Medical record retrieval challenges are widespread among law firms handling personal injury, medical malpractice, and workers’ compensation cases.
While accessing accurate and timely medical records significantly impacts the outcome of a case, liaising with multiple healthcare providers and filling in countless HIPAA compliance requirement forms might weigh you down.
Don’t feel frustrated and burnt out jumping the hurdles of medical records retrieval — read on and book a CaseBinder demo today to learn how we can automate the chase.
5 Major Challenges Law Firms Face in Medical Record Retrieval
The exchange of medical records is a complex workflow that may involve communication between multiple individuals. Consequently, you may face obstacles that hinder the efficiency of your client data retrieval process. Let’s explore some of these challenges and the areas you should improve:
1. Data Silos and Decentralization
Data silos are the result of large stores of digital information that aren’t easily accessible. Fragmented health information management systems often cause significant delays in acquiring a client’s comprehensive medical report.
Several factors contribute to this issue, including:
- Limitations of EMR systems: Most EMR systems are for internal use by healthcare providers and aren’t easily accessible to third parties. Paralegals must often contact medical records clerks at different healthcare organizations to access this valuable data.
- Old paper records: Some healthcare providers still use paper-based records, which are difficult to access and digitize. Retrieving these records requires physical searches through archives and scanned pages, making the process time-consuming and costly.
- Off-site storage: Medical records archived or stored off-site may lead to further delays and added costs.
Centralizing the retrieval process is essential to addressing these issues. You can simplify and hasten the process by consolidating efforts into a single, streamlined system. This lets you manage requests more effectively, track real-time progress, and reduce delays caused by scattered records.
2. Fax Machine Failure
Despite their widespread use, fax machines have a failure rate of about 5%, which can be as high as 8% for eFax. These bulky devices can block a message with a single wrong number and may struggle with size limitations and quality.
Each failed fax will exacerbate your workload with repeated attempts and follow-ups, delaying case preparation.
Dependence on fax machines is a common medical record retrieval challenge that can prevent you from making court deadlines on time. According to DirectTrust, approximately 30% of lab trials require retesting due to lost or missing faxes.
Digital retrieval tools are more accessible than ever and provide the transparency that fax machines lack. These tools eliminate the need for clunky hardware and reduce the risk of errors associated with incorrect numbers. You can ensure instant transmission while significantly reducing the instances of repeating the request process.
3. Navigating Automated Phone Trees
Automated phone trees, or Interactive Voice Response (IVR) systems, interact with callers, collect information, and direct calls to the proper channels. The downside of this automated system is the frustration caused by poorly designed IVR menus.
When you need records from a new healthcare provider, you must start with a phone call to understand their request process. In some cases, you must navigate through prerecorded phone trees, where one accidental response could send you back to the beginning of the call. These primitive systems are time-consuming and frustrating, adding unnecessary delays to the already complex task of retrieving medical records.
The best way to bypass phone trees is to eliminate the phone calls altogether. Electronic ROI platforms enable your team to create and submit requests without touching the dial. For example, CaseBinder enables your firm to get records without picking up the phone.
4. Status Updates and Follow-Up
How often have you found yourself pushing your limits to obtain the necessary records after countless follow-ups?
Following up on record requests can feel like a real chore. The average request for records using traditional methods can cost up to 2 hours of additional administrative labor.
The best way to overcome these medical record retrieval challenges is to use a digital retrieval tool that offers complete transparency. CaseBinder provides 24/7 online status updates and a built-in provider chat for any questions or concerns.
5. Ever-Changing State and Federal Regulations
Navigating state and federal regulations on medical records can be challenging. Once a client’s records reach your firm, you are responsible for maintaining their security and privacy. This standard goes beyond protecting sensitive health information and ensures that every record retrieval complies with complex, state-specific laws.
Keeping up with regulatory changes without a dedicated compliance system can be risky, and falling short will lead to severe monetary penalties or legal issues. In one prominent law firm data breach in 2023, hackers demanded $42 million to return stolen information.
The cost of copying medical charts is another significant challenge imposed on protected health information (PHI) and its 18 identifiers. Each state dictates copy fees, and these rules are not static.
That’s why our record exchange platform continuously monitors updates over 250 pricing algorithms to guarantee fair and accurate billing per the latest regulations.
CaseBinder Solves These Challenges and More
These challenges in medical records retrieval result in increased stress and costly errors, which can divert you from the critical aspects of case building. Fortunately, our electronic retrieval platform automates reduces administrative burdens of obtaining clients’ medical records.
Want to learn more about how CaseBinder solves your medical record retrieval challenges? Follow ChartRequest on social media for more news and updates, or contact us for a free consultation.
