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A systematic workflow can streamline and automate repeatable business tasks, minimizing room for errors and increasing overall efficiency. Consider the process of assembling a vehicle. Imagine there was no workflow in place and all of the parts needed for a vehicle were piled into a room and the assembly team was simply told to have at it. Certainly, fewer vehicles would be completed and the timelines for delivery would be dramatically increased. The same can be said for the records retrieval process.

Having a systematic records retrieval workflow in place is essential. Whether you are retrieving records for cases yourself or engaging with a record retrieval company, you must ensure that you have the records you need, when you need them. In addition, you must feel confident about the security and integrity of the records. If you, or your staff, are spending countless hours retrieving records, the workflow process is an important consideration that can ultimately affect the outcome of a case.

A workflow doesn’t need to be complicated. In fact, it can be as simple as just 5 steps. At T-Scan, we have built a reliably fast and accurate workflow process. This allows our clients to know exactly what to expect and when to expect it.

Step 1: Receive Order

Just log in to our secure site, click ‘Order Records’ or contact your account specialist directly by email. Don’t have an account specialist assigned? Go to Order Records or Contact us. We will assign an account specialist and get to work.

From there you’ll have a few options.

  • All ready to go? Send the authorizations to T-Scan. We will get to work.
  • Don’t have the authorizations drafted? No problem. Simply send a provider list to T-Scan. We will draft the authorizations and gather the required signatures.
  • Subpoenas Required? Make it simple and send case information to T-Scan. We will draft subpoenas and associated documents and gather the required signatures.

Step 2: Collect Records

Our retrieval team is the most experienced in the industry. They will gather secured, or public records from around the globe, across the country or just down the block. How? Thorough research and follow up.


T-Scan believes that efficient retrieval begins with expert research. The experts at T-Scan confirm provider contact information and requirements and if we find an issue, working as your partner, we solve it. Our database contains verified contact information for well over a quarter million healthcare providers.

Follow Up

Follow up is extremely important. Our deliberately scheduled follow up activities are focused on one goal: get the record. Providers know that when we call, we are calling for a reason.

Step 3: Organize Records

Records are organized and stored in our secure repository and are stored logically by case. We use customized labeling and organization and offer 24/7 access.

Step 4: Deliver Records

Record delivery is made directly to your desktop via secure notification and in a secure repository.

Step 5: Provide Access

With our repository, your team has 24/7, secure access to a dedicated Document Library, global search and secure team file sharing.

Once we have completed these 5 steps, you’ll not only have the records you need – you will have more time to focus on more important things – like winning the case.

Assembling an automobile is not simple and it includes multiple, critical steps that must be done in order. Records retrieval is not simple either and requires a similar philosophy – an efficient, dedicated workflow to put all the pieces together.

If you’d like to learn more about how to save both time and money by utilizing T-Scan’s record retrieval process, please feel free to contact us for more information.

Don’t take our word for it. Multiple clients have shared their thoughts on this process and how it has impacted their practice.

“Attorneys just want the job done! I rely on T-Scan’s reliable fast service. They are my go-to for records collection.” – Kym M., Paralegal
“T-Scan makes order out of chaos and frees me up to do my important work.” – Jeanenne R., Paralegal
"You actually speak with a live person for updates on demand.” – Stella H., Paralegal

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The T-Scan team: experts at reducing record retrieval costs and securing information.

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