & Clinical Research
Pharma companies, biotech firms, and clinical research organizations (CROs) require high-integrity data sets for trials, regulatory submissions, and real-world evidence studies. RRS handles full-spectrum record retrieval—from hospital charts to lab reports and imaging—with audit logs and compliance standards to support research integrity.
Surrogacy & Fertility Agencies
In reproductive health and surrogacy workflows, precision and privacy are critical. RRS collaborates with agencies, fertility clinics, and related organizations to retrieve relevant obstetric, gynecologic, and general medical records in a secure and compliant manner—helping teams move forward with confidence.
Durable Medical Equipment (DME) Providers
DME suppliers must verify prescriptions, maintain accurate documentation for insurance billing, and support audits as needed. RRS assists DME providers by retrieving physician orders, medical justifications, and supporting records that substantiate the necessity of equipment, making it easier to stay compliant and maintain business continuity.
How does RRS help our clients?
- Reduced Write-Offs: Quicker records mean earlier case evaluations and more substantial settlement leverage.
- Lower Administrative Burden: Your staff spends less time chasing facilities and logging calls.
- Budget Certainty: A single flat fee per request simplifies forecasting and client billing.
- Compliance Without the Headache: All requests and deliveries follow HIPAA privacy and security standards. RRS maintains a documented chain of custody and encrypted delivery, with audit logs for every access, giving your team the defensible records that courts and carriers expect.
Conclusion
Whether you need a single discharge summary or a full multi-year medical history, Record Retrieval Solutions is built to deliver every medical record type quickly, securely, and at a flat rate. Faster retrieval drives faster case progress, lower overhead, and better outcomes for your clients or claimants.
👉 Book a demo today or contact us.
Moreover, you can use our Medical Record Retrieval Cost & Time Calculator to see your potential savings.
FAQs
How fast can RRS deliver records?
Our average turnaround time is approximately 15 days, depending on the provider and the type of record.
Is your service nationwide?
Absolutely. RRS retrieves records from hospitals, clinics, and imaging centers across all 50 U.S. states.
Do you cover the provider's and copying fees?
No. Provider’s and copying fees are not included in the flat $45 rate. We pass them on to you at no additional markup.Yes. We follow all applicable privacy laws to ensure the secure handling of sensitive information.
