Record Retrieval Services (APS)

Enhance efficiency, ensure compliance, and achieve outstanding results with our customized Record Retrieval Solutions.

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We Help You To Get Best Services

Retrieving APS medical records is one of the most tedious and time-consuming tasks. Hence UCGS, a leading Healthcare BPO Services provider, offers customized solutions to help remove the complexity of these tedious tasks.

At UCGS, We delivers high-value data, superior service, accurate medical information, and industry-leading turnaround times. We have developed a structured, cost-effective, technology-driven solution to address all your APS record retrieval challenges and to increase overall business efficiency.

We have a team of Records retrieval professionals who is well-trained and experienced in communicating with Records Custodians at Hospitals, Clinics, Physician’s offices, Pharmacy, we trained them handles all cases professionally and effectively.

Our technology-driven record retrieval solutions empower insurance carriers, self-insured corporations, third-party administrators, and law firms to reduce costs, increase record retrieval rate, make better-informed decisions and accelerate claims resolution.

Main Services

We helps Life Insurance companies, Law Firms & Health plans improve efficiency, increase record retrieval rates, lower operational cost with market-leading accuracy, flexibility, and transparency.

Life Insurance Cos

We partner with all sectors of the life insurance industry, including carriers, broker general agents, and independent agents, providing expertly prepared APS summaries to ensure underwriters receive the necessary information in their preferred format.

Law Firms

Quick, Reliable Access of Medical Records. Frees up Critical Staff Time so Legal Professionals Can Focus on Building Strong Cases.Our solution provides medical records and documentation quickly, accurately, and cost-effectively.

Health Plans

U-CGS optimizes your medical record retrieval and quality review processes, enabling you to enhance quality ratings, secure reimbursements, and earn bonus payments. Our solutions empower you to efficiently identify, obtain, and analyze medical data with speed, ease, and security.

Requesting Records and Organizing

Our Medical record retrieval specialist works according to our client deadlines. Not only we offer the best retrieval services but also we keep costs under control to boost your financial resources.

Our Strategies for Retrieving Medical Records

Data Entry / Data Validation

  • Validate data by verifying web request/fax request/e-request form with the database.
  • Verify HIPAA Authorization by matching Patient’s Name, DOB, SSN, Scope of record requested and all the details.
  • Locate Providers/ Facility phone number and fax number from Client’s Database.
  • Conduct Web Research to locate missing information of the Doctor/Facility, if necessary

Initial Contact / Verification Team

  • Verify the doctor’s/ facility’s name and address. Use a web search to confirm the fax number and contact number.
  • Check requirement for HIPAA Authorization/ Special Authorization/ LOR / Special Documents.
  • Check Fee requirement, Mode of payment, TAT and Mode of record retrieval.
  • Follow payers process of request communication through Call, Email, Fax or Portal

Status & Follow Up Team

  • Confirm receipt of request/prepayment if Doctor/Facility require
  • Confirm requirement for additional document/payment if necessary, Negotiate fee if not within client’s or Life Insurance companies acceptable range.
  • Checking the turnaround time and updating call outcome on the client application/ web portal.
  • Make effort to get records quickly by building good repo with Physician’s office / Clinics / Hospitals and various Entities.
  • Assess and expedite the process of the request and ensure it is on the right track

Quality Assurance Team

  • Confirm Patient Name, DOB and SSN with request and records received.
  • Check the image quality of the records and rearrange the records received.
  • Delete blank pages and out of range pages.
  • If client allows than we generate Invoices as per client’s agreement with Insurance companies and Law Firms / Attorneys.
  • Converting the documents in TIFF or PDF format
    Bates stamping, Redaction, OCR, Hyperlinking and Bookmarking.

Performance of our Record Retrieval Services

Our primary goal extends beyond enhancing our clients’ record retrieval rates—we strive to create a meaningful impact on their core business, driving operational efficiency and economic growth.

Record Retrieval Rates
Increase in Net Revenue
Accuracy rate
Turn Around Time (TAT)

What makes our Records Retrieval Services better.

Cost Effective, Quick, and Efficient

Our team of highly skilled, trained, and experienced professionals is dedicated to ensuring a seamless and efficient record retrieval process. With a proactive approach, we are always prepared with alternative solutions to tackle any challenges that may arise, ensuring rapid and hassle-free retrieval of records. We are best in fee negotiation skills. We take pride in offering competitive and affordable pricing without compromising on quality.

High Quality, Reliable Service

We are dedicated to delivering an exceptional experience by providing the best possible operational environment and exceeding service-level expectations. Our team systematically monitors performance against industry benchmarks to ensure consistency, reliability, and continuous improvement. We strictly adhere to HIPAA regulations, the HITECH Act, and PHI policies, ensuring the utmost confidentiality and protection of information.

Technology Driven Solution

Our specialist are well-trained, experienced and having deep domain expertise working will clients in multiple software platform such as Meta Records 4(MR4), Meta Records 8(MR8), Legacy, Wincopy, SmartAdvocate and are also flexible working in client based multiple software more effectively and diligently, ensuring seamless integration and optimal performance.

Accuracy, Full Transparency

Our healthcare professionals deliver the most accurate and efficient record retrieval services, ensuring that no detail is overlooked. We maintain a meticulous approach to prevent any records from getting lost in the process. With a strong commitment to transparency, we provide real-time updates, allowing clients to track progress and stay informed at every stage.