Are physical records piling up in your personal injury law firm? Do you struggle to access client records when you need them? If the answer to both questions is YES, it’s time to invest in a reliable record retrieval software solution.
You may worry that record retrieval technology is too costly or difficult to operate, but the following information may surprise you. Below, our release of information (ROI) specialists at ChartRequest will discuss everything you need to know about record retrieval software as a paralegal.
See why so many other law firms are making the switch, then contact our top-rated team to schedule a no-cost consultation today!
Physical Record-Keeping Just Doesn’t Work Like It Used To
So, you’ve decided to consider alternative options for record-keeping and retrieval, but you still have concerns. Why should you make the switch when your law firm has been using physical storage methods for years? It can be challenging to break from the traditional methods of physical storage in your law firm without the right plan in place.
Many personal injury law firms have hundreds or even thousands of client records in dedicated rooms or off-site facilities. Unfortunately, once files start piling up, these records become more difficult to retrieve and organize. At some point, maintaining this strategy will become far too costly and time-consuming.
Record retrieval software is the best way to access and utilize client health documents quickly. Modern litigation and client demands dictate that records be gathered without unnecessary delays or confusion, so setting your firm up for success as soon as possible is crucial.
Here are some things you should do before switching to a reliable record-retrieval software:
- Assess the volume of records you already have in the firm. Additionally, consider the average number of record requests you expect to submit to healthcare providers in future cases.
- Scan any existing physical documents and move them to a secure, HIPAA-compliant cloud network.
- Explore which record management services are suitable for your budget and operational needs.
- Prepare your IT team to help with potential integration demands and security enhancements.
Record Retrieval Software Improves Workflow Efficiency
One reason many paralegals experience high burnout rates is workload and attorney expectations. Record retrieval software eliminates many of the tedious tasks required to receive patients’ medical charts and billing documentation.
By implementing this technology into your practice, you can save hours of productivity time. For example, record retrieval solutions:
- Hasten communication between electronic health record (EHR) vendors
- Centralize your record requests in one convenient location
- Provide visual updates and status reports on your requests
- Offer troubleshooting and retrieval support when needed
Secure Software Will Optimize Cybersecurity and HIPAA Compliance
Integrating a new record retrieval system into your law firm creates some new cybersecurity risks. Hackers exploit protected health information (PHI) from thousands of Americans every year. Hence, it is essential to safeguard your law firm’s retrieval process to avoid potential HIPAA penalties or other severe consequences.
The good news is that reputable record retrieval software from services like ChartRequest can secure document transfers and maintain constant vigilance to prevent accidental PHI disclosures.
Here are some of the security benefits you can enjoy with this technology:
- Powerful Encryption and Access Controls: Digital encryption ensures that only you or an authorized law firm member can access sensitive client information. Scrambled code prevents outside attackers from infiltrating your network and stealing data.
- Two-Factor Authentication: A robust password security measure will reduce the likelihood of hackers entering record systems they have no business viewing.
- ISO/IEC 27001: ISO is the legal sector’s standard for information security management systems. Record retrieval software should include this security measure for enhanced vetting, policymaking, and deployment.
- SAML Capability: Some record retrieval software leverages security assertion markup language (SAML) to improve the user experience. This perk eliminates many frustrations associated with using multiple usernames and passwords.
Record Retrieval Software Is Easy To Learn and Use
Many paralegals and attorneys hesitate to invest in new software because they do not feel technologically savvy enough to maintain it. However, most record retrieval software offers users intuitive navigation and dashboard features for a rewarding experience.
Personal injury and medical malpractice attorneys recommend CaseBinder by ChartRequest for its unique Self-Service and Full-Service solutions.
Here are some of the benefits you can expect with each plan:
CaseBinder
CaseBinder allows your law firm to control the entire record request process. All you need to do is create and set up an account, and you can begin requesting client records in no time!
You can also manage all the steps of record retrieval — from acquiring client authorization forms to keeping updated on request status — while saving time on other paralegal duties.
CaseBinder Self-Service is a great option for law firms new to seeking record retrieval solutions, especially those without sky-high request volumes. Training is quick and painless too, thanks to our easy-to-use interface and streamlined workflows.
CaseBinder Full-Service
In contrast, a Full-Service solution takes all of the follow-up hassles out of your hands so your team can feel confident about record retrieval without lifting a finger.
Think of CaseBinder Full-Service like having a dedicated team ready to handle your firm’s requests without fail. As soon as your firm submits a request, the retrieval experts at ChartRequest begin handling the request on your behalf.
Our record retrieval specialists will reach out to vendors on your behalf for any follow-up, maintain thorough audit documentation, escalate delayed requests when necessary, and more. CaseBinder Full-Service can help legal professionals save an average of 2 hours of tedious administrative labor per request
Lawyers Can Access Modern Software Faster
Your attorneys might feel compelled to stick to their old-fashioned methods of record retrieval. Still, new technology makes it faster and easier than ever to enjoy better results during the process.
