Copy service
Medical records copy service for law firms
Tavrn obtains the copy of a client’s medical records that each provider releases: full charts, itemized bills, imaging on disc and certified copies with custodian affidavits, requested from any US provider on one signed HIPAA authorization. Tavrn pays the provider’s copy invoice under your approval limit, follows up every 48 hours until the copy arrives, checks it against the request and files it to the matter.
What the copy service covers
The copy request
The client’s signed HIPAA authorization and what you know about the provider: name, location and dates of service. One authorization covers every US provider on the matter.
Certified copies and affidavits
Ask for a certification or custodian affidavit on the request and it goes to the custodian with the record request. Notarized affidavits are requested where the provider offers them.
Copy invoices paid
Tavrn pays the provider, including on Datavant/Ciox, MRO, Verisma and Sharecare portals. Fees pass through at cost under an approval limit you set and post to the matter as case costs.
Completeness check
Every copy is checked against the request: pages, date range and record types. Missing pages go back to the provider; a provider with nothing on file returns a documented no-records statement.
Imaging and discs
Imaging and films come back with the report, and mailed discs are ingested into the same patient folder as the chart.
Filed to the matter
Searchable (OCR), with a cover page, organised by provider and date of service, into Litify, SmartAdvocate, Clio, Smokeball, SharePoint or Dropbox, on the Tavrn platform, or through the API.
Copy types
Which copy to ask for
A case usually needs more than one kind of copy from the same provider. Each is requested on the same authorization and tracked as its own record type.
| Copy | What it is | When a firm asks for it |
|---|---|---|
| Standard copy | The chart or treatment records as the provider releases them | Case evaluation, treatment review and the chronology |
| Itemized bill | The billing office’s line-item statement, held separately from the chart | Damages and the demand |
| Certified copy | A copy the custodian certifies as complete and true | Filing, deposition or trial, where the court needs it |
| Custodian affidavit | The custodian’s sworn statement authenticating the records, notarized where offered | Admitting records without calling the custodian to testify |
| Imaging and films | The radiology report plus the images, often on a mailed disc | Injury proof and expert review |
| No-records statement | The provider’s documented statement that it holds nothing for the dates requested | Closing a gap on the record instead of chasing it |
Copy service or retrieval
The same job, with the chasing included
A copy service and a record retrieval service both end with the provider’s copy in the firm’s hands. Tavrn does the whole retrieval: it finds the right custodian, sends the request the way that custodian answers, pays the copy invoice, follows up until the copy arrives and checks it before it reaches the matter.
How it works
From authorization to the copy on the matter
- 01
Send the authorization
A signed HIPAA authorization plus the provider’s name, location and dates of service, from the platform or your case management system. Mark certified copies or affidavits on the request.
- 02
Requested the same day
Each request goes to the provider the same day, the way that custodian actually responds: network, release-of-information vendor, portal, fax, mail, email or phone.
- 03
Invoice paid, follow-up every 48 hours
Tavrn pays the copy invoice under your approval limit and follows up every open request every 48 hours until the copy arrives. A stalled request goes to Tavrn’s retrieval team.
- 04
Checked and filed
Pages, date range and record types are checked against the request, then the copy is filed to the matter with the invoice PDF and the fee posted as a case cost.
Coverage
Any US provider, from one authorization
100,000+
provider requests processed through Tavrn
500+
organizations, from solo practices to national organizations
425,000
provider organizations in the directory, all 50 states and DC
Security
Controls for sensitive medical records
Protected health information, handled under HIPAA and audited for SOC 2.
Security detailsFAQ
Medical records copy service, answered
Book a demo
See a copy request go out and the certified record come back
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