Medical Records Ordering and Tracking Follow
Setting Up Medical Records Ordering and Tracking
Need medical records? Currently, your CRM system is equipped with two options for the ordering and tracking of medical records. Both options will output to the Medical Records Report available in the CRM.
Self-Ordering (Default) - This option is for tracking purposes only and does not place orders. You would use this option if your firm places its own orders directly with medical providers, outside of the CRM system. It does allow your staff to input the order details for tracking purposes.
Seamless Medical Records Ordering/Retrieval via National Record Retrieval - This option uses the integration with a leading medical record retrieval provider, National Record Retrieval (also known as “NRR”). This integration allows your firm to order and receive medical records directly from your CRM system. You can select the records that you would like to order from each provider and then press the "Submit Order" button. When the records are available, you will be notified and they will automatically download into the lead/case in the default Medical Records documents folder. Talk about seamless!
💡 The firm must first sign up for an account directly with National Record Retrieval before they are able to place orders from inside the CRM system. National Record Retrieval is a third-party company and is a cloud-based record retrieval application/API. The CRM is a legal lead/case management software that integrates with National Record Retrieval to allow seamless ordering and retrieval of medical records from inside of the CRM system.
Activating the Medical Records Ordering Module
To get started, you will first need to activate the Medical Records Ordering module in your CRM portal.
Using the main navigation menu on the left-hand side of the screen, click on “Setup”.
Next, navigate to the “Global Settings and Statuses” page.
Using the menu that will appear on the right-hand side of the screen, jump to the “Medical Records Ordering” section.
If your team intends to order its own records outside the CRM, and not leverage the NRR integration, please turn on the Medical Records Ordering toggle and choose the "Default" option.
Seamless Medical Records Ordering/Retrieval via National Record Retrieval
⚠️ If you would like to use the NRR integration, then you must first sign up for an account directly with National Record Retrieval before you are able to place orders from inside your CRM system.
Once you have signed up, select the "NRR" option from the dropdown. Two fields will appear for you to insert the Client ID # and NRR API Secret Key, which should have been provided to you by NRR. If you do not have this information, please contact National Record Retrieval.
Be sure to click the "Save" button after you update the Medical Records Ordering settings.
You are now ready to track medical records inside your CRM portal!
💡 Please note that it is not possible to mix and match NRR and Non-NRR integrations. Your firm must choose one or the other.
⚡ Also, of importance, each user that will be ordering from NRR must also be registered with NRR directly or their orders may not be processed and order notifications may not send correctly from NRR. This is because NRR uses the email address to track the user that places each order, so all users in the CRM that will be ordering records must also be registered in the NRR system directly.
How to Access the Medical Records Ordering/Tracking Screen
You are able to access the Medical Records Ordering/Tracking screen by going into any lead or case, and navigating to the "Records" section.
From here, you will be able to input patient information, select a provider, and save tracking information that will be output on the Medical Records Report.
💡 If you leverage the seamless National Record Retrieval integration, then you will need to attach at least 1 supporting document (a medical authorization) to place an order. The minimum requirement is to send either a signed Medical Authorization Form or a signed Combined Retainer/Medical Authorization Form, otherwise, the order can not be fulfilled by the provider.
You will also be able to select which types of records/bills to order and decide if it is a rush order.
Accessing the Medical Records Report
Whether you order your own records and enter them manually in your CRM system for tracking, or you leverage the seamless National Record Retrieval integration, you will be able to review the progress of your orders at any time inside the Medical Records Report available in the CRM.
⚡ Your user account must have the Reports permission, or you will not be able to see the Reports menu options. Please ask your firm administrator or IT department if you need assistance.
Using the main navigation menu on the left-hand side of the screen, go to Reports > Medical Records Report. Next, select a date range for the report, and then click the "Generate Report" button.
For support of medical record orders or estimated time of delivery please contact National Record Retrieval Support directly as the CRM Support team cannot answer questions about order ETAs.
If you need further assistance with your CRM system, please reach out to the support team.
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