For Record Retrieval & Litigation Support Companies

Research as we know is one of most important initial step while sending out requests. And since we work with multiple retrieval clients and help retrieve more than a million requests, we know for a fact that it is very crucial to deliver requests to the right location in our first attempt, it not only ensures correct delivery of a request, but also helps in reducing the overall turnaround time. The Research Team does a pre check up on the information provided by the attorney for retrieval of records by validating the facility information like Address, Phone Number, Email address to ensure that the request is delivered to the correct location per facility policy. Additionally, to make research quicker & easier for our agents, we started accumulating data for each provider, data such as facility name, address, phone number, fax number, email address, custodian name, their preferred mode of receiving requests, direct lines to various departments etc. Every facility that we touch for the first time becomes a part of this frequently updated data set.

We are aware that the custodians handle hundreds if not thousands of requests on daily basis and by providing crisp and clear instructions on our request packet puts the custodians at ease which in turn reduces the back and forth with the request. At this stage, we ensure to enter all the request data along with authorization in the client’s proprietary application. We also follow specific instructions that every provider has in terms of receiving request packets. Once the packets are updated, they are then forwarded to the provider through their desired mode of acceptance.

We have experience in dealing with both Subpoena Ad Testificandum and Subpoena Duces Tecum. Our professionals are trained to handle various Subpoena Sub-Processes like: • Order Validation • Research • Building Serve Packets • Serve, Reserves, Resends and Editing Request • Handling Subpoena Rejections, Objections, and Cancellations • Building Subpoena requests along with Authorization including Drafting • QC Checks Drafting of Notice to Consumer (NTC), Proof of Service (POS) and Subpoena specific to provider and as per state specific statutes and based on the type of Records Requested for both Arbitration, Domestication and Civil Cases.

This generally depends on the providers preference, they mostly prefer to be hand-served or served using certified mail, in which our team creates serve packets & uploads them to our clients' system for the onshore team to take it further. However, we have seen that the frequency of accepting subpoenas via secure email & fax has also increased, hence, we always check the providers preference, if they agree, we directly serve them via secure email or fax as well.

It is this piece of retrieval operations, where clients make the most out of our HIM offshoring services. Making timely follow up calls is the largest chunk of AM Infoweb’s business operations. Most of our staff is allocated to just making follow up calls for our retrieval clients. Asking the right questions can make a world of difference, not only it reduces the turnaround time but also helps in creating a bond for further requests with the custodian. At this stage, we validate the receipt of request and the date it was received. We confirm the turnaround time and check if the facility is associated with any Copy Service for future follow ups. Every information we receive is posted in the retrieval company’s proprietary software as “forward progression notes” which usually is visible to law firms or insurance companies directly. We believe in having a very friendly yet firm approach with custodians and express a sense of urgency with every follow up.

Payments can be tricky! There are several elements that one needs to be aware of while carrying out a successful payment transaction with the facility or a copy service. Our associates are trained in examining every element of an Invoice such as, page count, date of service, invoice amount etc. We validate & negotiate the charges of each invoice in accordance with the state statutes, postage, etc. When it comes to paying invoices, we understand that it takes time for a physical cheque to arrive at the facility and can potentially create a further delay in the release of records, hence, we try our best to make each payment online or over the phone using a credit or a debit card. If at all a provider insists on sending them a physical cheque, we raise the request for the onshore team to send it out from their end.

Imagine handling multiple documents anything from prepayments, rejections, cost approvals, facility specific authorizations, invoices, medical records etc. These documents can be received via mail, fax, electronic fax, email and sorting these into specific categories can be time consuming and overwhelming. Our production team has years of experience in handling such in coming paperwork by identifying and systematically sorting documents in client proprietary software in a specific location along with uploading these documents to the specific packet ID which then can be reviewed and processed by the other departments like the Billing/Payment teams, or by an Account Manager for further proofing post which it will be released to the end client.

AMI ensures precise patient verification by cross-checking at least three demographics and re-verifying with additional departments. Our comprehensive search by patient demographics guarantees accurate identification, enhancing data integrity and reliability. Trust AMI for efficient, accurate medical canvassing tailored to your healthcare needs.

'Treatment / No Treatment' verifies whether a patient received medical interventions or none at all. This process involves checking records and contacting healthcare providers to ensure accurate documentation.

Verification of All Treatment Locations: Confirming the various places where the patient received treatment, such as hospitals, clinics, or specialist offices. Verification of All Possible Treatment Dates: Ensuring all dates on which treatments were administered are accurately recorded. Verification of Treatment Types: Documenting the specific types of treatments the patient underwent, including procedures, therapies, and medications.

