Medical Record Retrieval with
Electronic Health Records
Electronic Health Record (EHR) retrieval allows Records On Time to securely pull medical records directly from provider portals with client authorization, eliminating delays from HIPAA processing. With access to 400,000+ EHR-enabled providers like Epic, Aetna, MyChart, Medicare, and VA Health, records are delivered faster than ever.
Speed
- Records can be delivered in as little as 1 day from connected EHR systems
- Eliminates weeks or months of provider backlogs
Savings
- No medical provider fees when using EHR
- Average savings of ~$150 per record
- Firms pay only our standard $49.95 retrieval fee
Streamlined
- Faster records mean faster demand packages, negotiations, and settlements
- Reduces case stagnation caused by record delays
Security
- HIPAA compliant
- SOC 2 Type 1 and Type 2 certified
- Encrypted, time-limited authorization links
How the EHR Process Works
Firm submits a medical record request as usual
Client receives a secure text message from (413) 216-9926
Client clicks the link and sees a list of providers requiring authorization
Client logs into their provider’s portal (or creates an account if needed)
Client authorizes record sharing with our secure EHR partner
Records are retrieved and delivered to the firm, often within 48 hours or less
We have been through all of the medical record providers, and there is a reason why we’ve stuck with Rob Levine Legal Solutions. They consistently produce what they say they will
-Michael McCready
McCready Law injury Attorneys
The integration with Casepeer is great!
-Philip M. DeFatta
DeFatta Law Firm
Amazing assistance! We are overall pleased with RLLS Record Retrieval and the amazing assistance we get from your staff!
-Sharelle Harlan
Jabber & Isaac
RLLS Record Retrieval has been a real resource for my law firm office. It saves a ton of time and my staff love how easy it is!
-Carlos Saldaña
KGS Law PLLC
Frequently Asked Questions
How will Records On Time save my law firm money?
With EHR Retrieval:
When a provider is connected to EHR, there are zero medical provider fees. You pay only our flat $49.95 fee, which can be passed through to the client just like any other case expense. Firms save an average of ~$150 per record by eliminating provider fees alone. Faster delivery also accelerates demand packages and settlements, improving cash flow.
With Traditional Retrieval:
Even when EHR is not available, our $49.95 flat fee can be passed through to the client as a case expense. Instead of absorbing internal labor costs, your firm reallocates staff time to higher-value legal work.
Can I control how much I want to pay for a medical record?
Yes.
You can create a cost cap within your CMS—the maximum provider fee you are willing to approve without review.
With EHR:
There are no provider fees, so the cost cap is typically not triggered. You pay only the $49.95 flat retrieval fee.
With Traditional Retrieval:
If a provider’s invoice exceeds your cost cap, we generate a ticket inside your CMS and notify your case manager for approval. All communication and approvals are documented in your notes tab for a complete audit trail.
How fast is the retrieval process?
EHR Retrieval:
Same-day delivery from 400,000+ connected providers once authorization is secured.
Traditional Retrieval:
Our average turnaround is approximately 23 days.
What happens if EHR is not available or the client does not complete authorization?
If a provider is not connected to EHR or the client does not complete the portal authorization, the request automatically falls back to our traditional medical record retrieval process. We then obtain records using standard HIPAA-compliant methods, including direct provider follow-up.
How secure is your EHR service?
Our EHR retrieval is:
- Fully HIPAA compliant
- SOC 2 Type 1 and Type 2 certified
- Encrypted with secure, time-limited authorization links
- Built with strict state and federal privacy compliance
We treat every client record with the same level of confidentiality we use inside our own law firm.
Security is not optional—it is foundational to our process.
Can Records On Time retrieve records from both EHR and EMR?
Yes. Records On Time can retrieve medical records from both Electronic Health Record (EHR) systems and Electronic Medical Record (EMR) systems.