Frequently Asked Questions
Do you have a question? The following is a brief list of the questions that our clients ask most often when first partnering with Source Access. If your particular concern is not addressed here please feel free to call or send us an information request by email.
Q. Who is Source Access, Inc.?
A. Source Access, Inc. is a Waco based firm dedicated to medical record retrieval and performing PHI’s (personal history interviews) for insurance companies. Using our own proprietary software developed by Source Access, Inc., we provided online medical records management and PHI information to underwriters and claims analysts. Source Access can retrieve any type of record you need such as RX history, Toxicology or Police reports.
Q. Does Source Access provide nationwide record retrieval service?
A. Yes. Our experience in the record retrieval industry has allowed us to create a system that efficiently and effectively retrieves records and information across the United States, Mexico, Puerto Rico and Canada from our headquarters in Waco, TX.
Q. How do I order medical records from Source Access?
A. You may submit your request on-line through our secure, HIPPA compliant web site, by fax or through FTP when your account has been set up. Patient authorizations can be attached to the on-line order.
Q. How are requests processed in the system?
A. Each request for medical records is handled by a highly trained team member assigned to your request. Teams are set up into underwriting teams or as claims teams to handle your request through to completion. Each team has CSR members who are assigned to your account personally, and are available by toll free phone call or by email.
Q. Do you keep status notes and how long are they held?
A. Status notes are kept in real time and are never purged. They are archived on our system and are available for review when needed. Medical records are kept on our system for 90 days before being purged.
Q. Can the scope of medical records being requested be standardized so redundant information does not have to be entered each time?
A. Yes. SAMS (Source Access Management System) can be customized to meet your needs for special attentions and by requestor. This saves keystrokes in the ordering process and eliminates the chance of requestor’s entering incorrect information.
Q. How does Source Access know who to contact if additional information if required on any request?
A. Source Access’ on-line medical records order form has required fields of information: user ID, password and email address. ID and password identify your account when ordering. Email address will tell us which requestor to contact with any questions.
Q. How does Source Access charge for retrieved medical records and PHI’s?
A. Source Access offers several types of pricing options to meet your needs. Our pricing is designed to offer our clients choices in how they conduct business. Along with intense negotiation of medical records fees, Source Access is extremely competitive in the records retrieval industry. PHI pricing is also designed to offer choices to the client to fit their products.
Q. Does Source Access offer a paperless system for incoming and outgoing correspondence?
A. Yes. Source Access’ system is designed to offer a paperless solution for the client and to ourselves. Request’s are received, processed and transmitted from our system without having to print any information. Our clients can submit requests, check status and retrieve medical records or reports directly from our secure, HIPPA compliant SAMS system. Source Access can format images so they can be ripped directly into your system via FTP.
Q. How does Source Access deal with Special Authorizations from a facility or doctor?
A. Source Access maintains a data base of doctors, facilities and special authorizations that can be accessed by clients at any time. When a special authorization is found, it is scanned into the database. When placing a request, clients will see when a special authorization is needed and can download and print it immediately. Source Access can handle the process of contacting and obtaining patient authorization for you when requested.
