T-Scan Corporation: Record Retrieval

T-Scan Account Specialists act as the liaison between the provider's office and yours. Using authorizations, stipulations or subpoenas, T-Scan will research the correct contact information for each provider, including separate locations for additional records such as billing, radiology, or archived records. The requests are then prepared and sent out to the providers at all necessary locations.

Depending on the level of service chosen, follow up calls are made once a week, at a minimum, or up to every 24 to 48 hours. From this regular contact, T-Scan will be better able to inform you of the status of your request.

T-Scan will also verify the validity of the provider charges and pay the fees up front to ensure you receive your records as soon as possible. This applies to any and all invoices, whether received before, with, or after T-Scan provides the record to your firm. While T-Scan will front these costs at no additional charge or "check writing" fees, it is the responsibility of the ordering party to reimburse T-Scan for these invoices within 30 days of receiving the T-Scan invoice. After that time, interest fees may apply.

Working with your firm, T-Scan will create an authorization and/or stipulation template that meets both HIPAA and state requirements, as well as any specifics required by your firm. T-Scan will then send these to the appropriate parties for signature and will follow up until the signed documents are received.

If you prefer, you may also send us a signed authorization/stipulation and we will begin retrieval at that point. When an authorization or stipulation not created by T-Scan is received it is checked over to ensure HIPAA and state law compliance to avoid delay due to rejection. If there are any problems, your Account Specialist will alert you immediately and work to remedy the situation, whether through a new authorization created by T-Scan or other means. When a provider requires a specific form, that form will be provided or obtained by T-Scan to ensure the fastest possible turnaround.

For your convenience, please download this HIPAA compliant T-Scan authorization

T-Scan's subpoena creation service includes working with your firm to create templates for a 14-Day Notice Letter, a Subpoena Duces Tecum, and any other paperwork, that meet both the legal requirements and anything specific required by your firm.

T-Scan researches the correct contact information for each provider, including separate locations for additional records such as billing, radiology, or archived records. The appropriate notice, including notice to other counsels, is sent via certified return receipt mail to ensure that it is received. The deposition date is scheduled, and subpoenas are provided to your office for review and signature.

If requested, T-Scan will also schedule a court reporter for the record depositions. The reporter can pick up records and ensure that the written questions upon deposition are filled in appropriately and notarized.

T-Scan Order form

T-Scan Auth

Some providers, government agencies especially, require their own forms be filled out. Here are some useful links to such authorizations.

• IRS : http://www.irs.gov/formspubs/lists/0,,id=97817,00.html
• DSHS : http://www1.dshs.wa.gov/pdf/ms/forms/17_063.pdf
• L&I - WISHA Records : http://www.lni.wa.gov/forms/pdf/101009af.pdf