Retrieving medical records for a legal or insurance claim can take time, but they can be the key to proving a case, verifying medical history, or resolving a dispute. The process is not always simple. Privacy rules, tracking down the right contacts, and keeping information secure can slow things down. Claim denials are also on the rise with nearly three out of four providers reporting to Experian Health they have seen a sharp increase in claim denials between 2022 and 2024, making it harder to get the coverage needed for claimants.The good news is that with a simple plan and the right approach, you can get the records you need without the extra stress.

Why Are Medical Records Needed for Claims?

Medical records are the backbone and proof behind your claim. They show the extent of an injury, details of an illness, or the treatments you have had. Without them, moving your case forward can be much harder.

Every year, about 39.5 million people in the United States file personal injury cases that involve medical treatment. For a personal injury claim, hospital records and imaging results help show the impact of an accident. In disability cases, medical records help explain how a condition affects your ability to work. 

These documents tell a patient’s story and make sure their situation is understood. Missing information or mistakes can cause delays. That’s why getting it right from the start gives teams a strong foundation and keeps everything moving forward and towards faster claims resolutions.

Who Handles Medical Record Retrieval?

Gathering medical records isn’t always easy, which is why many people use specialized retrieval services. These companies know how to request records efficiently, follow privacy laws, and work directly with healthcare providers, saving you time and hassle.

Companies like U.S. Legal Support handle about 27 million pages a year, delivering records straight to clients and reducing back-and-forth. Lawyers and insurance adjusters can handle this themselves, but it often leads to delays and missing documents, especially with multiple providers to coordinate with or older files that may be lengthy in volume.

There are many record retrieval companies in North America, including MCS Group, which offers real-time tracking and HIPAA-compliant digital retrieval through MCSDirect. Ontellus provides my.ontellus™, a platform with status updates, secure document sharing, and analytics for legal and insurance professionals. There is also Imedview, which offers 24/7 request tracking, retrieval of medical and legal records, and medical canvassing for claims and litigation.

Using a record retrieval service can make the process smoother, cut down on mistakes, and help professionals get the documents they need without the usual delays.

How to Retrieve Medical Records

Breaking the process into these steps makes retrieval easier and helps you avoid common setbacks:

1. Identify The Records You Need
   Determine which records are relevant, such as treatment notes, imaging results, discharge summaries, or prescriptions. Being specific helps avoid delays.
   
   
2. Get Authorization
   Requesting records requires legal permission. Complete the necessary forms, ensuring accuracy to prevent processing issues.
   
   
3. Choose a Retrieval Method
   You can request records directly or use a retrieval service to automate the process. Professionals can save time, especially for complex cases or multiple providers.
   
   
4. Keep Records Secure
   Medical files contain sensitive information. Use encrypted systems for digital transfers and follow privacy laws to protect confidentiality.
   
   
5. Follow Up
   Check on your request to avoid delays. When you receive the records, review them to ensure nothing is missing in transfer.

How Long Does It Take to Retrieve Medical Records?

Medical records usually take 10 to 30 days to retrieve. Under HIPAA regulations, providers must fulfill requests within 30 days, with a possible 30-day extension if they provide a reason.

What can slow things down? Large hospitals often have more red tape, while smaller clinics may process requests faster. Older records take longer to find, and paper-based systems add delays. Lastly, a single visit summary is usually quicker to retrieve than years of medical history due to the vast volume of files.

If you are on a tight timeline, make sure all forms are complete, signed, and sent to the correct department. Medical records departments handle these requests, not billing or administration. A quick call or email can help avoid delays.

How to Ensure Secure and Compliant Retrieval

Keeping patient data safe is all about following regulations, protecting privacy and earning trust. Laws like HIPAA and PIPEDA help keep health information safe, and ignoring them can lead to serious penalties.

If you use a retrieval service, choose one that is HIPAA-compliant and follows strict security protocols. This matters now more than ever, as approximately 75 percent of healthcare services surveyed admitted their cybersecurity systems are not prepared for cyber threats, putting patient data at risk.

Strong security protects privacy, ensures compliance, and builds trust. Handling medical records the right way keeps everyone safer.

Taking the Next Step Without Delays

Retrieving medical records for a legal or insurance claim takes effort, but having the right documents can make all the difference. Handling the request yourself or using a retrieval service works best with a clear plan to keep things moving and avoiding delays.

With claim denials rising and cybersecurity risks increasing, handling medical records properly truly matters. When records are accurate, secure, and delivered on time, you can focus on moving your case forward with confidence.