Lawyers and legal professionals depend on seamless, efficient records retrieval at all stages of litigation. The healthcare industry also relies on efficient medical record retrieval services to process insurance claims and improve service delivery. Whether preparing for a trial, digging for more information to pursue a specific line of reasoning, or ironing out strategies to counter the opposition’s claims, legal and medical documents need to be retrieved in a timely manner. However, inefficiencies often creep into the process.
That’s why many firms turn to record retrieval services—ensuring they get the key files they need fast. Below, we’ll explain why an efficient process matters, as well as how firms can make their retrieval as smooth and effective as possible. We’ll also look at which technologies help (and why) and what to look for in the ideal retrieval partner.
Why Efficient Record Retrieval Matters
Inefficient record retrieval forces legal teams to wait longer for the documents they need to fully understand a legal situation. They can’t plan effectively without full access to relevant information, so excessive delays run the risk of making certain documents completely unusable. Even a slight delay impacts legal strategizing and all other elements of litigation.
On the practical side, delays translate into higher record retrieval costs, and they have the potential to stall and neutralize any positive momentum. By streamlining operations, firms can efficiently manage the workflow to meet quick turnaround requirements. They can also impact a case’s likelihood of success.
These impacts can be especially high-stakes when they involve time-sensitive matters.
For example, delays in medical record retrieval can jeopardize a healthcare client’s chances of being compensated fairly for an insurance claim or medical malpractice suit.1 Tight deadlines and the overall complexity of medical documentation—not to mention difficulties imposed by HIPAA and other restrictions—can make retrieving records in time challenging.
Best Practices to Streamline Record Retrieval
Law firms looking for faster, more effective record retrieval should first identify whether there are any insidious inefficiencies in their existing processes. For example, unnecessary approval or communication loops outside of those required for security and compliance can likely go.
Beyond eliminating inefficiencies, some positive best practices to implement include:
- Automating requests and document processing speeds up turnaround times and improves accuracy. Minimizing manual processes reduces errors and costly bottlenecks.
- Implementing digital tracking for realtime status updates. Keeping stakeholders in the loop about progress and expected delivery times helps legal teams plan strategically.
On that last point, turnaround time is one of the most important factors to consider when choosing record retrieval partners, according to the Association of Legal Administrators.2 A quality partner will produce records in any preferred format as swiftly as possible while also maintaining security and accessibility throughout the process—all with the help of technology.
How Technology Enhances Efficiency in Record Retrieval
When used with human oversight, artificial intelligence (AI) and machine learning (ML) tools have the potential to supercharge record retrieval processes by automating certain tasks and otherwise supplanting human input. In particular, AI-driven categorization and keyword identification save time that talented legal professionals can instead spend on more pressing strategic matters.
The role of other technology in record retrieval is just as important.
Finding the Right Legal Support Partner for Record Retrieval
When comparing records retrieval service providers, it’s important to look for a combination of swiftness and fidelity. Rather than isolating a feature like turnaround times, inquire about the specific processes used to procure documents and the care taken to host and transmit them. If records are retrieved quickly but are inaccurate, incomplete, or compromised, then they may not be usable. Or, worse, they may be used without realizing disqualifying issues.
Beyond speed and accuracy, coverage for a wide variety of file formats and accessibility on an intuitive platform are also must-haves. Records need to be useable as widely as possible.
It’s also important to consider security and data privacy. A quality record retrieval partner will streamline seamless compliance with HIPAA, SOC 2, NIST, and other regulations with end-to-end encryption, access controls, threat monitoring, and other protections.
Sources:
- USA Wire. Medical Record Retrieval: Accelerating Turnaround Times for Law Firms. https://usawire.com/medical-record-retrieval-accelerating-turnaround-times-for-law-firms/
- Legal Management. 7 Factors Legal Professionals Should Consider When Choosing Records Retrieval Support. https://www.alanet.org/legal-management/2021/october/columns/7-factors-legal-professionals-should-consider-when-choosing-records-retrieval-support
