From request to record.
Marra finds the treating providers, prepares authorized requests, and follows up by fax, phone and portal until records arrive, or until there’s a documented reason they won’t. Built for insurance defense, TPAs, and insurers.
- 01Identify providers
- 02Prepare and submit requests
- 03Pursue and collect records
- 04Organize and deliver
Multiple formats
One organized record
One request, start to finish.
Illustrative workflow · providers and details are examples
Marra identifies the treating providers and prepares the authorization or subpoena each one requires.
Requests go out by portal, fax and phone, and agents follow up on a schedule until records arrive.
Fees, rejected authorizations and missing pages are handled, and anything unusual goes to a person.
Records are checked, indexed and delivered as one set, each page linked to its source. Anything unobtainable comes with documentation of why.
| Provider | Method | Last action | Status |
|---|---|---|---|
| Provider A — Hospital | Portal | Records received | Received |
| Provider B — Orthopedics | Fax | Records received | Received |
| Provider C — Imaging center | Phone + fax | Fee paid, release confirmed | Received |
| Provider D — Physical therapy | Fax | Follow-up call scheduled | Following up |
| Provider E — Urgent care | Portal | Authorization corrected and resent | Following up |
| Provider F — Pharmacy | Fax | Request sent | Requested |
- Copy fee requested by imaging centerPaid within client policy
- Authorization rejected: missing date of birthCorrected and resent
- Records incomplete: imaging report missingEscalated to a Marra specialist
Retrieval that moves on its own.
Marra’s AI agents manage the repetitive work behind medical-record retrieval. They coordinate authorized requests, interact with providers, monitor outstanding records, and resolve routine obstacles, with human oversight where necessary.
- 09:14Request submitted
- 11:42Custodian confirmation received
- Day 03Status follow-up completed
- Day 05Additional documentation requested
- Day 05Corrected authorization approved by client · human review
- Day 05Documentation corrected and resubmitted
- Day 08Records received
Legal process and authorization changes are approved by your team. Agents carry out the work around them.
a.Provider outreach
Contacts medical-record custodians through supported phone, fax and portal workflows.
b.Persistent follow-up
Tracks outstanding requests and follows up until records arrive or the request reaches a documented resolution.
c.Exception handling
Identifies missing information, rejected authorizations, fees and incomplete productions.
d.Human escalation
Routes legal approvals, unusual exceptions and sensitive decisions to the appropriate person.
Records ready for the work ahead.
Retrieved records are checked, organized, and delivered in a structured case or claim file, with source information and retrieval history preserved.
Grouped by provider and document type, searchable and indexed.
Imaging reports filed with the visits and orders they belong to.
A dated chronology and summary, every entry tied to its page.
| # | Provider | Records | Pp. | Status |
|---|---|---|---|---|
| 01 | Northside General (fictional) | ED, inpatient | 214 | Complete |
| 02 | Lakeview Imaging (fictional) | MRI, X-ray reports | 18 | Complete |
| 03 | Harbor Orthopedics (fictional) | Office notes | 46 | Complete |
| 04 | Riverbend PT (fictional) | Therapy notes | — | 1 outstanding |
| 05 | Eastgate Pharmacy (fictional) | Dispensing history | 6 | Complete |
Each entry points to the provider, file and page it came from, with completeness checked against what was requested.
Every request and communication, plus documentation for anything outstanding or unobtainable.
Built for sensitive information.
Medical-record retrieval demands clear authorization, accountable processes, and careful handling of sensitive information. Marra is designed around controlled workflows and visibility into every retrieval assignment.
Security at MarraAuthorized retrieval
Support for authorization-based requests and applicable litigation procedures, including human review and required legal process.
Human oversight
Escalation and review for actions that require judgment, legal authorization or manual intervention.
Traceable operations
Visibility into request status, provider communications, actions taken and outstanding issues.
Controlled record access
Appropriate permissions and secure handling of sensitive medical information.
Put retrieval in motion.
See how Marra can manage medical-record retrieval across your cases and claims.