“ I am not teaching our partners how to work with clients. They're often teaching me ”
Our medical record retrieval expertise, capital commitment, and industry knowledge and insights make us the ideal partner for your growth.
Safeguarding patient information is in our DNA. We are SOC 2 Type 2, ISO-27001:2022 certified, and fully HIPPA complient. Our 100% work-from-office policy ensures highest confidentiality and data security.
Flawless accent and communication coupled with state-of-the-art infrastructure designed for efficient records retrieval makes us easy to work with and helps us deliver the results that you desire without any hassles.
We quickly turn the deliveries around. We operate by streamlined review and summarization procedures using advanced technology which is highly efficient.
Unlock seamless healthcare litigation support with our all-inclusive services, designed to optimize your legal processes. Our expert team excels in Medical Record Retrieval Services, Medical Canvassing, Court Reporting, and Medical Record Review, ensuring you have accurate and organized documentation at your fingertips. From thorough research and subpoena preparation to precise patient verification and facility validation, we handle every detail. Our top-notch Court Reporting delivers meticulous transcripts and professional videography, while our Medical Record Review provides in-depth analysis and easy-to-navigate summaries. Trust us to streamline your litigation workflow and enhance your case outcomes with our reliable and efficient services.
Record Retrieval | Medical Canvassing | Court Reporting | Medical Record Review |
|---|---|---|---|
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.
We schedule to speak in detail and understand your goals, challenges and current operations.
Depending on your volume & area of need, we decide on how many resources should we kick-off with.
We bring together our teams and set up a secure VPN channel & remote desktop that has minimum to zero latency.
We schedule for someone from your onshore team to virtually train our in-house trainer.
At this stage, the pilot batch is launched and the team starts working on the allocated accounts.
AMI ensures strict adherence to HIPAA regulations, backed by SOC 2 Type II, ISO-27001 certifications, and strict security measures. This includes encryption of electronic data, restricted access controls, regular audits, and employee training on ISMS. Additionally, stringent on-premises protocols include biometric login, CCTV monitoring, and disabling USB slots. Comprehensive training on handling PHI and HIPAA compliance ensures ongoing adherence among our skilled employees.
AMI's approach consists of employing strong security measures, including encryption protocols like TLS and AES, secure communication channels like VPNs or SFTP, RBAC for access control, DLP solutions, regular security audits, employee training, data encryption at rest, and incident response plan, to ensure the secure transmission of Protected Health Information (PHI) while adhering to industry regulations such as HIPAA. These measures collectively reduce the risk of data breaches or unauthorized access, enabling the safe exchange of PHI between clients and AMI.
AMI offers comprehensive training on handling Protected Health Information (PHI) and compliance with HIPAA regulations. This includes courses on confidentiality protocols, secure data handling practices, and regular updates on HIPAA guidelines to ensure ongoing employee compliance. Additionally, employees undergo regular assessments to reinforce their understanding and adherence to these critical standards.
Step 1. Pilot batch planning: Depending on your volume and the requirement, we’d mutually decide on a number of resources that should be allocated to your company.
Step 2. We get our IT teams together and we remote desktop into your system by using the provided Username-Password to log-in and begin working remotely (via a secure point-to-point VPN connection). This way the data stays in the US and everything is HIPAA and SOC 2 compliant.
Step 3. Training: Workflow training as per client’s software and existing process. The Pilot group is trained by the onshore trainer remotely via Virtual Training Platforms (Like GoToMeeting, Etc.), which also acts as a Train The Trainer Program, post which all future trainings are done internally by the designated AMi Trainer.
Step 4. Operations Knowledge Transfer: Understand the KPI's. Every client follows a unique strategy to produce better outcomes. Some clients concentrate on minimum ‘X’ number of closure percentage every month and some focus on touching every request as frequently as possible to get better rotation. At this stage, our ops team would understand the strategy and set up KPI's for the India team accordingly.
Step 5. On Job Training / Nesting: At this stage, the pilot batch is launched, and team India starts working on your orders. It is now time to observe their performance for the next few weeks.
Step 6. Pilot Evaluation: At this stage, a thorough evaluation of the Pilot is done based on our productivity and overall performance. The client would then proceed with signing a long-term agreement and adding more team members as in when required.
