Enterprise-Grade Medical Records
Retrieval You Can Trust

We handle the entire authorization lifecycle, including obtaining HIPAA-compliant patient consent forms, assessing the legal documentation, and confirming the payer’s requirements. Our team also checks each retrieval request to verify compliance with federal and state disclosure laws to avoid potential compliance errors and breaches.

Our operations unit partners with healthcare providers, medical facilities, and physician offices to begin and supervise requests for medical records. We automate tracking systems and request monitoring workflows to track requests, process times, and requesters' responsiveness to ensure defined service level agreements (SLAs) and no follow-up gaps.

We use secure APIs or HIE connections to access and retrieve EMR/EHR records from trusted systems like Epic, Cerner, Athenahealth, and eClinicalWorks. We can retrieve health data, clinical summaries, and encounter records without manual operations, increasing accuracy and reducing retrieval time.

Our field retrieval specialists coordinate on-site collection, high-resolution scanning, and metadata tagging for facilities still using paper records. OCR and intelligent data capture tools convert physical charts into searchable digital assets while preserving document authenticity and chain of custody.

We handle the retrieval of radiology, cardiology, and pathology records—including PACS/DICOM images and associated reports. Our process ensures lossless file compression, modality verification, and integration with client-specific image viewers or diagnostic platforms for downstream claims or case analysis use.

Our aggregation method compiles records from hospitals, clinics, and labs, and consolidates them into a single chronological record. We standardize identifiers, provider codes, and encounter timestamps to engineer a medical timeline specifically for underwriting, claims adjudication, or legal purposes.

We apply data abstraction methods to retrieve unified fields from records, including ICD-10 diagnosis codes, CPT/HCPCS procedure codes, LOINC mapping, prescribed medicines, and laboratory exam values. The validated data ensures standardized datasets for analytics, AI integration, and decision-making systems.

We deploy automated PHI detection, redaction tools, and manual quality control to ensure only authorized data is disclosed. Our de-identification process adheres to HIPAA Safe Harbor standards and supports secondary use cases such as research, reinsurance, and clinical trials.

Our retrieval team prepares certified, notarized copies of medical records compliant with court and subpoena standards. A chain-of-custody report and retrieval affidavit accompany each record set to maintain evidentiary integrity in litigation and compliance audits.

We manage the ROI process, from authorization verification and provider coordination to fulfillment tracking and billing reconciliation. Our system ensures complete documentation of disclosures, delivery timestamps, and acknowledgment receipts for full HIPAA and HITECH audit readiness.

Records are delivered through encrypted client portals or secure API integrations supporting multifactor authentication and role-based permissions. Our delivery ecosystem ensures end-to-end encryption (AES-256), tamper-proof audit trails, and configurable retention policies aligned with client data governance standards.

We offer secure archival solutions for long-term record retention with indexed retrieval capabilities. Our repositories are hosted on SOC 2– and ISO 27001–certified infrastructure, ensuring version control, access traceability, and policy-driven retention schedules for compliance and operational continuity.