A common question for many attorneys and paralegals looking to make the change is: “Where do I even start?”
If you’re interested in starting with a Self-Service CaseBinder experience, simply create an account and get started!
Interested in discovering whether Full-Service CaseBinder is right for your firm? You can explore a comprehensive consultation and demo to learn more.
Scheduling a demo has several advantages, including:
- Visual demonstrations of how to access and use the software
- Real-time examples of paralegal record requests for clients
- The opportunity to ask questions related to your firm’s unique needs
- The ability to see just how easily your team can submit requests
As a paralegal, keeping your attorneys happy is just as important as filing paperwork and messaging clients. That is why investing in record retrieval software is critical to the success of your business. Attorneys can easily view and access records they need without missing deadlines, and you can focus on other duties in the meantime.
Your Competitors Already Made the Switch
Urgency matters in the legal sector. If you haven’t integrated this technology into your practice yet, you may be running out of time.
Most reputable law firms have already made the switch to electronic tools after the COVID-19 pandemic. Consequently, they have the upper hand when it comes to efficiency and client satisfaction. Here are five reasons your firm should implement this technology now before it falls too far behind the competition:
- You can match or outperform the record retrieval turnaround rate of other law firms
- You can market faster and more reliable services to potential clients
- You can save your firm hundreds or thousands of dollars every year on record retrieval services
- You can update your security and client support policies to modern standards
- You can promote a client-first attitude for improved business ratings and testimonials
The above points are only a few of the countless benefits your law firm can enjoy when you commit to record retrieval software implementation. Don’t wait to fall behind your competition. Leaders of the legal industry know how important streamlined technology is to the modern age of investigation and litigation.
Enjoy Industry-Leading, White-Glove Support
As mentioned, full-service record retrieval software comes with outstanding customer support features. You won’t need to worry about delays during power outages or technology mishaps. A third-party team can keep track of your requests and prioritize your needs if you encounter any obstacles.
ChartRequest prides itself on its excellent five-star reviews from hundreds of partners in the healthcare and legal industries.
To read some of the glowing testimonials requestors have shared about their experiences using ChartRequest, check us out on Google!
Record Retrieval Software Prevents Request Delays
According to HIPAA, covered entities like healthcare providers have 30 days to respond to record requests. HIPAA also allows an additional 30-day extension as long as they share a written, valid reason for the delay and an anticipated release date.
This means that, while you have the right to access these documents on behalf of your law firm’s clients, there may still be challenging delays. Record retrieval services help your firm follow best practices to generally achieve faster turnaround times and greater transparency throughout the retrieval process.
A paralegal could spend hours completing a single record request. Record retrieval software will hasten this process and allow you to complete multiple requests at once.
Additionally, our real-time status updates available online 24/7 help eliminate an average of 7 follow-up phone calls per request. In other words, record retrieval software is the best way for paralegals to get sensitive documents without headaches.
Your Law Firm Should Create New Policies for Record Retrieval
CaseBinder is a secure, compliant record retrieval software and services solution, but your firm may need to update its security and operational policies. Here are a few questions you should address when deciding how to implement this technology into your firm’s standard procedures:
- How involved should our firm’s IT department be in the implementation process?
- Should we designate a point person for vendor requests?
- Who should have authorization to access sensitive information once retrieved?
- What kind of preparation will the firm need before implementing new technology?
- Do we have the budget to invest in this critical technology?
The answers to these questions will help you personalize your experience with record retrieval software and ensure that you enjoy cost-saving results. If you’re considering Full-Service CaseBinder for your law firm, schedule a no-cost consultation for additional insights and security best practices.
Record Retrieval Software Is Improving Every Year
One thing you can look forward to in the coming years is the constant improvement of record retrieval software in the legal sector. Improvements in security, HITRUST standards, and accessibility will likely cut further costs for your law firm.
The development of AI and machine learning may also create opportunities for the advancement of record retrieval software. Keeping up with new technologies can help your firm make informed decisions about the type of technology it uses to improve workflow and document accessibility.
Companies like ChartRequest dedicate themselves to staying current with technological trends and advancements that enhance their record retrieval products and support.
Integrate Five-Star Record Retrieval Software Into Your Daily Operations With ChartRequest
Are you ready to upgrade your law firm’s practices with fast and reliable record retrieval software? ChartRequest will make the transition easy! Simply schedule a consultation with our friendly representatives to explore your options.
We promise to provide unmatched support when you need to meet deadlines and comply with HIPAA standards. For over 12 years, we have been the personal injury paralegal’s go-to resource for the release of information.
Our team can recommend the right plan for your firm’s operational procedures and request needs.
Start your journey today! Contact ChartRequest for an in-depth consultation and product demo.
