For an optional $75 flat fee, we request the agreed records from up to two practices or record holders. One records department counts as one source. You can also gather your own records using the checklist and pay no collection fee.
- One records request to each agreed source, using your signed authorization.
- Up to two follow-up contacts per source if records are still outstanding, over 30 calendar days from the first request.
- A check for readable files and duplicate copies, plus a document list organized by report type and date.
- A closing update showing what arrived and what is still missing.
This is an administrative service. It does not include a physician call or medical interpretation. It does not increase the review limits of 40 pages for an initial review or 10 new pages for a follow-up.
Timing and costs
We confirm the sources, requested reports, fee, and secure delivery details before you pay. Once payment and a complete signed release are in hand, we send the initial requests within 48 hours.
Outside practices control when they release records. Collection can take longer than 48 hours, and we cannot guarantee that a practice will supply every requested report. The physician review's 48-hour clock starts only after acceptance, payment for that review, and receipt of all agreed records. We close the collection request within 30 calendar days of the first request, or sooner when the agreed records arrive.
The $75 fee is separate from the physician review. Any fee charged by a record holder is also separate; we ask for your written agreement before incurring it. Additional sources require a separate quote that you approve first.
Start with a signed release
Use one form for each practice. Complete both pages, select the reports and dates, and sign. We provide the secure delivery destination before you sign and return it. A record holder may ask for its own form or proof that a representative may sign for the patient.
Download the records-release form (PDF)Fillable PDF · 2 pages. Save a copy to complete it in a PDF reader. The signature must be added by the patient or their authorized representative; typing a name into a name field does not sign it.
The form is limited to selected written reports. It excludes psychotherapy notes and other specially protected categories listed on the form. If those records are needed, the releasing practice must arrange an appropriate separate authorization.
Ask for records help
Start with a general request. We will confirm the scope and next steps before payment.
Request record collectionThis opens an email draft. Please leave medical details and attachments out.
If you already have your reports
You can send a focused packet through the approved transfer method and skip the collection fee. Use the checklist to identify the reports relevant to your question.
Open the records checklistCancellation and refunds
Cancel before we send the first records request for a full $75 refund. After the first request is sent, the fee is nonrefundable if we carry out the agreed requests and follow-up work, even if a practice delays, declines, or cannot supply records. If we cancel or fail to perform the agreed collection work, we refund the $75 fee.
Canceling a physician review does not automatically refund collection work already performed. Refunds for the $350 initial review and $150 follow-up are handled separately under the review cancellation policy. We initiate approved refunds within 48 hours; your payment provider may take longer to post the credit. Applicable statutory rights remain unaffected.