How LlamaLab Delivers Same-Day Medical Records

The industry standard for medical record retrieval is 30-60 days. For VA records, it's 90+ days.

At LlamaLab, 60% of our records are sent and returned the same day—with zero human intervention.

This isn't magic. It's engineering. Here's exactly how we do it.

Why Medical Records Take So Long (At Other Companies)

Before we explain what we do differently, let's look at why traditional retrieval takes 30-60 days:

Every human touchpoint adds hours or days. Stack enough of them, and you get the 30-60 day industry standard.

LlamaLab eliminates most of these touchpoints entirely.

The Four Stages of Zero-Touch Retrieval

Our system handles the entire retrieval process through four automated stages:

Let's break down each stage.

Stage 1: Smart Authorization

The #1 cause of retrieval delays isn't slow providers—it's rejected authorization forms.

Common rejection reasons:

• Expired authorization (most are valid 90-180 days)
• Missing required elements (date ranges, signatures, provider names)
• State-specific requirements not met
• Form doesn't match the provider's internal requirements

What LlamaLab does differently:

Our AI reviews every authorization form before submission, checking for:

• Completeness: All required fields populated
• Validity: Signature dates within acceptable range
• State compliance: State-specific requirements met (witness signatures, specific language)
• Provider matching: Form includes correct legal entity names

If something's wrong, you know immediately—not three weeks later when the provider finally responds.

Stage 2: Provider Intelligence

Getting records fast requires sending requests to the right place the first time.

This sounds simple. It's not.

• Large health systems have dozens of fax numbers for different departments
• Provider names change (acquisitions, rebranding)
• Contact information goes stale
• The medical records department might not be at the same location as the clinic

LlamaLab's Provider Intelligence Engine maintains a continuously-updated database of provider contact information. When you submit a request, our system:

1. Matches the provider to our database using AI-powered entity resolution
2. Identifies the correct department (medical records, health information management, release of information)
3. Verifies the contact is still active
4. Selects the optimal routing based on historical response patterns

Stage 3: Automated Routing

Here's a fact that surprises people: fax is still the fastest way to get medical records.

Why? Because fax is universal. Every medical facility in America accepts fax requests. It's the one channel that works everywhere—from major health systems to small rural clinics.

The problem isn't fax itself. The problem is how most companies use it: manually dialing, feeding paper, waiting for confirmation.

LlamaLab's automated fax system:

• Sends requests instantly upon submission
• Confirms delivery in real-time
• Automatically retries failed transmissions
• Tracks every request with detailed audit logs

When a provider faxes records back, our system receives them instantly, routes them to the correct case, and begins processing—all automatically.

Stage 4: Document Processing

Records arriving is only half the battle. Turning 4,000 pages of scanned PDFs into usable evidence is where most firms lose days.

When records arrive at LlamaLab:

1. Automatic file receipt: System detects incoming records and matches them to the correct case
2. OCR processing: Every page is made searchable, even handwritten notes
3. Document classification: AI identifies record types (lab results, imaging, progress notes, billing)
4. Data extraction: Key information pulled into structured formats
5. Timeline integration: Records organized chronologically with your existing case documents

What "Zero Human Intervention" Really Means

When we say 60% of records arrive same-day with zero human intervention, we mean:

• You submit the request through our platform
• AI validates the authorization and routes to the correct provider
• Fax is sent automatically with delivery confirmation
• Provider receives request and sends records back via fax
• Records are received and processed automatically
• You're notified that records are ready in your case

No LlamaLab staff touched the request. No phone calls. No manual follow-up. No queues.

When Humans Get Involved

Not every request is zero-touch. Some situations require human expertise:

• Complex authorizations: Unusual state requirements or facility-specific forms
• Non-responsive providers: Facilities that need phone escalation
• Special handling: Subpoenas, legal holds, or sensitive records
• Quality issues: Records that need verification or are incomplete

For these cases, LlamaLab's retrieval specialists step in. But because our automation handles the routine requests, our team can focus entirely on the complex cases that actually need human attention.

The Bottom Line

Same-day medical record retrieval isn't about working harder. It's about eliminating the delays that make traditional retrieval slow:

The result: 60% of records same-day, average turnaround of 24 hours, zero human intervention for most requests.

Have questions about how LlamaLab's technology works? Reach out to our team at support@llamalab.ai or schedule a demo to see the platform in action.