Attorney offices regularly request medical records, billing records and balance verifications for clients who have been involved in a car accident or had a work injury and had treatment at our clinic. Before sending any records, we must have a signed Release of Information (ROI) from the client to disclose these records.

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Medical Records:

We provide the Intake & Cancellation forms from Vagaro as well as all treatment soaps within the date range. We will also provide copies of the referrals from the Scanned Documents folder.

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Billing Records:

We will provide copies of the HICF Forms for the requested date range and a summary from the Appointments Tab in the Customer Profile in Vagaro. (download into Excel & edit)

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Some records requests will require a signature page to be sent in with the records. We will send the request and signatures back as a scanned file along with an invoice charging for the records. Make sure you only count the pages of records when calculating the charges on the invoice and not the records request itself or the ROI.

 

Make sure you have everything complete before scanning and combining all digital files into one large file using Adobe with the combine files feature. The digital file in Adobe should be combined in the following order:

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• Invoice

• Records Request

• ROI 

• Signature Page (if any)

• Vagaro Forms

• Requested records in chronological order

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Follow the instruction on the records request to send in the files (fax, email, secure link) and then go into the Vagaro Client Profile - Notes and note who the files were sent to hand how much was charged. 

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Example: Medical records sent to ABC Law firm. Invoiced $123.62

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Once the invoice is paid, go back to the same note and modify it with the pay date.

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Example: Medical records sent to ABC Law firm. Invoiced $123.62 - Paid 10/24/25

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Records requests from TriWest or the paying insurance company are not charged.

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Balance Verifications:

If the client saw an LSMT employee, check the PIP billing on the Excel sheet to see if there is any outstanding balance. If the client saw a LSMT contractor, you will need to request the current balance owing from the contractor.