How DocHound retrieves medical records

Three stages, one request. Each stage has a clear job, and your team can see where any request stands at any time.

Step 1

Check

Catch errors early

Authorization form

  • Client name (complete)
  • Date range (complete)
  • Provider name (complete)
  • Signature (complete)

We review your authorization form and flag what needs fixing before you send.

Step 2

Send

To the right department

Request routed

  • Regional Medical Center (complete)
  • ROI department (complete)
  • Method: secure fax (complete)

We route each request to the exact department and method that hospital or provider uses.

Step 3

Follow

Until records arrive

Request timeline

  • Day 1Request sent (complete)
  • Day 15Status check (complete)
  • Day 25Escalation letter (complete)
  • Day 31Fee-waiver notice
  • Day 61Demand letter

Later steps only go out if the records have not arrived.

We track deadlines, send follow-ups and escalation letters, and keep the request moving until the records arrive.

Received

Records in hand

Records received

Delivered to your matter

The records are delivered to your matter, ready for your team to use.

Illustrative example
1

Check

Catch errors early

Most rejected records requests are rejected for reasons that were visible on the authorization form before it was sent. DocHound reads the form when you upload it and flags what needs fixing.

Client name
Matches the name on the provider's chart.
Date range
Present, and covers the treatment you need.
Provider name
Names the entity that holds the records.
Expiration date
Still valid on the day the request goes out.
Signature
Signed and dated by the client or their representative.
Required language
Includes the statements the authorization has to carry.

You get a short list of what to correct. Nothing is sent until the form passes.

2

Send

To the right department

A hospital is not one mailbox. Medical records, billing and imaging often sit with different departments, and each prefers its own way of receiving a request: a portal, a fax number, a mailing address or an email.

DocHound keeps track of where each provider wants requests to go and sends yours to the exact department by the method that provider uses. The details stay with the provider, so the next request to the same office goes out the same way.

3

Follow

Until you get the records

Sending the request is the start of the wait, not the end of the work. DocHound tracks the deadline for every request, sends follow-ups and escalation letters when they come due, and keeps the request moving until the records arrive.

  1. Day 1Request sent
  2. Day 15Status check
  3. Day 25Escalation letter
  4. Day 31Fee-waiver notice
  5. Day 61Demand letter
Example cadence. Each request keeps its own schedule.

Your team sees the same schedule: what was sent, what is due next, and what has already gone out for each request.

See it on a sample matter.

We will walk through all three stages and answer questions about your workflow.

Request a demo