Records Retrieval

Subpoena Preparation - In this initial step we prepare our notary subpoena as well as a Certificate of Authenticity/Completeness to be signed and notarized by the custodian of records. Once these documents are prepared they are then sent by certified mail to the provider. Personal service may also be requested.

Notice to Opposing Counsel - Copies of all requests are forwarded to the issuing attorney as well as opposing counsel. Copies of all records will be forwarded to opposing counsel upon request.

Medical Release Authorizations - If an authorization is required by a provider, Docu-ROM will prepare the authorization and then mail it to the patient’s attorney to be signed. A letter to the attorney is included explaining the need for the release. Docu-ROM also has the specific releases available for those hospitals which require their particular type of release to be signed.

Follow-Up Phone Calls - Docu-ROM has a staff dedicated to making follow-up phone calls with providers as well as attorneys. In doing so, we are able to expedite the process of obtaining documents so that our clients are not forced to wait for their information.

Follow-Up Letters - As we go through the retrieval process, we will send follow-up letters to the issuing attorneys so as to keep them apprised of our progress.

Delivering the Documents - All deliveries in the Downtown Akron area are made personally at no additional cost. Those outside our personal delivery area are sent by U.S. mail at the cost of the postage only. We also provide extra copies of the documents for our clients if needed.

Rush Requests - There is no extra charge for those requests which are needed on a rush basis.