Risk adjustment, HEDIS, RADV, and marketplace pulls are most of the volume. Subpoenas, attorney requests, carrier and disability requests are the rest, and each one carries its own rules. KLM works all of it every day, for every major requester operating in California.
An office should not need to know the difference between a RADV sample, a HEDIS chase, and a certified copy under subpoena in order to answer each one correctly.
Direct partners. Standing fulfillment relationships, not one-off requests.
KLM is set up in their systems as a fulfillment vendor, with assigned contacts on both sides and volume flowing continuously rather than case by case. Our management team meets with these companies on a standing biweekly basis to work through open requests, and we go into those meetings representing the offices, not the requester.
These are names your office will recognize, not a list of who we are willing to work with. KLM fulfills requests from whoever sends them, and a requester being absent here means nothing at all.
Molina Healthcare · Humana · Blue Shield of California · Aetna · Health Net · Alignment Health · Wellcare · Anthem · Centene · UnitedHealthcare
Advantmed · Cotiviti · Episource · Datafied · Centauri Health Solutions
Datavant · Lexitas · Compex · Ontellus · U.S. Legal Support · American Retrieval · Gemini Legal · ReleasePoint
ExamOne · New York Life · Matrix Absence Management
If a company is sending your office record requests and is not named above, hand it to us anyway. There is no requester we do not work with.
Audit work is most of what crosses our desk, but a subpoena and a chart chase are different animals. Knowing which one you are answering changes what is appropriate to release, and what happens if you get it wrong.
Health plans pull charts to show that the diagnoses they were paid on are documented. Reviewers are reading your notes looking for support for specific codes.
The risk to you: over-releasing puts years of unrelated documentation in front of a reviewer who only asked about one year. We hold the release to the request.
Risk Adjustment Data Validation, where CMS audits a plan's sample and the chart either supports the code or the plan gives the money back. The pressure on the requester is real.
The risk to you: that pressure arrives as urgency aimed at your staff. It comes to us instead.
Quality measure season. Plans chase charts to close care gaps inside a short annual window, which is why these arrive in volume, all at once, with a deadline attached.
The risk to you: volume plus a deadline is how mistakes happen, and a rushed release is still your disclosure.
The same risk adjustment idea on the exchange side, running on its own calendar. Offices that see both often get asked for the same charts twice by two different programs.
The risk to you: paying twice in staff time for the same charts. We catch the overlap before it reaches you.
A legal demand with a deadline and a format requirement, often needing certification, and sometimes covering billing and imaging alongside the chart.
The risk to you: a subpoena is enforceable, and ignoring one is not an option no matter how busy the front desk is. A missed, late, or incomplete response can lead to a motion to compel, sanctions, or a contempt finding against the practice. Producing too much is the other failure, handing opposing counsel records nobody asked for. We calendar the deadline, read what the subpoena actually compels, and produce exactly that.
APS requests, claims reviews, and disability determinations, usually tied to a patient's pending benefit or policy and moving on the carrier's clock.
The risk to you: these sit at the front desk because nobody is sure they are authorized. We validate the authorization and the scope before anything is released.
We treat your patients' information the way we would treat our own. Every one of these is a disclosure your office is accountable for, and released records leave with your name on them. KLM operates with HIPAA at the center of the work, not as a box checked at the end of it: certified staff, validated authorizations, released scope matched to the request, and a documented trail for every chart that moves.
An audit request is not a standing invitation to the chart. KLM reads what was actually asked for and releases that, which protects the office long after the project closes.
Date ranges and record types are checked against the request before anything moves. A pull for one measure year does not become the whole chart because it was faster.
The same encounter gets requested for claims review, risk adjustment, and quality by three teams at one company. We consolidate rather than releasing the same records three times.
Deadlines, escalations, and outreach calling your front desk come to us. Your staff is not the one negotiating with a vendor about a chart they did not know was requested.
Requesters routinely attach urgency that the project itself does not have. Working with these companies directly means we know when a project actually closes and what the real expectations are, so your office is not rearranging its week for a date somebody invented.
Requester staff will call your office regardless of what we arrange upstream. It matters that everyone who answers your phone says the same thing: KLM handles our records, here is their number. Consistency is what makes the redirect stick, and it ends the call in ten seconds.
A record request fails for boring reasons: the wrong submission format, a chart ID convention nobody explained, a portal upload that silently rejected, an outreach team calling a front desk that has no idea what they are asking for. KLM already knows how these companies work, which means your office is not the one absorbing the back and forth.
We deal with the requester on your behalf. If a requester is calling your office directly, quoting things they should not, or sending duplicate requests, that is a conversation for us to have with them, not for your staff to referee.
You will see how it goes before you hand off anything more.
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