Why Custodians Are an Important Piece of the Record Retrieval Process

Much of the discussion around record retrieval centers on the requesting party. However, custodians play a vital role in any record retrieval request. Custodians are individuals or entities responsible for the safekeeping and management of medical records. Therefore, they play a vital role in helping assist legal and insurance professionals in quickly and efficiently handling cases and claims.

Custodians Help Safeguard Data

First and foremost, custodians help safeguard data to ensure that medical records and other important documents are secure. Custodians control access to records, ensuring that only authorized individuals or entities can request and obtain them.

Before dispensing any information, custodians make sure that record requests contain the information and authentication required by federal and state law, to verify that a requester has the legal authority to obtain data about a patient or individual. This is either through a subpoena or a Medical Authorization in which the client signs a document allowing legal and claims professionals to access their records.

This helps protect the privacy and confidentiality of sensitive information, such as medical records.

Insurance Claims are Dependent on Custodians

Custodians manage a high volume of records daily, which is only increasing. Many hospitals and other large custodian organizations have dedicated departments that specialize in processing record requests. These departments understand the importance of having the proper subpoena or Medical Authorization from the record retrieval company or other third party making the request.

In addition, timeliness is critical. Otherwise, legal cases and insurance claims are stopped in their tracks. As a result, custodians maintain records in an organized and retrievable manner. This ensures that custodians can respond promptly to requests for records, which can then be efficiently located and provided in a timely manner, preventing delays for law firms and claims professionals.

Conclusion

In summary, custodians are vital in the record retrieval process because they ensure the legal and regulatory compliance, integrity, trustworthiness, reliability, and accessibility of records needed for claims proceedings.

Learn more about how Compex Legal Services can assist you with leveraging technology for all your record retrieval, medical record summarization, deposition reporting, and IME needs.