You can request our services by using our website and selecting “Start A Request” to complete a formal referral.  You can also download a copy of our referral form from our website, complete it, and send it to our office via email to info@stratclaims.com.  

Once our staff receives a signed HIPAA release, we initiate requests for medical records. We ask providers to respond within 10 days of receiving our request. Our team conducts regular follow-ups as needed. If there is no response received, we will additionally follow up with a phone call until we obtain the necessary records. The standard turnaround time for our complete Canvass Plus Service is three months.

Canvass reports are generated and distributed via email within 48 to 72 hours of referral receipt.

While we strive to provide updates on your file as it progresses, we handle multiple files simultaneously. If you haven't received an update and would like to check the status of your file, please feel free to contact any of our staff by phone or email. We’ll be happy to provide you with the current status of your file!  

If you are unsure whom to contact, you can email info@stratclaims.com for assistance.

Yes! We provide detailed report cover letters upon completion of both the medical canvass and record retrieval. 

Yes.  Utilizing the original signed OC-110A from the claimant, we can request prior claim files from the NYS Workers' Compensation Board (WCB). 

If we have a signed HIPAA release from the claimant, we can also request prior claim files from any auto insurance carrier.

Please provide any specific details you have, such as dates of injuries, claim numbers, carrier names, policy numbers, and known injuries, to help us process your request more efficiently.

The Canvass Plus Service provides a canvass report with 15 hospitals, 15 clinics, and 10 pharmacies. Alternatively, the Build Your Own Canvass Plus Service lets you customize your canvass report by selecting any 3 types of facilities. For example, you could choose 10 orthopedic clinics, 10 physical therapy centers, and 10 chiropractic offices. Both services include requesting a signed HIPAA release and record retrieval.

If you require urgent records, please indicate this in the "special instructions" box on your referral. We will prioritize your file, mark the requests as urgent, and expedite follow-ups.

Please note that while we make every effort to expedite our requests and follow-ups, provider offices may have their own policies and processing times that could affect the speed of the response. We will still do our best to obtain the records within the required timeframe. If we encounter any delays or receive notifications of delays, we will inform you immediately

Yes, we can request that your claimant sign the authorization to release medical records from the Department of Veterans Affairs. Once we receive the signed release, we can request records from any VA clinic or hospital you need.

Yes. Please ensure the HIPAA release includes the following details:

• A specific date range with a clear start and end date

• A detailed description of the records you are requesting

• The name and address of Strategic Claims Solutions for the release of records

While we can attempt to request records without this information, requests are often denied. To avoid denials, please include the above information in the HIPAA release.

Yes. Our team obtains a signed release from claimants that allows for record retrieval nationwide.

At Strategic Claims Solutions, protecting PHI is a top priority. All SCS staff undergo annual training in HIPAA compliance to ensure the proper handling of PHI. We access, store, and transmit PHI securely, adhering to all applicable privacy laws and regulations.

Our quoted fees cover the costs of standard retrieval and canvassing services. However, additional charges may apply for records with extensive page counts or other complexities, as well as for any providers outside the scope of the canvass report.

Please note that any invoices received in excess of $200 will require prior approval before payment is processed. 

The first half of your service is billed at the time of the referral.  The second half is billed upon completion. Any interim invoices will be for medical records related to your file that have been paid for. If a different billing arrangement is warranted, additional options are available.