PolarisOP places bilingual medical records coordinators trained on HIPAA compliance, provider follow-up, and lien tracking — all under your attorney direction. Recruitment and management included.
Medical Records Turnaround
47
Average days (in-house staff)
<18
Average days (placed coordinator)
The average medical records request takes 47 days with typical in-house staff. Firms with a PolarisOP-placed records coordinator report delivery in under 18 days on average.
Day 1
Day 1–2
Days 3–14
Day 15–18
Day 18
Day 18
Day 1
Day 1–2
Days 3–14
Day 15–18
Day 18
Day 18
Your placed medical records coordinator identifies, tracks, and reports every lien balance to your firm throughout the case lifecycle.
Government healthcare lien identification and resolution tracking.
CMS conditional payment tracking and lien balance reporting.
Private ERISA subrogation lien verification and negotiation support.
Third-party benefit recovery lien tracking and coordination.
Employer-sponsored plan reimbursement claims and hold management.
Commercial insurance lien identification across all major carriers.
Every PolarisOP-placed medical records coordinator is HIPAA-trained before their first day. Business Associate Agreements (BAAs) are available for all clients, and data handling follows strict PHI privacy protocols.
Most coordinators are placed within 72 hours of your discovery call. We maintain a pre-vetted bench of bilingual candidates with medical records and PI experience. Once you approve a candidate, we handle onboarding, HIPAA training, and system access — your coordinator is active within one week.
Yes. Your placed coordinator identifies, tracks, and reports liens across all major programs including Medi-Cal, Medicare, ERISA plans, Rawlings, Optum, and private health insurance carriers. Lien balances are updated throughout the case lifecycle and reported to your firm before settlement.
Absolutely. Every PolarisOP-placed coordinator handling medical records completes HIPAA training before deployment. We maintain strict access controls, secure transmission methods, and Business Associate Agreements (BAAs) are executed with every client. Our infrastructure meets or exceeds HIPAA technical and administrative safeguard requirements.
Your coordinator retrieves records from every major treating provider type — hospitals and emergency rooms, urgent care centers, chiropractic offices, orthopedic surgeons, pain management clinics, physical therapy practices, imaging centers (MRI, X-ray), and primary care physicians. Our placed staff understands the unique authorization and release requirements for each provider category.
Let PolarisOP place a dedicated records coordinator so your team can focus on case support under attorney direction.