Medical Records & Release of Information
Medical Records & Release of Information from Soft Home Global costs $1,500 per seat per month. That is one full time trained person, forty hours a week, working United States business hours inside your own system. One seat, one month, cancel any time.
Requests arrive by fax, portal, post and phone — patients, attorneys, other providers, disability reviewers, and payers running audits. Each one needs the requester verified, the authorization matched to what was actually asked for, the right date range pulled, and a response out before the clock runs. Done in the gaps between other work, payer audit letters slip first, and records not produced in time can turn paid claims into takebacks.
What the seat actually does
- Logs every request as it arrives — fax, portal, post or phone — and puts a due date on it, so nothing sits in a tray unread.
- Verifies the requester and reads the authorization for scope: whose record, which dates of service, and what was actually asked for.
- Pulls only what the request covers. Behavioral health and substance use notes are held back unless the authorization names them specifically.
- Builds payer audit responses as a package — the encounters requested, the notes behind what was billed, the orders where they apply — to the address on the letter.
- Confirms delivery and files the proof, so no request sits marked as sent with nothing to show a payer that it ever went.
- Flags anything the chart cannot produce, or does not support, back to your side while there is still time to act on it.
What it costs
$1,500
Per seat, per month, in US dollars. Full time, forty hours a week, on US hours — not per hour, not per claim, and never a share of your collections.
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How a seat starts
You issue one named login. We sign the Business Associate Agreement before it is used. We agree the numbers you will judge the seat on, which you pick and you measure. Then we train for about a week on your workflow and the seat starts. Every Friday you get a written report of what was done, what the numbers were, and what went wrong.
Questions
How much does medical records & release of information cost?
$1,500 per seat per month. That is a full time person, forty hours a week, working United States business hours. Not per hour, not per claim, and not a percentage of what you collect.
Is there a minimum contract?
One seat for one month, cancellable with thirty days notice. There is no annual lock-in.
Do we have to change systems?
No. The work happens inside whatever you already use, through a named login you issue. We do not sell software and we do not route your data through anything of ours.
How quickly can a seat start?
About a week from the agreement, which covers training on your workflow, your payer mix and your system. You are not charged extra for that week.
Our records are going to a team in Pakistan. How is that access controlled?
The seat works inside your system under a login you issue and can revoke, from our floor, not from home. Nothing is downloaded to a local machine and nothing is kept on our side. Staff sign confidentiality terms and we will sign your BAA before access is granted. The honest limit: if your own policy or a payer contract requires that PHI stays on US soil and in US hands, this function cannot be run offshore, and we would rather you rule us out now than discover that during an audit.
Who decides what actually goes out the door?
You do. By default the seat prepares the package and nothing is released until someone on your side approves it. If you later want to hand over send authority for routine provider-to-provider continuity requests, that is your call, and you can keep approval on everything legal. Subpoenas, court orders, expired or altered-looking authorizations, and anything where the disclosure is a judgement call come back to you. We follow your disclosure rules in writing. We do not write them, and the custodian of record stays on your side.
Can you actually meet our turnaround deadlines from that far away?
Pakistan hours run through your night, so requests that reach us digitally during your day are worked while your office is closed rather than waiting for the next morning. We will agree a turnaround with you once we can see your real volume, rather than promise one now. The limit is paper: if faxes land on a physical machine in your back office and nobody scans them, the seat cannot see them and the clock runs anyway. Routing inbound requests to an e-fax address or a shared folder is the one thing you have to fix on your side.
Our request volume spikes. Do we pay more in a heavy month?
No. A seat is a fixed monthly cost, agreed before the work starts and paid up front, so a heavy month means the queue gets reprioritised, not a bigger invoice: requests with a deadline attached go first, routine continuity requests sit behind them, and you can see what is outstanding at any point. If the volume genuinely exceeds what one person can clear day after day, we will say so plainly and you decide whether to add a second seat or accept a longer turnaround. We will not quietly let the backlog grow.
Next step
Try one medical records & release of information seat for a month
$1,500 for the month. If it does not earn its keep, cancel it. Twenty minutes on a call is enough to tell whether it fits.
Or write to ops@softhomeglobal.com