ProScan now has an easy way for attorneys, law firms, record retrieval companies, and car insurance companies to obtain the medical records and medical bills needed to further a claim related to an accident or injury. ProScan has partnered with ChartSwap, a HIPAA-compliant, web-based portal that allows us to send medical records and medical bills electronically to attorneys, law firms, record retrieval companies, and car insurance companies. Unfortunately, we cannot process requests directly from patients through this web-based portal. IF YOU ARE A PATIENT AND REQUIRE A COPY OF YOUR MEDICAL RECORDS AND/OR BILLS, PLEASE CONTACT THE PROSCAN OFFICE WHERE YOU WERE SCANNED. You may find contact information for each office by clicking here.

Once you have obtained a properly signed HIPAA-compliant medical release, please electronically transmit your request to ProScan via ChartSwap.

ProScan understands you may require an original affidavit or certification to accompany the medical records and medical bills. ChartSwap allows you to send this type of request electronically, thereby reducing the amount of time it takes us to process such a request and return to you via mail. Simply choose the appropriate delivery method, but know if you choose delivery by mail, ProScan is not responsible if the document is lost between our office and yours. You may access an existing account or create a new account at ChartSwap by clicking one of the links below.

Have an account?
New to ChartSwap?

Before your request may be processed, ProScan will invoice you electronically for the request. ProScan’s fees vary based on the complexity of the request, requested turnaround time, and individual state law. Upon electronically receiving the invoice, you may pay on the ChartSwap website with your credit card or e-check, or you may draft and mail a check to ChartSwap. Either option is fine, and the instructions and address for mailing a check are printed on the invoice.

Why should we use ChartSwap?
Use of ChartSwap will cause the medical record/bill request process to be faster and more efficient. Requests are often lost in the mail, causing an inefficient process for both sides. Using a HIPAA-compliant, web-based portal such at ChartSwap makes the request process faster and more reliable.

Do we have to use your Medical Authorization?
No, you may use your own release as long as it provides the same general information as ours. The form must be signed and dated, and if someone other than the patient signs the medical release, the legal relationship between the patient and signer must be defined. Also, you must include appropriate legal paperwork showing the signer’s authority to execute on behalf of the patient, such as a Power of Attorney, with your request.

Why does it take 15 business days to fill a request?
Most requests will be filled in a shorter period of time. However, due to the number of requests received each week, we must allow enough time to process the request. Considering the type of sensitive data that we are providing, careful processing is required. You may also request expedited processing for a fee.

ChartSwap will automatically send you an e-mail when your request has been processed and your invoice is available for payment. Please refrain from requesting status updates during the window of time chosen for your request, as it will slow down the process.

Must I use ChartSwap for my request?
No, use of ChartSwap is not mandatory.  However, every request made of us contains sensitive information about the patient.  Fax, e-mail, and mail are not entirely secure. We prefer you send your request through the ChartSwap’s secure website.