An authorization is your best method to proceed. If you do not have one, MLR will contact counsel on your behalf to secure a signature on our HIPAA- compliant authorization form. Upon receipt, we will proceed to contact the document custodian to arrange collection of the materials.

Securing documents can take anywhere from 24 hours to a number of months. The determining factors are the form of legal release utilized (Subpoena or Authorization), how recent and available the documents are and the cooperative spirit of the custodian. Our Customer Service Representatives handle all request individually, securing materials in the most expedient and efficient manner for each custodian. Any problems experienced along the way are brought to your immediate attention.

Any item that you discover is needed can be requested. Most common are: Radiologic films (i.e. X-rays, MRI, CT, Pet), Photographs, Blue Prints, Video, Audio, Dental Molds, and Pathology materials.

Yes. Certifications are included in all requests sent to custodians. If the documents are returned without the certification, we will re-contact the custodian in order to obtain one.

Unfortunately, it is not possible to duplicate pathology slides. It is, however, possible to arrange for the medical facility to make a “second cutting” of the original pathology materials. This is an expensive process and is not guaranteed to have the same pathological results because a new specimen of tissue is used to generate the new slide.

Our messengers are fully HIPAA trained on how to carefully handle and process confidential materials. Chain-of-custody receipts are kept by our messenger department when dealing with original materials. Also, our messengers travel with equipment to copy documents and X-ray films ON-SITE at the custodian’s offices.

MLR has a “Rush” department that is at your convenience. Let us know what you need and when you need it. We will make all the arrangements – obtaining “waiver” when needed, prepare and issue documents, notify counsel and contact the custodian to secure rapid receipt of the documents needed.

Our staff will take care of issuing a check to the custodian on your behalf. Fees over $100 will be subject to your approval. Any fees generated will be separately listed on your invoice for services.

All records are reviewed by MLR’s Quality Control staff for accuracy, content and quality of copy presented. Any pages that are not of MLR quality are duplicated and returned for better copies. Your set of records will be forwarded with notification that better copies have been requested.

Orders can be placed online by clicking on our “Place Order” link or you can fax, mail, or e-mail your request. We can e-mail you a Microsoft Word version of our form or send you paper forms if you prefer to complete your orders by hand. Then there’s always the telephone--call us and we will take your order over the phone.

No. Your order can be in the format convenient for your office. Many of our clients have created their own version of our order form, others just send a letter. Our order form is provided for your convenience and as a guide listing information that will speed the process of securing the documents you seek. Choose your own method!

Yes. Give us the information you do have. We will research the current contact information on the custodian. We have an extensive database and use address and internet search programs for research.

Actually, the order form is easy to use. Utilize the tab key on your computer to move from space to space. In some areas there are drop down boxes from which you can choose your selection by clicking on what you want. When you have completed the form click on the “SUBMIT” button to send your order.

The online form can be filled in for each custodian request. If you have additional locations, you can use the "Comments/Instructions" area at the end of the form. That area will let you use as much space as you need. Checking the “Comments” box at the top of the form will raise a flag to our staff so that we DOUBLE check all areas for information.

Use the area labeled “Specific Instructions” on the order forms. You'll find it on the bottom line of each record location. This area can be used to list specific items required, wording desired, or special instructions pertaining to that location. However, if additional space is needed, use the “Comments/Instructions” area at the end of the form and here you will be able to utilized as much space as desired.

All orders received via our online order form or by e-mail are acknowledged upon receipt by e-mail. That acknowledgement will contain a copy of your order. All orders are acknowledged in writing, enclosing copies of the documents we prepared on your behalf for your records.

Following the online order form is the best way to ensure that needed information has been provided in order to issue a subpoena or plaintiff/claimant authorization. Always important are the plaintiff/claimant’s Date of Birth, Social Security Number and current address. All orders are reviewed upon receipt. We will contact you for additional or missing information that will speed the search and response time.

For cases that are in suit, MLR will prepare, complete and file all documents necessary to issue a subpoena in accordance with the rules of the presiding Court. Notice will be sent to all counsel of record. If you wish to use plaintiff/claimant authorization, the authorization should be forwarded with your order.

A signed authorization will be needed in order to obtain records that contain reference to drugs, alcohol, mental health, or HIV. All other records can be released under subpoena.