Welcome to the Rob Levine Legal Solutions
Medical Record Retrieval Cost Savings Calculator
We created the Record Retrieval Cost Savings Calculator to answer the two questions we hear most from law firms: “Why should I use a record retrieval company?” and “How much money would I actually save?” Instead of relying on estimates or guesswork, the calculator lets you plug in your firm’s own numbers—monthly record requests and staff hourly costs—and see the savings instantly. By turning what’s usually an abstract conversation into a clear dollar figure, you’ll know exactly how much efficiency and profitability your firm can gain by outsourcing record retrieval.
- 1. Globals
- 2. Steps 1–6
- 3. Steps 7–12
- 4. Steps 13–16 & Summary
| Steps | Minutes per Each Individual Request | Cost per Record Request | Total Cost per Month |
|---|---|---|---|
| 1- Discuss Treatment with Client, Obtain all Facilities | $0.00 | $0.00 | |
| 2- Enter all Facilities in YOUR case management system ⓘEnter all facilities client treated at and itemize what you need for records and bills in your case management software | $0.00 | $0.00 | |
| 3- Obtain HIPAA Form Signed by Client | $0.00 | $0.00 | |
| 4- Create Cover Letter for Each Individual Facility | $0.00 | $0.00 | |
| 5- Create Request Letter ⓘCreate request letter for each facility, include dates of service, treatment received, injuries and any other necessary information | $0.00 | $0.00 | |
| 6- Complete your HIPAA Form ⓘComplete your HIPAA form to include facility name, dates of service and any other necessary information | $0.00 | $0.00 |
| Steps | Minutes per Each Individual Request | Cost per Record Request | Total Cost per Month |
|---|---|---|---|
| 7- Request or Print Check ⓘRequest or print check, collect check, match to request, place in envelope, add address, add postage and mail for pre-payment request | $0.00 | $0.00 | |
| 8- Mail (35%), Fax (50%) or Portal (15%) you request based on the Facility's Requirements | $0.00 | $0.00 | |
| 9- Call the Provider ⓘCall the provider to make sure they received your request and that they are working on it | $0.00 | $0.00 | |
| 10- Confirm with Provider ⓘIf the provider does not have your request confirm you sent it to the right address or right fax number - 10% of all requests are lost | $0.00 | $0.00 | |
| 11- Follow Up ⓘFollow up (average of 4 calls/emails/faxes) with the provider until you receive your request | $0.00 | $0.00 | |
| 12- Review the Documents ⓘReceiving your record, mail copies (35%) or electronic (65%), review the documents you received, confirm that you have the correct dates of service and correct treatment for your clients injuries | $0.00 | $0.00 |
| Steps | Minutes per Each Individual Request | Cost per Record Request | Total Cost per Month |
|---|---|---|---|
| 13- Call Provider if Incorrect ⓘIf the dates of service are not correct, call the provider back and calendar out your follow-up - 10% of all requests are incorrect | $0.00 | $0.00 | |
| 14- Save the Documents ⓘOnce you have the correct records and bills, save the documents to your document management system | $0.00 | $0.00 | |
| 15- Save Invoice in CMS and update CMS with case expense | $0.00 | $0.00 | |
| 16- Mark complete in your system | $0.00 | $0.00 | |
| Totals | 0 | $0.00 | $0.00 |
| Total Cost Per year if you do all the work | $0.00 | ||
| Total Cost Savings if you Hire us | $0.00 | ||
There are 16 steps to collecting a medical record. If you hire us, you only do the top 3 steps we handle 4–16. Total cost per year is if you do all 16 steps in-house. The savings is when you hire us—we save you time and money. Remember we are 100% integrated with your case management system.