The pricing structure fluctuates based on the partner's specific business needs and the solutions sought following AMI's analysis of their operations. Simply schedule a call with AMI's sales team to learn more about their offerings
Generally, for the non-voice resources, most of our partners prefer for them to work during the nights in the US as it is daytime here in India, this enables them to save time and reduce the turnaround for their non-voice projects which are mostly based on the client's discretion. In terms of voice, these resources work in tandem with the state-side team, hence they work during the day in the US, and follow US time zones, based on the partner’s preference and on-shore location, they log in EST, CST, and PST, or MST hours. The resources also follow the same calendar followed by the state-side team and also take public holidays according to the US calendar.
AMI strongly believes in ethics and gives client privacy the utmost priority. Each client’s team is allocated a separate working space with glass partitions separating their teams from the rest of the floor. Measures are taken to restrict access to resources from sensitive information.
No, AMI does not provide their own retrieval software. Usually AMI’s clients provide access to their Retrieval software which could be a third party software or their own proprietary software. If a client does not have a retrieval software, in that case AMI would utilize MR8.
AMI can handle payments to the medical facilities or the custodians in a few different ways:
This completely depends on various aspects like client type, records type, domain type etc., but usually, our goal is to get 80% of the request closed within 30 days’ time.
Our main value addition is Trained Record Retrieval Professionals and Turnkey infrastructure. Since we work with multiple record retrieval companies we are familiar with most of the challenges that our partners generally face.
There is one specific challenge where we add the most value is when our client wins an RFP. As we all know once a Retrieval firm onboards an Insurance firm, a large Law firm or any other similar high volume client, the workload increases drastically which in turn is difficult for the onshore teams to cope up with overnight. In this case, AMI’s strategy of having trained professionals on the bench comes in handy as they can pick up the additional volume and can ease the clients workflow.
Apart from Medical records, AMI Retrieval specialists are experienced in retrieving Billing records, Employment records, Educational records, Criminal Records and any other form of records.
We perform all stages of Retrieval Operations listed below, including editing documents, sending out emails / faxes to facilities.
AMI caters only to Record Retrieval/ROI companies, these companies could have Insurance companies, Law firms, or Medical Providers as their clients. AMI has the experience in retrieving records on behalf of all the above domains.
We understand quality is a very important aspect of the entire review process, hence every file we review goes through a strict two bucket quality check. Our multi-level quality processes guarantee flawless summaries and to best prove this statement, we'd recommend you to test us out with our free trial offering, contact our sales team today to know more.
Absolutely, please feel free to contact our sales team today to know more and get copies of our previously reviewed records in different sample formats.
Yes, our policy is to delete all medical records after 30 days if you wish for them to be deleted after we complete a review, we can incorporate this setting into our system as well.
Sorting - We do Medical Records Sorting by Date (forward or reverse), Location and Type of records. We also do duplicate & non-relevant/admin records removal/separation. We speed up the sorting process with the help of our proprietary software that enables automatic records sorting which eventually cuts down on the overall turnaround time as well. If you'd prefer we can set-up to give you an online demo of our sorting software at your convenience.
Hyperlinking - Hyperlinking allows instant navigation from case summaries to the corresponding source of medical records.
Bookmarking - Bookmarks serve as a clickable table of contents in a particular PDF, making it easier to access specific pages. Bookmarks can be customized based on your specific needs.
OCR - All our final reports go through this process to make editing and copying of content easier for your case evaluation.
We have a team of seasoned medical reviewers on-board such as Doctors, Nurses, Bachelors in Pharmaceuticals and more, our team has the necessary qualification and background to understand medical terminology, sort chronologically, spot patterns, verify inconsistencies, etc. Our medical team has years of experience in reviewing and summarizing medical records for clients based in the US.
Yes, we do accept rush requests and charge a small extra over our standard fees for these types of requests.
While the industry standard is 7 working days, we always try to cut short on the turn-around while maintaining quality where we deliver smaller files within 2-3 days and decently large files within 5 working days, having said that, the TAT also depends on the size of the file and status of our resource allocation projections. Once we receive files the TAT is communicated within 24 hours, we understand that the industry calls for quick TAT's and we try our best to turn them around as soon as possible.
