Healthcare Admin
Medical Records & Chart Retrieval — Requests Worked, Not Piled
Records requests don’t wait for a free afternoon. Our HIPAA-trained team runs your release-of-information desk — verifying authorizations, retrieving charts, chasing outside facilities, and delivering complete records securely to providers, payers, and legal requesters.
Quick Answer
Medical records retrieval and chart retrieval is the administrative work of requesting, tracking, verifying authorizations for, and securely delivering patient records on behalf of providers, payers, and legal or insurance requesters. It's for provider offices gathering records for continuity of care, payers and their vendors pulling charts for audits and risk adjustment, and attorneys and carriers requesting records for cases and reviews. SS Support Network runs the release-of-information (ROI) desk — verifying a valid HIPAA authorization or legal basis before any protected health information moves, chasing records from outside facilities, and releasing only what an authorization covers under the minimum-necessary standard. The team is HIPAA-trained, works inside the client's own EHR under a signed Business Associate Agreement, and delivers through secure channels with a tracking record. The buyer outcome is complete, correctly-authorized records delivered on time without tying up clinical or intake staff.
What we handle
What are medical records retrieval services?
- Release-of-information (ROI) processing — requests logged, tracked, and closed on a schedule
- Authorization verification — every request checked for a valid HIPAA authorization or legal basis
- Chart retrieval from your EHR — records pulled, assembled, and quality-checked for completeness
- Outside-facility retrieval — prior hospitals, clinics, imaging centers, and their ROI portals chased
- Payer & audit record pulls — charts assembled for risk adjustment, HEDIS, and claims review
- Legal & insurance requests — attorney and carrier requests fulfilled against valid authorizations
- Secure delivery — records sent through secure channels with a delivery and tracking record
- Status reporting — one view of every open request, what’s outstanding, and why
Who we retrieve for
Who do you retrieve records for?
Providers
Gathering records from prior treaters for continuity of care, referrals, and prior authorization. We chase the outside facilities so a new patient’s history is complete before the visit, and your intake team isn’t stuck on hold.
Payers & their vendors
Pulling charts for risk adjustment, HEDIS, audits, and claims review. Volume comes in waves and deadlines are firm — a dedicated desk assembles complete, correctly-authorized records without pulling your clinical staff off patients.
Legal & insurance
Attorneys and carriers requesting records for cases, claims, and reviews. Every request is checked for a valid authorization and fulfilled to the minimum-necessary standard — complete where authorized, and never a page beyond it.
How it works
How fast can you set up our records desk?
- 1
Free records-desk review
Tell us your request volume, sources, and turnaround pain. Within 1 business day you get a written assessment of the backlog and workflow — yours to keep.
- 2
We train on your setup
The team learns your EHR, authorization rules, delivery channels, and requester types. You approve the release protocol before anyone touches a record.
- 3
Go live, scoped first
We start with one request type — often the outside-facility backlog — so you can check quality and compliance, then take the full desk.
Proof, not promises
Records discipline behind a multi-state operator
For 2+ years we have run daily back-office paperwork for a growing East Coast healthcare-transportation operator as they grew from one state to several. Chasing documents, verifying paperwork, and keeping records complete inside their own systems is exactly the muscle a records desk needs — worked every day, nothing left aging.
- Documents chased and tracked inside the client’s own systems
- Nothing left aging — every request had a status
- Coverage 24/7/365, including holidays
- 2+ years retained — and still with us today
We work inside the EHR and record systems you already run
Independent service provider — not affiliated with or endorsed by the platforms named above.
Cost, honestly
How much does chart retrieval outsourcing cost?
Three things set your quote: request volume, source mix (records you hold are quick; outside-facility pulls take more follow-up), and structure — ongoing ROI desk coverage or a scoped project like an audit pull or a legal matter. We charge per dedicated seat or per defined project, never per page in a way that penalizes delivering a complete record. A dedicated seat typically runs 35–70% less than the fully-loaded cost of in-house staff — wages, taxes, benefits, turnover — per SS Support Network operations data. No setup fees.
A records request is a promise to two people at once: the requester who needs it complete, and the patient whose privacy the authorization defines. Do both right, every time, and the desk runs itself.
— SS Support Network records operations playbook
Common questions
Medical records retrieval, answered straight
Medical records retrieval is the administrative work of requesting, tracking, and delivering patient charts on behalf of providers, payers, and legal or insurance requesters. We handle release-of-information (ROI) requests, chase records from other facilities, verify authorizations, and deliver complete records securely — so the right documents reach the right requester without your staff on the phone all day.
Three buyer types. Providers gathering records from prior treaters for continuity of care; payers and their vendors pulling charts for audits, risk adjustment, and claims review; and attorneys and insurers requesting records for cases and reviews. Each requires a valid authorization, and we verify that before any protected health information moves.
We receive the request, confirm a valid HIPAA authorization or legal basis, verify the requester's identity, log the request, retrieve the records from the chart or EHR, and deliver them securely with a tracking record. Requests that lack proper authorization are held and flagged — we never release protected health information without a valid basis.
Yes, that's the center of the service. Every specialist completes HIPAA training, works under role-based access with audit trails, and follows the minimum-necessary standard — releasing only what an authorization actually covers. We sign a Business Associate Agreement with every client and move records through secure channels, never personal email.
Yes. Much of the work is chasing records you don't hold — prior hospitals, clinics, imaging centers, and their ROI vendors or portals. We make the requests, follow up on a schedule, track what's outstanding, and pursue completeness so a partial record doesn't stall care, a claim, or a case.
For records you hold, retrieval and secure delivery is usually quick once authorization is verified. Records from outside facilities move on their timeline, not ours — some are prompt, some take weeks. What we control is disciplined follow-up so nothing sits unworked, plus honest status updates on what's pending and why.
Pricing follows request volume and whether you need one-off projects — an audit pull, a legal matter — or ongoing ROI desk coverage. We charge per dedicated seat or per scoped project, never per page in a way that penalizes complete records. A seat typically runs 35–70% less than in-house staff, per SS Support Network operations data.
Buried in records requests? Call +1 (657) 777-0006 — 24/7 — and ask for a records-desk review.
Related
Records connects to
Intake & Referral Management
New patients and referrals worked end to end — where records requests usually begin.
Learn more
Prior Authorization
Auth requests assembled and chased — often the reason a chart needs pulling in the first place.
Learn more
Healthcare Back-Office Support
Records, intake, billing, and calls — the full admin stack for healthcare businesses.
Healthcare overviewFree records-desk review
Find out what your records backlog is costing you
Tell us your request volume and sources. Within 1 business day you get a written review: where requests bottleneck, how to clear them compliantly, and real pricing — no sales pressure.
Prefer to talk now? Call +1 (657) 777-0006 or WhatsApp us — 24/7.
