Medical records retrieval
Medical Records Retrieval Services
Records and itemized billing are the evidence every lien reduction rests on. We request them, follow up until they arrive, check them for completeness, and hand your team an organized file.
Why it belongs with lien work
Retrieval and resolution are the same job.
Records retrieval is usually treated as an errand handled somewhere upstream of the real work. On a lien file it is the real work, because the record is what the reduction argument is built from.
- A reduction needs evidence
- You cannot argue that a charge is unrelated, duplicated, or already adjusted without the itemized ledger and the treatment record in front of you. Records are what turn a reduction request into an argument.
- Missing records stall disbursement
- A single outstanding itemization from one provider can hold a settled file open for weeks. Chasing those items is steady, unglamorous work that rarely fits a busy case manager's day.
- The same providers appear twice
- The offices holding the records are usually the offices asserting the balances. Requesting records and negotiating balances through one team means one relationship, one file, and no repeated explanation.
What we handle
From first request to organized file.
- Provider and facility requests
- We identify every treating provider, facility, imaging center, and billing entity on the matter and submit requests using your firm's executed authorizations.
- Itemized billing and ledgers
- We request itemized statements and account ledgers alongside the clinical records, because balance disputes are won on the billing detail rather than the summary.
- Persistent follow-up
- Requests are tracked and worked on a scheduled cadence, including re-requests, escalation to the correct custodian, and resolution of rejected or incomplete responses.
- Fee and invoice handling
- We manage custodian fees and prepayment requirements against your firm's instructions, so a records request does not stall over an unpaid invoice.
- Review for completeness
- Returned productions are checked against what was requested. Gaps, wrong date ranges, and missing providers are identified and re-requested rather than quietly passed along.
- Organized delivery
- You receive records indexed by provider and date range, in a format your team can drop straight into the case file.
What your firm provides
We work from your authorizations.
LIENEXIA requests records as an agent of the client law firm, under authorizations your firm executes with its client. We do not obtain records independently of your engagement, and the client relationship stays entirely with your firm.
- 01Signed HIPAA-compliant authorizations from the client, in your firm's preferred form.
- 02The provider list you already have, along with any records already on file.
- 03Relevant date ranges and the scope of treatment at issue.
- 04A point of contact for approvals on custodian fees.
Records in, resolution out.
Most firms send us retrieval and resolution together, because the records we gather feed straight into balance verification and the reduction requests that follow. We also take retrieval on its own where that is what your file needs.
Related: all lien resolution services, medical lien negotiation, and how our process works.
Turnaround depends on the custodian, the provider's own release process, and the completeness of the authorization. We do not guarantee a retrieval date.
Records holding up a file?
Let us chase the custodians.
Bring us the provider list on one matter and we will handle the requests, the follow-up, and the organizing.
Prefer email? Request a consultation.