We specialize in Medical Records Review for Personal Injury, Workers Compensation, Medical Malpractice, Mass Tort, Social Security Disability, Class Action Lawsuits, Etc.
Comprehensive Summaries - Gives you an in-depth view of the relevant information by extensively reviewing the patient's medical records.
Medical Chronology Summary & Timelines - A detailed timeline of medical events captured by reading and reviewing extensive medical records to find relevant information.
Narrative Medical summary - Summary that captures and highlights key medical events in a narrative format for relevant periods of care.
Preferred summary format - As some clients are more comfortable evaluating the medical reports in their format, we can adapt to the format our clients currently use, this allows them to navigate through the summary and find relevant information in the way they are used to.
We offer medical records review and summarization services along with value-added assistance like medical records sorting, hyperlinking, bookmarking, and OCR of medical records as well (OCR - Optical Character Recognition).
AMI follows the below mentioned steps:
Initial Assessment (Order Entry): Our order entry team starts by reviewing the claim. We look at the type of injury, the date it happened, any previous medical conditions or treatments, and all the addresses where the claimant has lived. This helps us focus our search on relevant medical specialties and decide how far to canvass from the claimant's address.
Secondary Canvassing: Our canvassing team contacts healthcare providers, hospitals, clinics, and other medical facilities where the claimant might have received treatment. The requested and collect medical records, treatment notes, and other required documents.
Quality Audit: AMI’s dedicated audit team conducts a thorough 100% review to ensure accuracy and compliance. Any discrepancies identified are promptly addressed, with immediate feedback provided to the canvassing team for necessary corrections, ensuring the highest standard of quality in our services.
Report Delivery: Once the quality check is completed, our delivery team compiles the final report, which includes:
Addresses where medical canvassing was performed.
Types of medical specialties contacted.
A comprehensive list of all locations contacted, including names, addresses, phone numbers, and key contacts.
Treating locations along with their respective treatment dates.
Any additional information uncovered during the canvassing process.
If a location is initially unreachable, we make three contact attempts over two business days. Upon client request, we are flexible and can make additional attempts as needed.
We send them Signed Authorization if available or send them generic fax requesting records. If above is not met, we mark them as no information.
We canvas up to 100 miles from given address so that we do not miss out any nearest treating location. We go beyond 100 miles if requested.
Facility Name: The name of the hospital, clinic, or healthcare facility.
Address: The full address of the treatment location.
Dates of Service: The specific dates when treatments were provided at each location.
Provider Information: The name and contact details of the treating healthcare provider or facility staff.
Treatment Type: The type of treatment administered (e.g., medication, hospital visit, clinic visit, surgery, X-ray, physical therapy).
Date of Treatment: The exact dates when each treatment was given.
Treatment Description: A brief description of the treatment administered on each date.
Provider Details: Information about the individual who administered the treatment.
Location Details: Details about the location where the treatment took place.
Central Search, Record Dates: Include records of treatment dates, ensuring a comprehensive timeline.
Accurate Medical History: A complete timeline of care, crucial for ongoing treatment and follow-up.
Verifying All Possible Treatment Dates: Ensure all relevant treatment dates are confirmed, including the most recent and earliest dates of treatment.
The timeframe for the canvassing process depends on the complexity of the claim and the availability of information. On average, it takes us 48 to 72 hours to complete and submit a case.
The common methods to serve a record request include:
Each videography representative works on 16 jobs daily. Their key tasks include watching and listening to deposition videos, cross-checking details such as witness names, case names, and job dates, uploading videos to Share File or client servers, creating video links, and sending them to clients. They also prepare video billing sheets and upload them to the job. If videos are missing, representatives notify the videographers to provide the link before processing the job.
Representatives responsible for Link Creation schedule virtual and in-person depositions using platforms like Zoom and conference rooms. 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.
Scopists process between 50-70 pages in an 8-hour workday, depending on the quality of the audio. Proof-readers handle 45-55 pages in the same time frame, conducting quality checks for formatting errors, parentheticals, grammar, and overall formatting.
The Deposition Transcripts department is responsible for transcribing deposition audio files. Scopists with transcription background experience receive these audio files and work on 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. Proof-readers then conduct quality checks for formatting errors, parentheticals, grammar, and overall formatting.
