4. Can we distribute record requests on our own, without using DataFile?

Full text


1. “We have information in multiple EMRs or other document management systems. Will you

access more than one database, second generation EMR, or document management systems?”

Yes. As long as we can receive secure access and efficient direction, we can enter multiple databases and

combine patient information for distribution on a single request.

2. “How much does your service cost?”

DataFile is typically able to offer our services at no cost to larger clients. In accordance with state guidelines,

we bill the third party requester for the cost of processing the Release of Information request. Based on

negotiated conditions, DataFile is able to offer a predetermined volume of certain types of records requests

(i.e. continuity of care) at no cost to your practice.

If possible, our goal is for you to never receive an invoice from DataFile. We will always be up-front with you

about cost so you know what your financial obligation is from the start.

3. “How do we handle information that’s still in a paper chart?”

(See FAQ - Paper Records)

DataFile finds that many of our clients have only the most recent years of information in their EMR. Since

most ROI requests are only seeking the most recent records, the necessary information is usually already in

the EMR. However, if a situation arises in which the requested information is still in a paper chart, DataFile

will work with you to find the most cost effective and efficient way to transfer the information.

4. “Can we distribute record requests on our own, without using DataFile?”

Yes. DataFile will only process the ROI request which you task to us as a user in your EMR. Therefore you are

free to process documents on your own at any time. However, part of DataFile’s service is to take on full

HIPAA liability for ROI, if you do not allow us to process your request then your practice is once again

exposed to full HIPAA liability. Though we prefer to handle us much of your records burden as possible,

exceptional cases do arise (i.e. depositions) which we recommend that you continue to handle in-house.

The following are frequently asked questions about DataFile Technologies’ innovative electronic

Release of Information (eROI) services. If you have a question that is not addressed in this document, please

do not hesitate to contact us at 816.437.9134


5. “How does HIPAA liability transfer to DataFile for records requests that you process?”

Since DataFile handles Protected Health Information (PHI) we are under the same regulatory standards as

you are to ensure HIPAA compliance. Before DataFile begins processing your ROI, we will complete a Business

Associate agreement (signed by both companies) which clearly outlines the transfer of HIPAA liability to

DataFile for all records we process.

6. “What if a requester wants the billing records along with the medical records?”

Most of our clients will allow us secure access to their billing records as well as medical records. However, if

your billing information is stored in an older system, one which we cannot access, we only need you to scan

the billing information with the ROI request and make a notation for DataFile to process accordingly.

7. “Do you endorse/fulfill/notarize affidavits for attorneys?”

Yes. DataFile is staffed with notary services to fulfill all affidavits which require processing and witness

credentials. We have legal experts both in-house and through business partnerships to ensure that all

requirements are met and properly documented.

8. “An attorney sent us a subpoena to appear in court. Do we send such documents to DataFile?”

Yes. DataFile is pleased to offer our expertise in the area of legal document processing. Attorneys frequently

send requests which may or not actually carry court ordered actions. Our legal experts will analyze the document

for you and determine the best course of action. We stand between your organization and the attorney to

ensure that your rights are always protected.

Our workflow is illustrated in our FAQ - Subpoeanas.

9. “We received a payer (insurance company) request for information in order to receive

reimbursement for a particular DOS. Can we send that to DataFile?”

DataFile can and will distribute these types of requests to the appropriate party. However, insurance

compa-nies often request you to resubmit the billing information (i.e. HCFA/HL7) as well. As your Business Associate,

we would advise you to have your billing department send this information along with the requested billing

document. Our experience has shown this to be a more efficient way for you to receive the desired payment.


10. “We received an insurance audit from CMS or a private payer for multiple patients or multiple

DOS. Can we send that to DataFile?”

(See FAQ - Reviews/Audits)

Yes. DataFile will review the request(s) and contact the requesting party to discuss with them directly the

fee for our processing services. If DataFile is able to solicit payment from the requesting party, then we will.

However, as a HIPAA covered entity, your organization may be obligated to pay the fee for processing on

behalf of the requesting party. In that situation DataFile would contact you to review your options in terms

of fees as determined by our previously agreed upon Service Level Agreement. We will always review all

possible financial obligations with your organization before processing so that you are never caught off

guard by a DataFile invoice.

