|Quality Control Practices|
Hospital Chart Indexing
Choose the method best for you - ONLINE order form, e-mail, fax, mail or call us so we can take your order by telephone. Request forms can be provided in electronic or paper format. Use our request form, create your own, or simply send us a letter.
The first thing we do with your order is review it for content, making sure that we have the key information necessary to locate and secure the items you requested. We research the information provided to insure addresses provided are current and/or to obtain information not available to you when the order was submitted. Custodians are contacted, giving them advance notice of the subpoena so records can be located and available.
Our Customer Service Department will contact the Record Custodian several days in advance of the date due to arrange timely collection of the requested materials. Fees required by the Custodian are advanced on your behalf (see Fee Advancements). On some occasions, the search for your documents leads us away from the original Record Custodian. We follow “the trail” to the extent possible.
On occasions when a fee is requested by a Records Custodian, MLR will issue payment on your behalf in accordance with the following guidelines: Fees under $100 will be paid on your behalf without bothering you for approval. For amounts over over $100, we will contact you to secure approval. With your approval, we will issue checks on your behalf up to $250.00. Any fees paid on your behalf will be included on your invoice for our services rendered.
Our system of written reports is designed to keep you advised and informed of the status of your request. The reports include information on our progress, research results, and/or obstacles encountered. They can be sent to you via email or regular mail - the choice is yours.
All requests for records are sent with a Certification (in Affidavit format), attesting to the authenticity of the documents being secured. During the packaging of your record the signed Certification is placed just above the record for your convenience.
Materials prepared by MLR staff follow a strict guideline to insure quality. Every document we receive is reviewed by our Quality Control Department to insure accuracy and quality. Errors are quickly brought to the attention of the Custodian for immediate correction. Secured documents must meet our high standards for copy quality.
The records you requested will be delivered to your office with a copy of the release form used (subpoena or authorization) and the Certification received from the Custodian verifying the validity of the documents. We will sort hospital charts into MLR’s copyrighted set of 12-tab dividers for easy access to treatment information.
An added bonus: The dividers contain an alphabetical list of the most commonly used medical abbreviations for your reference. Everything is placed in our “court presentable” packaging -- ready for your easy review.
Hospital Chart Indexing
At MLR, all Inpatient Hospital Charts are indexed into 12-category chart dividers (i.e. Admission/Discharge, Consultations, History & Physical, Operative Notes). The tabs are also imprinted with a medical terminology abbreviation guide (MLR copyright 1987) to assist in the review of medical records. The Chart Dividers are also available for purchase. Call us for more information or feel free to use the Reprographics request form to place an order online.
Invoices for services are prepared and sent at the same time as the documents. It will include any fees advanced and/or expenses incurred during the document collection process. You can receive the records with the invoice attached or have the invoice billed directly to your carrier. Choosing to direct bill your carrier can eliminate future chores for your staff. Other payment options are available. Contact us to make the arrangements that best suit your needs.