The Compliance Challenge in Medical Record Retrieval In today’s privacy-conscious landscape, retrieving medical records isn’t just about speed—it’s about staying compliant. Organizations in the legal, insurance, and healthcare industries must navigate complex regulations like the Health Insurance Portability and Accountability Act (HIPAA) to ensure that sensitive health information is handled securely. HIPAA in particular mandates strict protocols around the access, storage, and transmission of Protected Health Information (PHI). Failure to comply with HIPAA can result in potential breaches, unauthorized access to sensitive information, and costly penalties. Even small missteps—such as emailing records insecurely, misidentifying providers, or storing data without proper…
The Real Cost of Manual Record Retrieval Manual workflows consume valuable staff time. Employees can spend hours tracking down records, navigating provider-specific requirements, and managing tedious follow-ups. This diverts attention from higher-value tasks and increases operational overhead. RRS saves clients from having to hire staff to order and track records and bills from healthcare providers, further reducing administrative burdens. Errors, Delays, and Compliance Risks Errors are also more common in manual systems. Missing forms, incorrect patient identifiers, or inconsistent communication with providers often result in rework, duplicate requests, and costly delays. And since every day counts in the legal and…
Navigating the legal space can be difficult for those not accustomed to it. With so many nuances, rules and hoops to jump through, it’s easy to make a mistake or get confused. One part of the legal system that providers in our network are exposed to the most is subpoenas. So, to help providers better understand the process behind subpoenas, we’ve put together a guide outlining the basics. A subpoena is a “legal, written order to compel an individual to give testimony on a particular subject at a specific time and place, or to provide documents or other tangible objects.”…
NEW YORK – Business Wire - June 12, 2025 – Datavant, a leading health data platform company, today announced that it has signed an agreement to acquire ChartSwap, a leading provider of health records retrieval and claims intelligence from Aquiline, a private investment firm specializing in financial services and technology and Capstreet, a Houston-based lower middle market private equity firm. With this acquisition, ChartSwap will join Datavant to deliver an integrated, digital-first platform that connects those with health records to those who need them easily, quickly and securely. The combined organization will reduce administrative burden for Datavant’s network of over…
Our goal has always been to provide our clients with a fast, simple, and secure solution for streamlining their record requests. As part of that mission, we pride ourselves on listening to customer feedback and suggestions to improve the ChartSwap experience whenever possible. So, when our clients began asking for a way to find additional records, we set to work on developing our new Record Finder capability. On average, there are 1 billion physician office visits and over 139 million emergency department visits in the U.S. each year. Our own data suggests that the average patient has records in seven…
MACHESNEY PARK, Ill. - Business Wire - Tuesday, February 25 – Experity, the national leader in on-demand healthcare solutions, today announced its partnership with ChartSwap, a secure business-to-business (B2B) health information exchange platform. Through this collaboration, Experity’s Record Retrieval service, powered by ChartSwap, will provide seamless medical and billing record retrieval for authorized third-party requestors using ChartSwap’s digital medical and billing record exchange. The partnership is designed to reduce administrative burdens and enhance operational efficiency for urgent care clinics across the U.S. By integrating Experity’s Record Retrieval with ChartSwap, clinics that already use Experity’s electronic medical record (EMR), practice management…
Fulfilling third-party requests for records can often be a time-consuming and cumbersome process. Without a trusted records exchange partner, front office staff and revenue cycle managers must commit their limited resources to a litany of tasks associated with each request, including: Organizing requests as they are received from a variety of sources such as email, phone calls, fax, etc. Determining if there is sufficient information to fulfill the request. Fielding multiple follow up emails and phone calls from the requestors. Calculating custodian fees based on locations, statutes, and other factors. With hundreds of millions of third-party record requests directed to…
With new innovations and enhancements every year, it can be tough to know what to focus on the most. As we begin a new year, our experts have compiled a list of a few trends we expect to dominate the industry in 2025: AI: AI has been an inescapable buzzword in 2024, and this will continue to be the case in the new year. On the surface it seems like AI will be a massive disruptor, completely changing the way all industries do business. But AI is still in its infancy and there are still a lot of questions surrounding its…
When an adjuster begins their investigation into a claim, they need as much information as possible. Perhaps one of the most beneficial documents in an investigation is known as a Continuity of Care Document. This is the standard document type for healthcare information exchanges and includes a wide range of patient information. Continuity of Care documents provide adjusters with a brief and concise high-level overview of past medical conditions and treatments in a standardized format, enhancing the review of handwritten physician notes, which often can be difficult to decipher. Information included in a Continuity of Care document can help indicate…
If you’ve ever requested medical records, whether for legal or insurance purposes, you’ve probably received the results in a format known as Continuity of Care Document (CCD). What is a CCD and why is it the standard for digital healthcare record exchanges?CCD is the standard for digital healthcare information exchange, usually shared in an XML or PDF format. It is commonly used for payment of care, adjudication of claims and for informing healthcare providers about the patient so that all providers have as much information possible during diagnosis and treatment. CCDs are a robust medical record that include a variety…
