Eligibility
Documents written at other centers
Prior treatment regimens, biomarker reports, baseline scans and organ-function labs settle a match. Most were written at the diagnosing center and the treating practice.
Medical record retrieval
Outside records, with the images and slides
Tavrn requests notes, images and pathology slides from each provider a patient has seen, on one HIPAA authorization, and HIM files them to the chart.
- provider requests
- 100,000+
- provider organizations in Tavrn’s directory
- 425,000
- follow-up with each open provider
- Every 48 hours
Evidence
The outside chart decides the plan
Missing at the visit
52%
of the information clinicians lacked at the visit sat outside the practice: the notes, labs and imaging reports.
Images that stayed behind
42%
of repeat CTs after trauma transfer were ordered because the outside scan was unavailable.
Medication history at admission
Up to 67%
of admission medication histories contain at least one error. The prescriber’s list and dose changes sit in the outside chart.
Tavrn requests all three from the providers that hold them.
Where the outside chart is read first
Service lines that plan treatment from records written elsewhere.
Oncology
Decision: Confirm stage before tumor board
- Records:
- Slides and blocks
- DICOM images
- Treatment doses
Without them: Prior doses go uncounted.
Fertility
Decision: Choose the stimulation protocol
- Records:
- Stimulation sheets
- Embryology reports
- Hormone and semen tests
Without them: Dosing starts over; the payer sees no prior cycle.
Transplant evaluation
Decision: Clear the candidate for listing
- Records:
- Dialysis records
- Psychosocial evaluation
- Blood type
Without them: Listing waits.
Neurology
Decision: Confirm the referred diagnosis
- Records:
- MRI as DICOM
- EEG and spinal fluid
Without them: Repeat the MRI, or accept the referral’s diagnosis.
Structural heart
Decision: Choose catheter valve or surgery
- Records:
- Echo loops
- Gated CT
- Cath films
Without them: The valve decision waits on repeat imaging.
Behavioral health & SUD
Decision: Set the medication plan
- Records:
- Discharge summaries
- Medication trials
- Methadone doses
Without them: Failed medication trials restart.
How retrieval works
One signature to one folder
Authorize
The patient signs one HIPAA authorization. Tavrn prepares each provider’s own release form from that signature.
Request
Tavrn asks networks and portals first for what they hold, then faxes, mails, emails or calls the providers networks do not reach.
Patient visits by route 63%
networks, records vendors, portals
37%
requested directly
Networks carry documents, rarely images; never slides, blocks, paper charts or bills.
Follow up
Tavrn contacts each open provider every 48 hours until the records arrive or the provider confirms there are none.
Check
Tavrn compares deliveries with the request: dates of service, record types and pages. A chart that stops early goes back to the provider.
Deliver
HIM receives one folder per patient, by provider and date of service, in the Tavrn app, SFTP or API.
Provider fees are passed through at exact cost.
Workflow
How hospitals and clinics use Tavrn
Who opens the request, and what moves when the records arrive.
01New-patient intake
Patient access requests the outside records at booking, from each provider the patient names.
02Referral review
The referral coordinator closes the consult with the outside result filed, not a note that it was requested.
03Tumor board
The tumor-board coordinator lists the case with outside slides, blocks and DICOM in hand.
04Transplant evaluation
The transplant coordinator takes dialysis run sheets, echo loops and prior operative notes to committee.
05Transfer center
When the outside CT arrives as DICOM, the accepting team reads the images instead of repeating the scan.
06Prior authorization
The authorization specialist attaches the dated outside physical therapy notes the payer requires.
What comes back
- Clinical notes
- Imaging reports and DICOM images
- Pathology reports, slides and blocks
- Labs
- Operative notes
- Medication and infusion records
- Itemized bills
- Scanned and legacy charts
- Behavioral-health and SUD records, under Part 2 consent
A 30-minute walkthrough of one request, from signature to folder.
Clinical research
Eligibility decided from documents, not codes
Authorization
Requested on the research authorization
Tavrn requests pathology, imaging and infusion records from each provider on the patient’s signed research authorization, valid to the study’s end.
FAQ
Before the first request
Tavrn handles protected health information under HIPAA. Records are encrypted at rest and in transit, and every outreach attempt on a request is logged. Details on the trust center.