Record Requestor Features

Are Records Requests Causing

A Paper Jam In Your Office?

Stop Struggling – Start ChartSwapping

Are you tired of your office staff spending hours on issuing and paying for record requests?
The use of outdated modes of communication like fax machines and the postal service – not to mention dozens of status calls – make for a time-consuming and cumbersome process. Additionally, paying for records via paper check hinders the productivity of your A/P department, resulting in lots more lost time – not to mention plenty of lost checks, which makes for just another irritating and unnecessary hassle.

Register For ChartSwap

Record Requestors, Ready To Save Time & Money When Asking For Medical Records?

Designed To Make Requesting Records Simple, Secure & Easy

We designed ChartSwap with the provider and the requestor in mind – and have a dedicated mission of reducing time and cost on both sides of the record retrieval process.

ChartSwap offers a single, centralized platform for issuing and managing all requests, payments and communication related to the billing and medical records you need. Requestors can establish customized electronic workflows, allowing each office to tailor the platform so that it meets the unique needs of their office and staff. The combined savings in both staff-hours and unnecessary expenses, such as postage and paper, result in a more productive and profitable practice.

Register For ChartSwap
ChartSwap Requestor Logo
  • Request Records With A Click
  • Immediate Downloads
  • Advanced Record Request Tracking
  • Instant Notifications
  • Centralized Communication
  • Electronic Payments Mean You Get Your Records Faster

ChartSwap’s Features & Benefits To Medical Record Requestors

ChartSwap Requestor Logo

Designed To Make Requesting Records Simple, Secure & Easy

  • Request Records With A Click
  • Immediate Downloads
  • Advanced Record Request Tracking
  • Instant Notifications
  • Centralized Communication
  • Electronic Payments Mean You Get Your Records Faster
Download Medical Records

Immediate Downloads

The traditional records retrieval model takes weeks – sometimes months – to complete a single request. Because providers can request extensions, even the 30-day window for responding to your requests is often exceeded. Much of that time is typically concentrated in slow-moving postal service used for sending both records and payments.

Utilizing the ChartSwap platform removes the need for “snail-mail” as well as the outdated and technologically inferior fax machines. Via our secure and HIPPA-compliant online portal, custodians can send EHRs and even paper records in minutes. Once the files have been uploaded to the ChartSwap platform and paid for, they are available for download immediately. The average turnaround time for completing a request via ChartSwap is 7.5 days – well below the industry average.

Advanced Records Tracking

Advanced Tracking

The lengthy timeframe for receiving records after a request has been sent usually results in the need for repeated status calls, which take up a combined total of as many as 30 minutes a week – per request! ChartSwap eliminates the need for those time-consuming calls by allowing you and your staff to track requests online via the web-based portal, which can be accessed from anywhere there’s an internet connection available. Stay updated on pending requests by keeping tabs on each one with just the click of your mouse.

Instant Notifications

Instant Notifications

Further expediting the process, ChartSwap sends out instant notifications whenever an important status update is made on any request. That means that as soon as your request has been accepted or fulfilled, you will know. No more status calls, no more waiting around, and no more wasted time. The average requestor experiences up to a 50% increase in employee productivity after beginning to utilize the ChartSwap platform.

Centralized Communication

Centralized Communication

Requests don’t always go smoothly. Often, a custodian will reject a request for something as minor as a clerical error – typically resulting in days of additional waiting time. ChartSwap features a centralized communication platform that allows requestors and providers to stay in immediate contact without ever picking up the phone. If a custodian needs more or new information from your office to complete a request, it takes just minutes for that custodian to send you a message – and often just minutes more for you to reply with the requested documents.

electronic payment platform

Electronic Payments

Paying for records by paper check takes days. From the time your office sends the payment to the time the custodian’s staff can receive and process it may require a week or even longer. That’s all time during which you must continue to wait for the records you’ve requested. ChartSwap offers requestors a better option through our easy-to-use and straightforward electronic payment platform. Pay invoices and receive your receipt in five minutes or less, saving the man-hours and office expenses that come with the conventional payment method.

Stop Struggling With Paper & Start ChartSwapping Today

Whether you are a records retrieval company, insurance company, law firm, or any other business that requests medical records with a signed patient HIPAA authorization, you can register for ChartSwap.

Frequently Asked Questions

How do I send a request through ChartSwap?

  1. Search for a Provider
    You can search by Billing Group, Hospital, or Facility, and remember simple searches work best.
  2. Enter Patient and Request Details
    ‘Name,’ ‘Date of Birth,’ ‘Date or Range of Service’, as well as any comments you may have. This form is also where you’ll indicate whether or not you require an affidavit, deposition questions or other supporting documents.
  3. Upload Supporting Documents
    Via our simple upload tool, which acts a lot like attaching anything to an email. The most commonly uploaded document is a HIPAA authorization, but you can also attach additional materials such as a request letter, subpoena or blank affidavit questions.
  4. Click Submit
    Your request is delivered electronically directed to the provider.

How do I know the status of my request?

The requestor can log in to ChartSwap, using their unique login credentials, and review the current request status notes. Providers will comment on their progress of completion, and that progress is represented in real-time to the requestor through the ChartSwap portal. Based on the average turnaround time of ChartSwap requests, we have found that most requestors do not even need status updates.

Is ChartSwap really secure and HIPAA compliant?

Yes, ChartSwap meets HIPAA guidelines for compliance in our policies and technical safeguards. We built our software on the SalesForce.com platform, which is recognized as having a leading security infrastructure with world-class physical, administrative and technical security safeguards.

ChartSwap also has comprehensive information security and privacy policies. With advanced event monitoring, ChartSwap administrators receive detailed reports accounting for every action that occurs on the system. For more information, please visit our Security page.

What is the average TAT to receive my records, and how do you measure it?

The average provider turnaround time for ChartSwapped records is 7.5 days. Similar to the traditional records retrieval model, the turnaround time can vary from provider to provider.

Our software tracks and measures turnaround time for each submitted request using reporting tools built into the platform. Our customer service team follows up on requests that exceed the expected turnaround times. If you need assistance with a particular request, email us at [email protected] or call us at (855) 879-7927 so that we can help.

Can I make a 'rush' request?

All of our in-network providers set their own fees and determine whether or not to offer a rush option for incoming requests. Depending on the provider, you may or may not be able to pay an add-on Rush Fee to receive the requested records within an expedited time frame.

Providing Medical Records Just Got Easier.  Stop Struggling – Start ChartSwapping