Medical record retrieval for insurance companies
Waiting on records is what slows a claim. And slow claims cost more.
DocuSwift Pro retrieves medical and billing records nationwide for life, disability, and auto carriers, and for mass tort and litigation files. Complete files, tracked from intake through delivery, at a cost you can forecast.
Cost per file
What a request costs
One flat fee from us, plus what the facility charges, at cost.
One price, any volume
The same rate whether you send one file this month or several hundred. No volume tiers to renegotiate, no contract, and no minimum to hit.
Facility charges at cost
What the facility billed is what you reimburse. We check the per page rate against the state maximum and question paper fees on records we asked for electronically.
No fee when there is nothing to work
Wrong facility, no response, or a request you withdraw carries no retrieval fee. When the custodian confirms no records exist, you get that in writing, with an affidavit if your file needs one.
The rate is the rate. You do not have to commit to volume to get it.
What we retrieve
Every record type a claim file needs
Charts, billing, imaging, and specimens, all requested by the same team.
The complete chart from hospitals, clinics, and treating providers, not the summary a facility sends when nobody pushes back.
Itemized hospital and facility billing, the basis for what the claim actually cost to treat.
Anesthesiologists, ER physicians, radiologists, and pathologists bill separately from the hospital. Leave them out and the billing total comes in short.
Run reports and transport billing, often the earliest documentation of mechanism and injury.
Actual imaging, not just the radiologist’s report. Images arrive as DICOM and we convert them, so the file can be downloaded and opened without special software.
Physical slides and blocks, retrieved and transferred. Many retrieval companies will not chase these.
See every record type we retrieve, or start with the billing records most often missing.
Claim types
The claims we work
Auto and bodily injury, life, disability, mass tort, and litigation.
Auto and bodily injury
The claims that turn on what the treatment cost, and on whether the injury is what the claimant says it is. A rear end collision, a pedestrian struck in a crosswalk, a fall on someone else’s property, a dog bite. However it happened, the records that answer both questions are the same, and one incident scatters them across more providers than any other claim type.
- Prior treatment history, for when causation or a pre-existing condition is in dispute
- EMS run reports, the earliest record of how the injury actually happened
- The specialty bills that arrive weeks after the hospital chart, if anyone asks for them
Life insurance
Attending physician statements (APS) for underwriters and claims examiners. A death soon after the policy issued, an application with a history to verify, a cause of death that does not match the file. These requests reach back years across multiple providers, and where the insured has died, authority runs through the personal representative rather than the patient. That is where most of them stall, and it is what our release of information background is for.
Disability
A back injury that has not resolved, a chronic condition, a file up for continuing eligibility review. Records from every treating provider on the claim, individual or group, each request tracked separately so the examiner can see what has landed and what is still out.
Mass tort
A recalled drug, an implanted device, an exposure claim. High volume retrieval across a docket of claimants and the facilities that treated them, each request tracked individually in the portal so no claimant gets lost inside the batch.
Litigation
Any of the above, once the claim goes into suit. Records for defense counsel, delivered with a documented history of what was requested and when, so the file holds up in discovery. Working directly with a firm? See our law firm services.
The records that stall a claim
Some records will not release on a standard authorization, and a request sent without the right paperwork does not come back rejected on day three. It sits, and the claim sits with it.
Protected health information does not end at death. Authority runs through the personal representative, and the facility will want to see the documents establishing it before it releases anything.
Behavioral health records carry their own consent rules, and substance use treatment is governed by federal rules stricter than HIPAA. Facilities decline these quickly when the paperwork is not exact.
Who can authorize depends on the record, the state, and the circumstances of treatment. Getting it wrong costs the weeks the request spent in a queue.
Our team has worked inside hospital release of information departments. We check the authorization against what the custodian will actually accept before the request goes out.
Claim type not listed? If it needs a treatment history, call us. The answer is usually yes.
In the portal
How your records are handled
Everything runs through the DocuSwift Pro Portal, from the request going out to the file coming back.
Your requests, in one place
Each request you submit sits in the DocuSwift Pro Portal with its current stage, days open, days remaining against target, and the date of the next update. You can look without contacting anyone on our side.
A full history on every file
Status changes, notes, uploads, and downloads are logged with a name and a timestamp, and stay on the request. When a file is reviewed or audited months later, the record of what happened is still there.
Your records stay available
A completed request does not disappear. The records, the invoice, and the activity history stay on the request, so you can download the file again months later without asking us to resend it.
Handled under HIPAA
Records are requested, handled, and released under HIPAA. Delivery is through the portal rather than email attachments, and files are encrypted end to end.
Correct before it is sent
Our team has worked inside hospital release of information departments. We validate the authorization and confirm the patient was treated before the request goes out, which catches most of what would otherwise come back weeks later as a rejection.
You hear about problems early
If a record cannot be obtained, or a facility is going to blow past a reasonable timeline, we tell you while you can still do something about it.
See the five stages a request moves through, the same ones your team sees in the portal.
Common questions
What claims teams ask us first
The answers you would otherwise have to get on a call. Here they are instead.
Flat rate per request, the same whether you send one file a month or several hundred. There is no volume tier to negotiate and no contract to sign, so your cost per file is known before the request goes out. See pricing.
Yes. Anesthesiologists, ER physicians, radiologists, and pathologists bill through separate entities from the hospital, so those records have to be requested separately. They are the ones most often still missing when a file reaches review, and leaving them out means the billing total comes in short. See billing record types.
Protected health information does not end at death. Authority runs through the personal representative rather than the patient, and the facility will want to see the documents establishing it. Our team has worked inside hospital release of information departments, so we know what a custodian will accept before the request goes out.
Everything is delivered through the DocuSwift Pro Portal rather than by email. Radiology arrives from the facility as DICOM and we convert it, so the imaging can be downloaded and opened without special software.
Yes. Records are requested, handled, and released under HIPAA. Nothing is delivered as an email attachment. Everything comes through the DocuSwift Pro Portal, encrypted end to end.
Sign in to the DocuSwift Pro Portal. Every request you have submitted shows its current stage, how many days it has been open, days remaining against target, the date of your next update, and a full activity history with names and timestamps. You do not have to email us to ask.
Start with one request
No contract, no minimum, and nothing to move over. Send us one file.