AMI verifies whether the facility offers a centralized search for all patient and treatment information or if searches need to be conducted through specific departments or branches. This ensures comprehensive and efficient data retrieval tailored to your organizational needs.

AMI ensures accurate facility validation by locating the appropriate specialty within the vicinity of the patient's provided address. This precise verification process enhances the accuracy of medical records, supports effective patient care, and ensures efficient data management. Trust AMI for reliable and comprehensive facility validation services tailored to your needs.

Obtaining NPI (National Provider Identifier) numbers is crucial for accurate identification, standardized documentation, and efficient retrieval of records. AMI ensures the precise acquisition and verification of NPIs for both facilities and doctors, supporting regulatory compliance, data integrity, and streamlined administrative processes.

AMI determines the optimal method to serve record requests by verifying email, fax, mailing address, portal service, or hand delivery, checking the required HIPAA form along with the standard turnaround time for the release of records from the providers. AMI ensures accurate records retention by validating with facilities the duration for which patient records are kept. This verification enhances decision-making and optimizes record retrieval requests, ensuring compliance and efficiency.

This department is responsible for transcribing deposition audio files. Scopists, who have transcription background experience, receive the audio files and work on the rough drafts provided by the court reporting solution. They listen to the audio and edit the transcript, ensuring accuracy and adherence to different state formatting requirements.

Representatives in this role schedule virtual and in-person depositions, using platforms like Zoom for virtual meetings and conference rooms for in-person sessions. They create job titles using the case name, witness name, and job number in the case management software -RB9 Reporter Base. They input meeting details, schedule in Zoom and Outlook, add virtual rooms or physical addresses for in-person sessions, and notify all participants.

Representatives in this role schedule virtual and in-person depositions, using platforms like Zoom for virtual meetings and conference rooms for in-person sessions. They create job titles using the case name, witness name, and job number in the case management software -RB9 Reporter Base. They input meeting details, schedule in Zoom and Outlook, add virtual rooms or physical addresses for in-person sessions, and notify all participants.

Representatives primarily contact external/freelance court reporters via phone or text to determine their availability for job scheduling. They also follow up with court reporters and videographers to ensure the timely submission of jobs for processing and delivery to clients, focusing on maintaining quick turnaround times. A customized texting platform for mass messaging has been developed by us. We can also interact with these resources one-on-one using the same platform.

Representatives primarily contact external/freelance court reporters via phone or text to determine their availability for job scheduling. They also follow up with court reporters and videographers to ensure the timely submission of jobs for processing and delivery to clients, focusing on maintaining quick turnaround times. This task involves checking the internet activity of claimants, plaintiffs, defendants, or witnesses to verify the accuracy of their claims. Representatives monitor platforms like Facebook, Instagram, Twitter, Reddit, and personal websites to prepare detailed reports based on their findings.

Level 1. Chronological Sorting / Organizing: We organize the records in a chronological order from the earliest to the latest records of a case, as most of the times initially when records are retrieved the records are jumbled up, so this product assists in putting them in a sorted chronological order. This product contains no bookmarks, and a PDF of the entire medical file is delivered. Level 2. Chronological sorting / Organizing with Date Bookmarks: This service assists in putting records in a sorted chronological order with addition of bookmarks by dates for easy navigation throughout the records. A PDF of the entire medical file is delivered. Level 3. Chronological sorting / Organizing with Categories & Date Bookmarks OR Facility & Date: This service assists in putting records in a sorted chronological order with addition of bookmarks by Category of the records & date OR Facility Names & Date, the category of the records could be classified according to the client’s preference, but few common examples would be by PT notes, bills, correspondence, claim notes etc. for easy navigation throughout the records. A PDF of the entire medical file is delivered where the main bookmark would be the category OR Facility and within that bookmark would be the dates bookmarked.

Level 1. Medical summary in a tabular chronological format: Our medical staff reviews and summaries the medical records in a tabular style format, in this automatically we sort the medical records as per client’s preference. The final summary is delivered in a word file and the PDF of the sorted medical records. Level 2. Medical summary in a narrative chronological format: Our medical staff reviews and summaries the medical records in a Narrative style format, in this automatically we sort the medical records as per client’s preference. The final summary is delivered in a word file and the PDF of the sorted medical records.

The hyperlinking product is for medical summaries, in any of the 2 above summary format (Level 1 & 2), hyperlinks can be additionally included for easy navigation of the summary and medical records. Both the outputs are delivered, in word format so it’s easy for clients to copy paste into their demand letters or for IME’s and QME’s and also PDF format where the hyperlinking function would work, client would have to use the hyperlinking function in Adobe PDF reader.