A Concierge Approach to Records
Traditional retrieval services are "order takers" that dump unorganized files into your lap. We provide a manual, investigative audit designed to uncover hidden provider value and maximize case recovery.
Onboarding & Access Setup
We begin with a 30-minute alignment call to outline your firm's specific file naming conventions and SOPs. During this phase, we set up a dedicated service account within your case management system to ensure secure access and internal oversight. We also set up a request log for notes on every provider touchpoint, or we log updates directly into your CMS containers if your firm prefers.
If you use Filevine
We function as an extension of your team on new or active matters. You can tag our service account on intake notes, liens, or assign us a task for us to:
- Identify missing or ancillary providers and initiate requests.
- Build out medical and billing containers.
If you use Clio
We work via direct task assignment. Once a case is ready for retrieval—at the start or pick-up mid-way—you assign the tasking to our service account. We handle the discovery, provider outreach, and document filing directly into the matter.
Email or File Servers
For firms who prefer a traditional handoff or work outside of a CMS, you can send assignments via direct email. We are also able to jump into active cases on your file server to pick up exactly where your team left off.
Investigative Retrieval
Once engaged, we audit the file and initiate all requests in under 48 hours. We don't just 'order'—we identify ancillary providers that standard lien searches miss, ensuring your demand is built on a complete clinical picture.
Strategic Follow-Up & Rapport
We maintain a scheduled tracking log for every request. By building professional rapport with ROI departments and following up at key intervals, we ensure your files move through the queue as efficiently as possible.
A Note on HIPAA Turnaround Times: While we ensure your requests are sent out within 48 hours, federal law (45 CFR § 164.524) allows providers up to 30 calendar days to respond. Our value is in ensuring no time is wasted on clerical errors or wrong custodians.
Financial Logging & Direct Filing
We rename every clinical packet and billing statement to your SOP and file them directly into your CMS (Filevine, Clio, etc.). We also handle provider invoice payments and upload receipts, ensuring every cost is ready for client billing.
Why "Cheap" Retrieval is Expensive
Standard Retrieval
- Orders only what you list
- Misses ancillary provider balances
- Uploads unorganized PDFs
- Passive waiting period
Our Concierge Service
- Identifies providers beyond the lien search
- Full clinical & billing packets
- Custom naming & CMS filing
- Proactive oversight & rapport
Pricing
Transparent rates with no long-term contracts.
Introductory Pilot
Trial our workflow on your next batch of provider requests.
- Full Discovery Audit
- Custom Naming & CMS Filing
- Invoice & Receipt Management
- HIPAA-Compliant BAA Included
Pricing
Standard and volume-based rates following the pilot phase.
- Full Discovery Audit
- Custom Naming & CMS Filing
- Invoice & Receipt Management
- HIPAA-Compliant BAA Included
*Excludes statutory provider/facility fees (passed through at cost).