SERVICES
Release of Information and Custodian of Records Services
Every records request carries a deadline and a legal duty. We handle the whole process, so your organization releases the right records, to the right person, on time. From authorization checks and record retrieval to secure delivery and compliant invoicing, each step is handled, tracked and logged.
Authorization Verification
Authorization Checks You Can Defend in an Audit
A medical record should never leave your facility on an incomplete or invalid request. We review every request against federal and California privacy requirements before any record is pulled.
- ✓Verify the signature, date and the signer’s authority.
- ✓Confirm the scope: which records, dates of service and providers.
- ✓Check the recipient, purpose, expiration and any revocation.
- ✓Validate subpoenas and attorney or court requests, including proper notice.
Record Retrieval & Redaction
Complete Records Retrieved. Only Permitted Information Released.
Releasing the right record means finding all of it, then sharing only what the request allows. We retrieve charts from EHR systems, archives and paper files, and review every page before it goes out.
- ✓Search EHR, imaging, billing and legacy or archived systems.
- ✓Match patients carefully to prevent mix-ups between similar records.
- ✓Assemble the complete chart for the requested date range, including paper and offsite records.
- ✓Redact information outside the scope of the request and handle specially protected records.
Secure Delivery
Secure, Tracked Delivery of Protected Health Information
Getting a record to the right person safely is as important as getting it right. We deliver through the channel that fits the request and keep a trail of every step.
- ✓Deliver by encrypted email, secure portal, or tracked mail and courier.
- ✓Verify the recipient before any release.
- ✓Record the date, time and method of every release, with proof of receipt.
- ✓Keep a complete disclosure log, with handling aligned to HIPAA security expectations.
Compliance & Invoicing
Stay Within Fee Limits and Deadlines on Every Request
Release of information comes with strict rules on what you can charge and how quickly you must respond. We manage both, so your organization stays compliant and gets paid properly.
- ✓Apply state and federal fee limits correctly by requester type.
- ✓Track turnaround against required deadlines, with follow-up on pending requests.
- ✓Keep documentation that supports your position if a request is challenged.
- ✓Send itemized invoices with accurate page counts, fees and clear payment terms.
Not Sure Where to Start?
Most clients begin with a short conversation about the request in front of them, where the records are kept and when they are due. We recommend the simplest route and quote it clearly.
Contact Details
- Document Management Services Inc
- 527 E Rowland Street, Suite 208, Covina, CA 91723
- Phone: 626-521-5828
- Email: DmsCustodian@gmail.com
- Hours: [add opening hours]
Why Request a Quote From Us
- Clear written pricing before any work starts
- Secure, tracked handling of your records
- One team for verification, retrieval, delivery and invoicing
- No-obligation consultation