Records

Medical Records Request Workflow

Handling release-of-information requests from patients, attorneys, insurers and other practices.

Handling release-of-information requests from patients, attorneys, insurers and other practices.

Records requests are procedural, auditable, and almost entirely manual. They arrive from four different requester types with different authorisation requirements, and mishandling one is a compliance problem rather than just a service failure.

What goes wrong today

Records requests are procedural, auditable, and almost entirely manual. They arrive from four different requester types with different authorisation requirements, and mishandling one is a compliance problem rather than just a service failure.

What good looks like

Requester identity and purpose captured up front, the authorisation requirement explained at the point of request, and a structured record routed to whoever owns release — so nothing sits on a sticky note.

  • Requester type and authorisation requirements captured
  • Delivery preference recorded at intake
  • Structured routing to the records owner
  • Status visible to the requester so they stop calling

What to measure

Pick these before you change anything, so the effect is visible rather than anecdotal.

  • Median days to fulfil
  • Requests pending over the statutory window
  • Repeat calls chasing the same request

Where we stand: We don't solve this

We handle the intake call. We do not handle fee capture or statutory release logging — a dedicated ROI vendor is the right answer for those.

Rollout checklist

  • Document how this is handled today, and by whom.
  • Put a number on the hours or dollars involved.
  • Decide which cases must always reach a person.
  • Agree the metrics you will judge success on.

Frequently asked questions

Do you solve this today?

We handle the intake call. We do not handle fee capture or statutory release logging — a dedicated ROI vendor is the right answer for those.

How do we work out whether this is our biggest gap?

The Front Desk Opportunity Scan estimates the hours and revenue behind each area from your own volumes and ranks them against each other.

More in Process