Vivlio Health
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Glossary

Medical record retrieval

Obtaining a patient's records from the organizations that hold them. Two routes share the name: a written request under release of information, which legal and payer vendors sell, and provider-to-provider exchange for treatment, which a treating provider can do without an authorization. Vivlio does the second.

Also records retrieval, medical records retrieval service

Search for “medical record retrieval” and the results are companies that serve law firms and insurers. That is not a mistake on Google’s part; it is what the phrase has come to mean. Those companies obtain records under a patient’s signed authorization, by request to each custodian, at scale, for litigation, underwriting and claims. The product is a complete, certified copy, and the timescale is weeks.

A home health agency, a PACE organization or a practice preparing for a visit needs the same documents for a different reason and is entitled to a different route. As a treating provider it may receive another provider’s records for treatment without the patient’s authorization, under 45 CFR 164.506, and on the exchange networks it may ask for them by network query, identified by its NPI, and have them in minutes. No release form, no fee per custodian, no clerk at the other end. The timescale is the time it takes to organize what came back.

The two routes are not interchangeable, and the difference is the legal basis rather than the technology:

Release of information Treatment exchange
Who asks Anyone with an authorization A treating provider, or its business associate
Legal basis 45 CFR 164.508 or 164.524 45 CFR 164.506(c)(2)
Mechanism Written request to each custodian Query across the networks
Typical time Days to weeks per source Minutes
Typical user Attorneys, insurers, disability examiners Agencies, practices, PACE organizations

Vivlio is on the right side of that table and nowhere on the left. It retrieves for treatment and the operations that support it, and its agreements say so. An agency that has been using an ROI process for its own admissions has been using the slow route for a disclosure that never required it.

Where it is defined

Talk to us

Start a conversation about your medical records

Send your details and the calendar opens right here. Book thirty minutes and we will walk a record through the view you would actually use, or skip the call and we will come back in writing.

  1. Send your detailsTwo minutes. Your organization, name, email and phone, and the time records cost you; the rest is optional and helps us reply with something specific.
  2. Pick a timeThirty minutes, live, over synthetic records in the shape your team works in. No slides, and no discovery call before the demo.

Who this is for, and who it is not

  • Coverage comes firstVivlio retrieves from providers, hospitals and health systems it can reach through national exchange networks and direct connections. Name the facilities your patients come from on the form and we check coverage before anyone spends thirty minutes on a demo.
  • You can say what the chasing costsThe form asks how many hours a week your team loses to chasing records. If nobody can put a number near it, the case for Vivlio is not there yet, and we would rather say so than sell you a demo.
  • Patients and files at volumeThis is built for intake that runs every day. For one record, once, your patient can request it from the provider directly, and that will be faster than going through us.
  • Treatment, with the paperwork doneProduction access needs an NPI, a declared purpose of use and a signed BAA. Nobody swipes a card onto live PHI.

If none of those describe you, say so in the last field and we will come back in writing instead of booking a call.

Or call sales directly at 404-777-5772

Step 1 of 2

Send us your details

Three to five is plenty. We check coverage for them before the call, so nobody finds out afterwards.

We use your details to reply about Vivlio. No lists, no sharing.