11. “What other types of requests can you handle?”

Please feel free to contact us should you have a question about a specific type of request. Some other

requests we handle are:

Insurance Reviews/Audits

Continuity of Care

Patient personal requests


Insurance companies

Major national requestors (i.e. EMSI, PDC Retrieval)

Workers Compensation

12. “What types of requests are NOT handled by DataFile?”

As stated, we always want you to ask us before assuming that DataFile will not process something for you.

As your Business Associate, we want to ensure that we recommend the most appropriate course of action

for processing all types of documents. Using that standard of analysis some documentation we recommend

processing in-house:


STAT Requests for Continuity of Care



Certain restricted requests for which we would advise heavy involvement from your clinical staff to help ensure

the protection of your patient’s PHI. DataFile is happy to work in consultation with you in these situations.


13. “A requester sends us a check along with the request. What do we do with the check?”

In order to keep DataFile responsible for processing payments from requesters, we ask that you take

one necessary step in this situation. Simply scan the check as an additional page and attach it to the ROI

document which has been tasked to DataFile, then shred the check. We will invoice in full and alert the

requestor to reissue, while following up on any issues that may arise.

14. “Our provider is going to refer a patient to another provider. Can we send this type of

referral request to DataFile?”

We do not recommend sending this type of request to DataFile. There are several reasons for this but the chief

among them is that we want you to provide your patients with the most efficient STAT/urgent referral

processes possible. If a patient is in need of an immediate visit to a specialist then we recommend your

in-house team have the training/ability to process their records quickly. We are more than willing to consult

with you in reviewing your current workflows to ensure that this processing happens as efficiently as possible.

15. “Some requests do not require an authorized signature, which of these will DataFile distribute?”

Documentations under this category which we will distribute are workmen’s compensation, certain types of

insurance audits, reviews, and DOS reimbursements.

16. “How frequently can I task requests to DataFile?”

Our preference is that you task us ROI requests daily, however if you prefer a customized staging schedule,

our services can be scheduled to fit your needs.

17. “How long before you can get the information to the requester once we task the request to DataFile?”

When you sign on as a DataFile client, we will work with you to build a Service Level Agreement which will

specify how frequently we log in to your EMR to process requests. Our guarantee is that we will have made

at least an initial attempt to contact the requester within 24-hours of the ROI being tasked to DataFile. In

most cases we are able to distribute information immediately.

18. “How will DataFile report on Meaningful Use Measure 12?”

(See FAQ - Tracking ROI)

DataFile will provide you with a detailed explanation of our system for tracking information and the way in

which this information will be supplied to you. By utilizing robust document management software and your

EMR, we are able to meet Measure 12 and all required aspects of document tracking.


19. “How will you notify us of potential HIPAA breaches or violations?”

(See FAQ - Notification of Breach)

DataFile processes a high volume of PHI, it is because of this that we are constantly auditing and adjusting

our internal protocols for ROI requests. Each request we receive goes through multiple levels of checks and

balances before being sent out the door. In the rare occasion that a breach/violation occurs, DataFile will

notify you immediately of the incident and provide you with all necessary documentation as dictated under

HIPAA guidelines.

20. “Is there an initial set-up fee?”

Almost never, DataFile has a policy of not charging a set-up fee for new client implementation. The only

exceptions to this policy occur when a client’s IT department decides to charge a fee for the necessary

changes, then that may occur. However, this situation rarely occurs and set-up consistently occurs at no cost

to the client.

21. “Will we ever receive an unexpected invoice from DataFile?”

No. Any fees associated with services provided by DataFile will be predetermined and explained to you in detail.

For additional information on DataFile Technologies’ eROI service, please contact us at


or email us at info@datafiletechnologies.com.

22. “How do we get the requests to you?”

DataFile will function within your EMR much in the same way your current staff does, the difference being

that we will never step foot inside your office. Our process is completely outsourced. All we need is for your

EMR administrator to set up DataFile as a user on your network and EMR. After we work with your IT staff

to make sure our connection is totally secure, you’ll simply need to begin tasking ROI requests to us!





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