--- title: "Medical record retrieval for hospitals and clinics" description: "Medical record retrieval for hospitals and clinics: outside notes, DICOM, pathology slides and legacy charts from every US provider, on one authorization." canonical: https://www.tavrn.ai/solutions/hospitals-clinics updated: 2026-10-16 --- # 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. **100,000+** provider requests · **425,000** provider organizations in Tavrn’s directory · **Every 48 hours** follow-up with each open provider ## The outside chart decides the plan - **52%** of the information clinicians lacked at the visit sat outside the practice: the notes, labs and imaging reports. - **42%** of repeat CTs after trauma transfer were ordered because the outside scan was unavailable. - **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 Confirm stage before tumor board. Records: Slides and blocks, DICOM images, Treatment doses. Without them: Prior doses go uncounted. ### Fertility 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 Clear the candidate for listing. Records: Dialysis records, Psychosocial evaluation, Blood type. Without them: Listing waits. ### Neurology 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 Choose catheter valve or surgery. Records: Echo loops, Gated CT, Cath films. Without them: The valve decision waits on repeat imaging. ### Behavioral health & SUD Set the medication plan. Records: Discharge summaries, Medication trials, Methadone doses. Without them: Failed medication trials restart. ## 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. ## How hospitals and clinics use Tavrn Who opens the request, and what moves when the records arrive. - **New-patient intake** — Patient access requests the outside records at booking, from each provider the patient names. - **Referral review** — The referral coordinator closes the consult with the outside result filed, not a note that it was requested. - **Tumor board** — The tumor-board coordinator lists the case with outside slides, blocks and DICOM in hand. - **Transplant evaluation** — The transplant coordinator takes dialysis run sheets, echo loops and prior operative notes to committee. - **Transfer center** — When the outside CT arrives as DICOM, the accepting team reads the images instead of repeating the scan. - **Prior 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 ## Eligibility decided from documents, not codes ### 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. ### 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. ## Before the first request ## Do we get the images and slides, or only the reports? Both. Imaging comes as DICOM with its report from the center that holds it. Slides or blocks come from the lab; no network carries them. The receiving pathologist reviews the original slides. ## Which providers can Tavrn request outside records from? Any US provider the patient has seen: hospitals, independent practices, imaging centers, labs and behavioral-health programs, about 425,000 organizations in Tavrn’s directory. ## How long does it take to get records back? The provider’s clock; a release on an authorization has no federal deadline. Tavrn follows up every 48 hours and shows each provider’s status throughout. ## What can providers charge for copies of records? Requests under an authorization follow state fee schedules. Each provider’s invoice appears on its own line of the request. ## Can Tavrn retrieve behavioral-health and substance-use records? Yes, on the patient’s consent. Substance-use program records require a written consent that meets 42 CFR Part 2, naming the program, the recipient, the information and the purpose. Tavrn requests them from the program directly. ## Can our research office use Tavrn for trial eligibility records? Yes, on the candidate’s HIPAA research authorization, which may run until the study ends. Tavrn requests pathology, imaging and infusion records from each provider directly. ## How do records reach our EHR or document system? In the Tavrn app, by SFTP into the document system, or through the API with a webhook on every status change. HIM files it to the chart. ## Will Tavrn sign a BAA, and is there a SOC 2 report? A Business Associate Agreement is available on request and reviewed during the security review. SOC 2 Type 1 and Type 2 reports and a HIPAA attestation are shared through the trust center on 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. ## Book a demo See a request go out and the records come back. [Book a demo](https://www.tavrn.ai/demo)