MR Records / Post Hearing

Assigned Matters

It is important to review all matters assigned to you, all of them have pending MR marked as KD that
needs to be requested to complete the process of taking all MR evidence and show it to the judge at the
end.

In the following image, there is the notification panel located on right side of the screen; where you will
find all tasks assigned:

PD: It is really important to take note of each matter you’re working on to not lose any feedback you
get. Keeping an excel sheet with all the progress on each matter would be great.

When you’re working with Post Hearing there are mostly 2 cases to request the MR :

• Treatment Updates.
• Records never requested or never received.
Treatment Updates

It is when the client calls us, or we call the client and there’s a new visit to the Provider/Facility. The
perfect way to get this info is to review the following sections:

Records never requested or never received.

In this case, there are 2 ways to proceed with the requests.

If it was never requested and it’s the first time you’re doing It you have to do a “Call Ahead” and get the
information from the facility (how to send a MRR, E.g.: Fax Number, type of HIPPA or Form for release
of MR).

As you can see in the upside in the chart there is a MR that is not being requested yet, so you can make
a completely new request to ask for these records.

To do a MRR please be aware of the following:

Use the correct date range to request

A great sign from client
Make sure all information is clear and well written
Be aware of the source you will use to get these records (by mail, email or fax).

MR that were never received it’s necessary to proceed as Resending a new request, in which we must
modify the date range until the day you’re making this request.
E.g.: If it was “05/02/2017 to 12/16/2020” and today is 02/25/2021, it’s necessary to request it until
today because there could be a Treatment update that we can’t let it pass.

F/U on Pending MR

When the MR are pending but a request has been sent already, we must go ahead and follow up these
requests to get the records ASAP. There are such common answers about it:

1) MRR was never received Go ahead and make a new request.

2) MRR Received and it’s in process Update the Internal Note.
3) An Invoice has been sent to us Ask for where/When was it sent? Fax/Email it is coming
from? Number of pages? Write all info you get on the Internal Note.
4) MR are already sent to us is it any invoice attached? Ask for where/When was it sent?
Fax/Email it is coming from? Or if it was mailed. Number of pages? And sometimes ask for a
resent of MR. Write all info you get on the Internal Note.

Access to Internal note click on Medical Records and scroll to the right side.
Log your activities.

• Call Ahead: First time you called to the facility to get info about how to send a MRR.
• F/U: When the request has been made and you’re looking for a status of this existing request.
• Chatter: When an important information comes up and you need the Case Manager aware of
the situation.

Click on the first step and then the second to

add a last activity report.

Once you click on the second step you just

must add if it was a Call Ahead or F/U to any
facility or Provider.

Use Chatter to give really important information, tasks,

and read information about the client/matter you’re
working on, there you’ll find all information discussed
about the selected matter.