Press play on an example case
Dana Whitfield was in a car accident and got treated at six different places. Press play to watch three weeks of work on the case in about a minute and a half. Tap or click a provider any time to see everything we did for it.
Or go through it one step at a time
Same case, the six things we do for every provider. Click through as fast or slow as you like.
You open the case in Filevine
That's the only thing your team does. Dana was hurt in a car accident and treated at six places. They're already on the case in Filevine, so that's where we pick them up.
Nobody types the providers in twice. If a new provider shows up on the case later, we start on it too.
Whitfield, Dana · car accident, March 3
- Mercy Hospital emergency roomFrom Filevine
- County EMS ambulanceFrom Filevine
- Coastal ImagingFrom Filevine
- Lakeview OrthopedicsFrom Filevine
- Bayside Physical TherapyFrom Filevine
- Harbor ChiropracticFrom Filevine
An example case. The people and places are made up.
We call to ask how they want it
Every records office works a little differently. Before anything goes out, we call and ask where the request should go and who handles billing.
If the office has already told us before, on this case or another one, we skip the call and use what we know.
Call to Lakeview Orthopedics · 9:14 am
LakeviewLakeview Orthopedics, records, this is Tammy.
UsHi Tammy. We'll be sending over a records request for a patient. How do you like to receive those?
LakeviewEmail's best. records at lakeview ortho dot com.
UsSo that's records at lakeview ortho dot com. And do billing records go to the same place?
LakeviewYep, same address for both.
Records by email Billing: same place
Each request goes out the way that office takes it
Some want email, some want a fax, one uses an online portal. Every request carries your firm's letter and the client's signed authorization.
Coastal Imaging only accepts its own release form, so we asked for it, filled it in and sent it back.
Requests sent, March 4
- Mercy Hospital emergency roomEmail
- County EMS ambulanceFax
- Coastal ImagingTheir own form
- Lakeview OrthopedicsEmail
- Bayside Physical TherapyPortal
- Harbor ChiropracticFax
If they go quiet, we follow up
We follow up on a schedule, and we switch to another way of sending when one isn't working. Everything is logged on the case, so you can see exactly where each provider stands.
If an office says they never saw the patient, we note it on the case and stop asking.
County EMS ambulance
- March 4Request faxed to the billing office.
- March 7No answer. Followed up by fax.
- March 10Called. They had it but were waiting on a signature page, so we sent it again with the authorization on top.
- March 13Bill received, with the records affidavit.
The records come back to the case
Emails, faxes and portal downloads all land on the right provider. We read what came in so your team knows what it is before opening it: records, a bill, an affidavit, or just a cover letter.
Someone on your team gives it a quick look and accepts it. Nothing goes into Filevine without that.
From Lakeview Orthopedics · March 21
- What it is
- Records and itemized bill, with affidavit
- Patient
- Dana Whitfield
- Visits
- March 9 to April 28
- Pages
- 42
- Bill total
- $6,480.00
Matches the request Waiting on your OK
It's all back in Filevine
Once accepted, the records go into the case's documents and the provider's line gets updated: when we asked, when it came, and what the bill was.
While Dana keeps going to therapy, we keep pulling the new notes until the case closes.
Lakeview Orthopedics, in Filevine
- Requested
- 03/04
- Records and bills received
- 03/21
- Total bill
- $6,480.00
- Documents
- Lakeview Orthopedics MRMB w AFF.pdf
- Treatment notes
- Records and bill received 03/21
Where the case stands
- Mercy Hospital emergency roomReceived
- County EMS ambulanceReceived
- Coastal ImagingReceived
- Lakeview OrthopedicsReceived
- Bayside Physical TherapyNew notes monthly
- Harbor ChiropracticReceived