Q:  Do you advance subpoena and copy fees? 
A:  Yes.  We are prepared to advance fees to deponents or copy services. You can provide us with a limit on fees advanced to allow us to issue the fees without prior approval from you. The fee advance costs will be included in your final billing invoice.

Q:  How long will it take to get the records? 
A:  The turnaround time for records depends mainly on the provider’s cooperation. Most records are obtained within a 30-45 day period, some within a week or two.  However, other records such as requests to large governmental agencies, i.e. Social Security Administration, Veterans Administration, etc.. may have lengthy delays. We will follow up diligently for the fastest turnaround time possible, and we will keep you fully informed as to the status.

Q:  How do I know the status of my record request? 
A:  We will mail a status report to document your file on a regular basis.  

Q:  What happens if I do not provide an address for a deponent? 
A:  For a faster turnaround time, we ask that you provide as much information as possible.  However, we will perform a diligent search using all resources for the correct address.

Q:  Due to the HIPAA guidelines, are subpoenas still required to obtain records? 
A:  Yes. While any state rules that may be more restrictive than the federal HIPAA guidelines can supercede HIPAA, the HIPAA guidelines do not invalidate subpoenas. Subpoenas that adhere to the proper process can and should be responded to by the deponent. We will do our best to educate the deponent as to this process. However, please be aware that some providers may only release documents with HIPAA consents, even though the subpoena is valid.

Q:  Will you dispute unreasonable copying fees with deponents?
A:  Yes.  We will dispute any copying fees from deponents, or their copy service agents, that do not adhere to applicable state law. If the deponent chooses not to adjust their fees, we will notify your office accordingly.

Q:  I need my records “ASAP”, what steps do you take? 
A:  We will handle all record requests in a prioritized manner. For rush requests, we will contact the deponent prior to issuing the request to obtain the fastest way to copy the records. We can fax the request, or we can deliver the request and pick up the documents on the same day. If the deponent does not want to copy the records on their time, we can copy the records on-site if necessary. We will work with the provider to get you your rush request documents quickly.

Q:  Do I have to fill out the Record Request form completely? 
A:   We ask that you please provide as much information as possible to avoid any delays. 

Q:  How do you deal with uncooperative deponents? 
A:  We will follow up with all deponents in the same diligent and professional manner.  Should a deponent fail to release the requested documents, we will notify you of the problem.  We will also provide you with documentation for your files that will indicate the provider’s non-compliance.

Q: Can you copy the materials at the deponent's office? 
A:  Yes. At the request of the deponent or client, we can and will copy records on site as requested.

Q: Do you notify opposing counsel on subpoenas? 
A:  Yes.  We work under agreement of counsel, we will never serve any subpoena without notifying the opposing counsel. Subpoenas will not be processed if the record request does not provide the opposing counsel’s contact information. We will also provide, if requested, an identical copy of the documents obtained to opposing and interested parties to the action.

Q: What works better? A subpoena or an authorization? 
A:  Most often than not, authorization requests result in a better compliance as well as more timely production of documents.

Q: Are the records certified? 
A:  Yes. Every request for records will have a Certification of the Custodian of Records attached. We advise the deponent that the certification must be completed and signed with the requested. If the deponent does not provide the certificate, we will diligently work to obtain the certification and will advise your office as to the status.

Q:  What if the deponent does not the requested documents? 
A:  The certification of record form provides the deponent an area to sign and certify that, after a thorough search, they do not have the requested documents. We will pursue these statements as diligently as an actual record.