As you are aware, some components of the trial preparation process are less than glamorous. Often, these tedious up front steps substantially impact the ability to reach a successful case outcome. If they didn’t, no one would complete them. One often overlooked area for significant improvement is the retrieval of records pertinent to the case.
The traditional process for obtaining records often requires valuable staff time to be spent tirelessly following up with providers. The time spent working through these tasks could be better spent on higher-value activities that directly impact the outcome of the case.
Seven Step Approach to Traditional Record Retrieval
- 1. Request authorization or serve subpoena to obtain medical or other related records
2. Identify all facilities visited by the plaintiff
3. Contact the custodian of records to determine the request form they require
4. Request records from the custodian (follow up with custodian every three to five days by phone or email to request records)
5. Issue check for prepayment
6. Wait to receive records electronically or by mail
7. Scan records received by mail (convert to PDF to make documents searchable)
Alternatively, an increasing number of law firms have taken a more modern approach to the retrieval of records and have eliminated this monotonous task for their staff by assigning it to a team of record retrieval experts who have relationships with record custodians nationwide.
To learn more about the modern approach to record retrieval, read part II of this article now.
