icon-pricing-01thetruth The Truth About Medical Record Copy Fees

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Back in 1989, when RRS founder Chuck Dart began working in the records retrieval industry, we’d only recently traded in our quill pens for Bics and dismantled the Pony Express. No one used email. Legal and insurance professionals typed out records requests and mailed them off for 25 cents each.

No one kept electronic records in 1989, either. Chuck spent his entire day running from one healthcare provider to the next, copying medical file after medical file overflowing with paper records. Thankfully, we’d also recently graduated from horse-drawn carts to motor vehicles!

Though our communication and transportation systems had improved, everyone involved in 1989’s methods of requesting and retrieving medical records spent a lot of time and money copying and transporting copious amounts of paper records.

Chuck and the rest of the world would wait another four years for Adobe to provide the ability to create and view documents as electronic PDF files. It took awhile for Adobe to catch on, but . . .

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By 1999, more than 100 million copies of Acrobat Reader were in use. People started dreaming of a cheaper, more efficient “paperless office” and taking steps to make it real.

Today, 20 years after Adobe made PDFs popular - and with governmental agencies spurring them to action - more and more healthcare providers are finally turning in the Bic pens and switching to electronic recordkeeping, too.

Chuck’s days of wrangling cumbersome files crammed full of paper records are becoming distant memories, like the Pony Express and goose quill pens.

Now, when providers respond to medical records requests, they rely on Adobe’s time-tested PDF file format to quickly and easily duplicate electronic records at little to no cost. Everyone involved, from the healthcare provider to RRS to you, avoids the costs of shipping, handling and duplicating paper copies.

It’s a win-win-win for everyone.

And yet …

Other records retrieval service providers continue to run their business like we’re still in the Wild West. They continue to charge clients per-page-copying fees to duplicate records even though they receive records as electronic files from healthcare providers from the start.

They enjoy the cost savings realized from working with electronic records. But they never pass the savings on to you.

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icon-pricing-02ourfee The RRS “Fair Pricing” Model

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We’ve retained a commitment through the years to fair pricing that doesn’t gouge clients for services they don’t receive.

That means absolutely no marked-up fees for providing copies of electronic records. Whether providers produce three pages or three thousand pages of electronic records, we pass the savings onto YOU.

Our Fair Pricing model presents a $35 FIXED FLAT FEE for handling all aspects of a typical records request including:

  • Prepare and send records request to facility.
  • Review HIPAA authorization for accuracy and completeness.
  • Timely follow ups on status until request is fulfilled.
  • Share progress notes of status check attempts through online portal.
  • Produce automatic certificates of “No Records Found.”
  • Provide licensed agents to pick up and copy or digitize records (in California only).
  • Ensure accuracy of patient and provider information and date ranges on records received.
  • Make your records available for download through our secure, encrypted online repository. Read more about our security.
  • No additional cost for follow up if records received do not meet your expectations.

icon-pricing-03whatabout What about paying the provider’s
medical records fee?

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Part of maintaining our seamless, fast records delivery service includes initially paying medical provider fees and copy service fees when required. Provider fees and copy service costs are added to your invoice.

We keep many provider fee requirements on file and keep requests moving quickly by automatically sending payment with your initial request to them.

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You can establish a threshold amount that will trigger us to ask you for approval before we pay a provider’s fee.

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If a provider’s fee is higher than the legal limit, we send the provider a copy of their state’s established fee limits and request compliance. If they refuse and the amount exceeds your set threshold, we ask for your approval before paying the fee.

icon-pricing-04supplemental Save Even More Time: Supplemental Services

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For EVEN MORE cost savings and stress relief, ask our specialists for any of these services available for an extra fee:

  • Organize records by provider, dates, or however you wish, and create a customized index.
  • Reduce your and your experts’ review time with a medical treatment timeline that includes hyperlinks to original source documents.
  • Evaluate your case faster and more accurately with professional medical records summaries.
  • Bates stamp records
  • Make records searchable with Optical Character Recognition (OCR)
  • Repost archived records to site
  • Deliver documents to opposing counsel or other third parties
  • Office of Disability Adjudication and Review (ODAR) exhibit file copying

icon-pricing-05billing Billing and Payment Options

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Part of maintaining our seamless, fast records delivery service includes initially paying medical provider fees and copy service fees when required. Provider fees and copy service costs are added to your invoice.

We keep many provider fee requirements on file and keep requests moving quickly by automatically sending payment with your initial request to them.

Contact us or call 866-211-7866 and select option 3 for a free, no-obligation, customized price quote.