Chart retrieval
Does this document look familiar?
Specialty practices get these chart-retrieval letters all year. Most offices pull them for free, or pay a staff member to sit in the EHR all afternoon. The payer will often pay. We just proved the whole loop.
72 charts. $62.50 per record. One $4,500 invoice. Pulled in about two hours with workflow automation, then sent HIPAA-ready from Teri Health.
Reference ID:
on behalf of
Medical Record Request: Patient List
Please contact within 7 days of receiving this request: or email:
Secure Online Submission: Username: Password:
Fax to: or
Traceable mail to:
Email to:
Electronic Medical Records: SFTP or Remote Download — contact representative
Onsite retrieval: Contact the representative listed on this request
Relevant Documents:
- Demographic / Face Sheet
- Progress Notes
- Hospital Records
- Consults / Referrals
- Diagnostics
- Medication & Problem List
- Lab / Pathology
- Operative Reports
- Immunizations
Required Dates of Service: January 1, 2025– Present
Total Charts Requested: 72
| File # | Provider Name | Member Last Name | Member First Name | DOB | Chart ID | Comments |
|---|---|---|---|---|---|---|
| 1 | ||||||
| 2 |
+ 70 additional charts on following pages
Reference ID:
Payer, vendor, and patient details are redacted. The rate, chart count, and turnaround are from a measured production run.
72
charts in the batch
$62.50
negotiated per record
$4,500
one invoice
~2 hours
to pull the batch
The loop
Letter in. Packet out. Invoice sent.
The letter arrives by fax or email. Teri files it as work, matches the patients, pulls the charts, assembles the packet, and sends it HIPAA-ready. Your team reviews the send. Then you invoice.
01
The letter lands in Work Hub
Fax or email arrives. Teri files it as work — a chart-retrieval batch, not a pile on someone’s desk.
02
Patients are matched
Names and dates of birth are checked against the practice roster. Exceptions stay visible for a person.
03
Charts are pulled
Workflow automation gathers the records from the EHR. This run finished in about two hours.
04
The packet is assembled
Cover letter, charts, and the retrieval reference stay together as one sendable packet.
05
HIPAA-ready send, then invoice
Your team reviews the send. Teri faxes or emails the packet. Then the practice bills the payer.
The $62.50 is what the payer paid the practice. Teri’s list rate to retrieve and review is $1.50 per record — you keep the difference.
Talk to the founder about turning the next letter into a billed, two-hour job.
Measured in the founding practice. A person stays in the loop on every send.