MEDICAL RECORD RETRIEVAL IS OUR SPECIALTY
Records on Time has been doing medical record retrieval for over 20 years and is dedicated to your success. Save time and money with our medical record retrieval services. No set-up fees or contracts.
Call 1-800-524-6762
YOUR CASE MANAGEMENT SYSTEM
Why Use a Record Retrieval Service?
As a law firm, you spend countless hours training your paralegals on how to handle personal injury cases. The goal of this training is to maximize the value of every case. This is done by conducting a thorough investigation, getting liability established, handling medical management to ensure your client gets the appropriate treatment for a full recovery and maximizing the value of their case.
By using a medical record retrieval service, you can free up your highly-paid and highly-trained paralegals to handle only the parts of your client’s case that truly improves the outcome and allowing the record retrieval service to handle the administrative task of retrieving medical records and bills. Because medical record retrieval services specialize in only collection of records, it will be done faster and more efficiently while allowing you to pass the cost on to your client.
Now, look to your right and see why you should choose Records on Time as your medical records retrieval service.
Our Company
Records On Time is the next generation medical record retrieval company. The proprietary platform seamlessly integrates with many leading-edge law firm case management systems. This allows the end user to request records from their case management system, have records delivered OCR ready and compressed into their document storage system, along with the case expenses delivered to the expense tab, and all emails and communication recorded in the notes tab. Attorney Rob Levine, CEO of Rob Levine & Associates, decided 10 years ago that his firm needed a record retrieval company. After trying many nationwide companies, he decided he could do it better with technology that integrates with law firm case management systems. Hence, Records On Time was born, the premier record retrieval system, that truly saves you time and money.
The Benefits of Using Records On Time
CMS Integrations
Don’t see your system here? We’ll integrate with your CMS at no cost to you.
Our Process
Our system automatically pulls requests and related HIPAA forms directly from your case management system twice daily.
Our team processes your requests within one business day.
All record requests are verified by phone to ensure each has been received by the medical facility. 10% of requests are lost. This process ensures there is no lost time in the retrieval process.
The initial contact with the facility creates a due date for the medical record request. If records are not delivered on that date, follow ups are done by phone, email, and fax until the request is received.
Record retrieval experts are assigned to specific medical providers. This ensures that there is a single point of contact between Records on Time and the medical facility. This relationship creates a friendship and leads to a quick record retrieval process.
Once the records are received, All records are verified and quality checked to ensure:
- The patient identification information matches your request.
- A complete set of the correct types of records were received (medical, billing, radiology, etc.).
- The records are within the time frame requested.
- All records for all dates of service have been received
- The records are legible and not blurred, cut off or otherwise mangled by copiers or faxes.
If we detect any discrepancies, we follow up with the provider at no additional charge to you to ensure your request is 100% completed.
Testimonals
Our law firm has been working with Records on Time since 2020. I first spoke to Rob Levine, the CEO, at a seminar at which he was presenting on the benefits to using Records on Time. He said it was integrated 100% with our case management system, Smart Advocate. He promised that there were 16 steps to collecting a record and if we hired him, we would only have to do 3 things: speak to the client, enter the provider information into Smart Advocate, and scan into Smart Advocate the signed HIPAA form. Records on Time would do everything else. He said it would save us time and money…..he was right. After nearly three years, our firm has actualized a cost savings of over $1 million in labor cost allowing our team to focus on our client experience, increase case values, and on more important tasks instead of record retrieval.
The benefits in time and cost savings has made our team more efficient and focused on our clients.
PAUL HARDING, PARTNER
I wanted to follow up and say a big thank you for creating Records on time and for offering us an opportunity to take advantage of your programs. We have reached the 60-day mark since we started using Records on Time and did a review with Amarilys and Johnny today.
As of now our time from request to receipt has drastically reduced and we are at 23.1 days. Your team, especially Amarilys has been exceptional; never backing down from a challenge or request. The integration with Smart Advocate and the ticketing system has reduced our labor costs and frustration, everyone always knows exactly what’s happening with any medical request. The most important thing is we can reduce time on the desk for demands and are able to provide better service to our clients.
After many years of frustration, I finally feel like we have solved the age-old dilemma of getting our records within a reasonable time frame. Thank you again, I look forward to continued success working as a team.
LAURA BAUMGARTNER
FAQ
By using Records on Time, you are able to pass on the record retrieval fee to your client in the same manner as you are passing on the actual cost of the record. In addition, we can teach you how to use a line of credit to pay for all case expenses not just the record retrieval fee. For example, police reports, accident reconstruction, or even expert witnesses and pass on the interest expense to your client. Allowing you to reinvest in the growth of your law firm rather than paying for expenses out of your operation. Just ask us how and our relationship with lenders can get you started today.
The benefit of using Records on Time is having our expert team handle the administrative process of collecting records which does not increase the value of your cases. This will free up your highly trained and highly paid paralegals to concentrate on building value in your clients’ case by ensuring an excellent investigation, establishing liability, and doing proper medical management.
Records on Time’s highly-trained team only has one function…medical record retrieval. We only handle medical record retrieval for law firms, and we only work with law firms who we are 100% integrated with their case management system. This ensures our high-quality service and your satisfaction.
Our company has a full staff of developers who are dedicated to integrating with new case management systems. We charge nothing to you or your case management system for the integration and require no contracts or set up fees. If you are not 100% satisfied, just stop using us.
The law firm can create a cost cap. This is the maximum dollar amount you are willing to pay without prior approval. When an invoice comes in that exceeds your cost cap, we will create a ticket which will send your case manager an email asking for their approval. All tickets and responses are stored in your case management system in your notes tab.
When we begin working with a new law firm with new medical providers, the average time is 30 days as we begin building the providers into our system and automating the process as well as creating relationships with your providers. As we continue the relationship, our turnaround time optimizes to approximately 23 days.