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Managing Medical Record Requests

June 21, 2019

Thank you for helping us complete the 2019 HEDIS® medical record review. We know multiple requests throughout the year can feel overwhelming. Your cooperation and support of our HEDIS outreach and other regulatory-required requests coming in the next few months is greatly appreciated.


We are always looking for ways to simplify this process and lessen your administrative burden. Here are options to help make fulfilling medical record requests easier on your office.


Remote access

Remote electronic medical records (EMR) access is easiest and most cost effective. Benefits include:

  • No need for your office staff to generate any records
  • Least amount of administrative burden and disruption to your practice
  • Reduced delays and frustrations associated with paper submissions
  • Compliance with HIPAA

Web portal upload

Like remote access, this is an electronic option that allows you to save medical records in PDF format and upload them to our secure web portal. You must be granted access to our portal by a contact given in the medical record request. You will receive an email with a link to the portal, login information, and a portal use guide.


Schedule an on-site chart review

We can send our record collection team to your office to pull and make copies of records. Our goal is not to be intrusive, but if this is your preference, we will work with you to set a convenient date and time.



Paper records can be faxed to us – the correct fax number is always supplied in the medical record request.



While mailing to us requires you to print and mail copies, we are happy to accept records this way.


Medical Record Retention Policy

Centers for Medicare and Medicaid (CMS) requires that you maintain patient records for a minimum of 10 years, even for deceased patients. For all other patients, records should be kept for at least 7 years.

We appreciate your willingness to work with us on these requests, using whatever method works best for your office workflow. Please contact your account representative for more information about granting remote access.

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