Requesting Medical Records

[The Legal Support Advantage]

Does anyone actually request medical records as part of their service? If so, do you have the attorney's client send you the signed HIPAA authorization directly to your home address? Do you use the client's letterhead for the request? Do you have the medical provider send the records directly to you? If so, have you encountered any problems with that?

I need to find an effecient way to do this...or do you just have the onsite staff request the records and then scan them for you. It seems like I should be able to do it myself though.

Any thoughts or suggestions would be appreciated.

[joywilder]

I haven't ordered Med Recs - but I would imagine I would use the client's letterhead for the request (or one that you made up yourself strictly for this purpose).

Have the client send the signed HIPAA to a PO Box, rather than your home. Putting them on disc then giving them to the attorney would be optimal!

Interesting question!

[Masterspieces]

Having had to order medical records on my current job (I'm not a VA yet), I strongly recommend using firm letterhead, either provided or created to look just like theirs. You would order it on behalf of the attorney, signing their name with permission/authorization.

If the attorney already has the client's signed HIPAA form, s/he can send it to you to include with the request. If not, I like the idea of the client sending the HIPAA notice to your PO Box, because that is the address to which you would want the medical records sent.
Firm name
Attn: you
your po box
your city, state

I like the idea of scanning the received documents and putting them on disk, possibly with an index or description of the documents, although I know from experience that it can be very time-consuming to index/describe what is received.

[BZielinski]

This is an interesting discussion topic. I am trying to decide what services to offer lawyers and I had not thought of medical records requests.

Joy - just curious what you had in mind when you mention a letterhead made up yourself strictly for this purpose? A "Jane Doe VA on behalf of Jane Doe law firm" type thing?

Medical offices are pretty sticky about who they hand out records to around here (Canada) so I think it would definitely have to be on the firm's letterhead in my neck of the woods. Something to look into.

I also like the idea of scanning the received documents but having worked in law firms for many years I fear that it would be a waste of time because the lawyer is likely just going to print the cd when they receive. Lawyers love paper!

[Masterspieces]

Good point, Bree. Here in the States most lawyers will print out directly from the CD if given half a chance, not even looking at any indexing that is done. But, it can depend on the client - I know some who would rather start by picking and choosing what to print if that option is available.

[joywilder]

Hi everyone!

I agree that the lawyer would probably print everything out. The disc/indexing is simply another offering you can make to the client.

The Medical Records would be shipped to the lawyer's office - not mine. I don't see a problem with MR departments complying with this ...why would they need to where the request is coming from - just as long as the firm letterhead is used? Otherwise how would attorneys that work from home get this material?

[cm068l]

Hello Everyone!

I have requested medical records as partof my services. However, I have the attorney have the client signed the HIPPA agreement and then forward that information to me. Also, I use the attorney's address and have the records sent to the attorney's office. I never communicate directly with the client, unless my attorney client has given me the permission to do so. Since most of the medical records requests in which I process involve social security disability claims, I am provided with a cd and updated cd's that contain an exhibit list and medical records, which has been very efficient for me.

[Powell Paralegal]

Getting medical records on CD is so much easier than going through boxes of medical records. It's also cheaper to send.