FAQ

  • What makes Retrievia different from other records retrieval companies?

    At Retrievia Record Solutions & Services, we combine legal expertise with efficient records retrieval to offer a level of service that goes beyond standard vendors. With over a decade of paralegal experience and a niche specialization in asbestos bankruptcy trust claims, we understand not just how to retrieve documents—but how to retrieve the right ones. Our team is familiar with legal case timelines, medical records structures, and trust claim requirements. We prioritize hands-on service, detailed accuracy checks, and proactive communication. Whether you need a single set of records or hundreds for mass tort cases, we ensure a smooth, compliant, and detail-focused process every time.

  • What is the submission & retrieval process?

    Our process is simple and secure. Just email your request (along with necessary documents) to our encrypted, HIPAA-compliant orders inbox. You can check the status anytime through your personalized client portal, and once records are ready, they’ll be available for immediate download.

    We pride ourselves on quick and responsive service. If any issues arise with your request, we’ll contact you right away. And if you ever have questions or need support, our team is always just a call or email away.

  • Can you guarantee results?

    Yes, we’re committed to working your request through to completion. Every set of records we retrieve undergoes a quality check to ensure they are for the correct individual, cover the requested time frame, are legible, and match the type of records specified.

    Occasionally, providers or copy services may deliver incomplete files. While we do our best to catch omissions, some gaps may not be immediately apparent. If you notice anything missing, just let us know — we’ll follow up with the provider at no extra cost to you.

    In cases where records are unavailable, we’ll issue a formal “No Records Found” certificate for your documentation.

  • Do you work with copy services?

    Yes! We proudly partner with a wide range of industry-leading record fulfillment platforms to streamline and expedite the retrieval process. These include trusted names like Datavant, MRO, ChartSwap, and many others. By working directly with these secure platforms, we’re able to access records more efficiently, maintain full HIPAA compliance, and ensure timely delivery of accurate documentation.

  • What is your turn around time?

    Most standard record requests are typically fulfilled within 30 to 40 days from the date the request is submitted. This estimated time frame includes provider processing, internal review, and secure delivery. While many records are received sooner, we provide this range to account for potential delays such as provider backlog, third-party copy services, or holidays.

    Please note that requests submitted to government agencies or public offices (such as vital records offices, VA facilities, or school districts) may take longer to process due to their specific protocols and extended response times. In such cases, fulfillment may extend beyond 40 days, depending on the responsiveness and workload of the agency involved.

    We proactively follow up on all outstanding requests and will keep you informed throughout the process. If any delays arise, our team will notify you immediately and continue working until your records are successfully retrieved.

  • How will you bill our firm?

    All invoices will be delivered through secure, encrypted email to ensure the protection of your information. In addition, a copy of each invoice will be uploaded to your personalized client portal for easy access and record-keeping.

    Invoices are generated and sent out every Friday for any services rendered during the prior billing period. We kindly ask that payments be made within 14 days of the invoice date to keep your account in good standing. If you have any questions about an invoice or need additional documentation, our team is happy to assist.