For plaintiff and defense attorneys, paralegals, and claims professionals, getting the right records at the right time is non-negotiable. Every case depends on it. Yet traditional methods of record retrieval—calls, faxes, and paper mail—create bottlenecks that waste time and raise costs.
That’s where ChartSwap steps in. As a secure, centralized record exchange platform, ChartSwap simplifies the entire process—from initial request to final retrieval—so you can stay focused on case strategy instead of administrative hurdles.
Let’s take a step-by-step look at how ChartSwap works.
Step 1: Submit Your Record Request
The process begins with a simple, intuitive online request. Instead of juggling multiple points of contact or worrying about incomplete paperwork, users log into ChartSwap and create a record request through a centralized dashboard.
With our standardized order form, we reduce the risk of delays caused by missing or inaccurate information. ChartSwap also leverages advanced technology to ensure privacy and HIPAA compliance right from the start, with built-in safeguards protecting sensitive information.
Finding more with ChartSwap:
With ChartSwap’s extensive network, requestors can access records from 500k+ provider locations across the U.S. in as little as 10 business days.
Step 2: Secure Delivery to Providers
Once a request is submitted, ChartSwap securely routes it to the correct provider, ensuring efficient processing of requests. Our provider network receives requests directly through the platform, where providers can review, approve, and respond in a few clicks. By offering one central location for providers to track and manage all submissions, ChartSwap creates a streamlined workflow that makes it easier than ever for providers to fulfill medical and billing requests. For requestors, this means less follow-ups and more confidence that your request is in the right hands.
What our clients have to say:
“ChartSwap is a fantastic resource to help us unburden our staff from tedious attorney requests. It is so convenient and helpful that everything can be managed through one portal.” — Ginger R., EMEDEX
Step 3: Transparent Tracking
One of the most frustrating aspects of traditional record retrieval is the “black hole” effect—once you send off a request, you’re left waiting with little visibility into its status.
With ChartSwap, that problem disappears. Requestors can track the real time status of their medical and billing requests through the dashboard within our secure online portal. The request status is updated throughout the process, so you’ll always know if a request is pending, approved, in process, or fulfilled. This level of transparency reduces follow-up calls and provides greater peace of mind.
What our clients have to say:
“ChartSwap puts everything in one place, which is so much more efficient than doing it manually. ChartSwap serves as a great [platform] where providers and requestors are able to view requests in one centralized location and track each one from start to finish efficiently.” — Terrie S., Zotec Partners
Step 4: Streamlined Payments
In many cases, providers require payment before releasing records. ChartSwap makes this step seamless by integrating secure, electronic payments directly into the platform. Instead of cutting checks, mailing them, and waiting for confirmation, requestors have the option to pay online in a few clicks. We use a transparent, flat fee structure for record requests, so clients know exactly what they will pay with no hidden costs.
Providers benefit too—payments are processed faster, with fewer administrative headaches, helping both sides save money by reducing administrative costs.
What our clients have to say:
“ChartSwap is the most user-friendly platform for record retrieval. It provides records for every part of the process, including payments, making it extremely fast and simple.” — Sara B., Advocate Radiology Billing
Step 5: Fast, Secure Record Retrieval
The final step is where ChartSwap delivers its biggest impact: retrieval. Once records are ready, complete medical records are uploaded directly to the platform in a secure, HIPAA-compliant format. Requestors can easily download client medical records as needed, ensuring they have all necessary documentation for their cases.
No waiting for overnight mail. No scanning stacks of paper. Just fast, easy access to the client medical records you need, exactly when you need them.
What our clients have to say:
“ChartSwap has absolutely reduced the time we spend on record retrieval, and we are able to focus on other elements of the case.” — Courtney H., Huffman & Huffman
From Record Request to Record Retrieval—Simplified
At every stage of the process, ChartSwap eliminates friction points that slow down traditional record retrieval. From submitting a request to tracking status, making payments, and accessing records, the entire workflow happens within one secure, centralized platform.
Because ChartSwap is HIPAA, SOC 2® Compliant, and HITRUST® r2 Certified, users can trust that sensitive information is always handled with the highest security standards.
The result? Less waiting, less manual work, and more time spent on what matters most—serving your clients and advancing your cases.
Ready to streamline your record retrieval process? Learn more about how ChartSwap can simplify your workflow and request a demo today.
