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Prevail 10 E-Training*: Prevail Medical Record Ordering

Prevail User Knowledge Base

Prevail 10 E-Training*: Prevail Medical Record Ordering

In this lesson, you will learn how to order medical records within Prevail through Assure integration.

Video Link: Prevail Medical Record Ordering

Prevail Medical Record Ordering

Instructions

1. Set-Up for the Account

a. Ensure your firm has both a Prevail and an Assure account.
b. Ensure your firm has a signed contract with Release Point.
c. If you have questions, contact your Prevail support representative.

2. Locating the Claimant’s Matter

a. Search for the appropriate matter in the search box.
b. Click the Claimant’s Matter tab.
c. Verify that all medical providers are attached to the matter’s Related Party Tree.

Reference Video: Prevail 10 E-Training: Related Parties Tree.

3. Ordering the Medical Records

a. Click the Medical tab.
b. Click the Medical Records tab.
c. Click Request Medical Records.

  • The client’s name, date of birth, and SSN should auto-fill.

  • Select the correct Carrier Code/Source Code (if applicable).

  • Optional: Enter Policy Claim PID and Hearing Date.

4. Completing Provider Information

a. Use the drop-down to select the provider.
b. Add any Special Attention/Notes (e.g., doctor’s name, IEP/attendance records).
c. Choose a date range:

  • Default = All records.

  • To customize, uncheck All Records and/or Present, then enter specific dates.
    d. Attach required documents:

  • HIPAA Authorization (mandatory).

  • 1696 form (required for Social Security orders).

  • Save documents to the History tab.

Reference Video: Prevail 10 E-Training: History Tab.

5. Attaching Special Forms to the Order

HIPAA Authorization
a. Locate the HIPAA Authorization form in Available Documents.
b. Select Document Type: Autho.
c. Select Autho Type: Standard or Provider Specific.

1696 Form
d. Locate the 1696 form in Available Documents.
e. Select Document Type: Appointment of Rep.
f. Save.

Click Submit Request to place the order.

To request multiple providers, repeat steps 3–5.

6. Managing Medical Record Orders

a. Monitor requests to ensure fulfillment.
b. Track order statuses:

  • In Progress – Release Point received the record.

  • Quality Control – Records under QC review.

  • Suspended – More information needed.

  • Completed – Records ready for review.

7. Reviewing Medical Record Requests

a. Search for the claimant in Prevail.
b. Click the Matter tab.
c. Click the Medical tab.
d. Click the Medical Records tab.
e. Review order status.

If suspended, additional action is required.

8. Managing Suspended Records

Common suspension reasons include:
a. Approval needed for invoice.
b. Provider unable to locate records.
c. Special authorization required.

Logging into the Assure Portal

d. Click My Assure Services Medical Records in Prevail.
e. Go to the Medical Records tab.
f. Locate the suspended record.
g. Click the provider’s name.

Responding to a Suspension

h. Click Contact Customer Service.
i. Select a Contact Reason from the drop-down.
j. Add a note on how the issue was resolved.
k. Click Submit Inquiry.

9. Attaching a Special Authorization Form to an Order

a. Download the special authorization form from Available Documents, have claimant complete it, then reattach.
b. If not available, it may be emailed or requested from Release Point.

Steps to Attach:
c. Click Attach Files.
d. Browse and select the document.
e. Select Document Type: Autho.
f. Select Autho Type: Provider Specific.
g. Click Upload Files.

Notifying Release Point:
h. Go to Contact Customer Service.
i. Select Respond to Suspension.
j. Enter “Special Authorization attached to the order” in notations.
k. Click Submit Inquiry.

Status updates in 24–48 hours.

10. Conclusion

If you encounter issues, contact Prevail Support: