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      Subpoena SOP

      This SOP provides the general requirements for the Health Prime billing record Subpoena processing team to process and store legal subpoenas for any requested billing documentation from any PMB/ RCM practice

      Purpose/Background

      This Standard Operating Procedure (SOP) provides the general requirements for the Health Prime billing record Subpoena processing team to process and store legal subpoenas for any requested billing documentation from an active or previous PMB/ RCM practice. 

       Overview:

      Health Prime may receive subpoena requests from attorneys representing patients seen by many of our providers/ practices. This document will outline the proper way to document and process these requests for our practices. Health Prime will only produce billing records to the practice for any such request

      The Health Prime office may NOT respond to subpoenas seeking billing transcripts and MUST forward any requests and requested documents (billing ledgers) to the practice/provider only. The practice / provider is required to sign any affidavit and submit requested records, Health Prime will not.  Before forwarding billing records to your client, review document for the below:

      • Verify the practice where the patient is (or was) seen as they will respond to ALL requests for admissions, healthcare records AND billing ledgers.

      The following procedures should be followed before producing patient billing records of any kind to the practice/ provider for submission to the requesting party:

      • Make sure that the subpoena matches the last 4 of the patient's social security number to ensure that we are retrieving the records of the correct individual.
      • All files must be reviewed to ensure that personal information relating to persons not named in the subpoena is either excluded or redacted.

      STOP

      For ANY Subpoenas received for the following clients, they should be sent directly to Kathryn.champagne@hpiinc.com or Cheryl@pioneernv.com  ONLY.

      DO NOT SEND to PMBSUBPOENA@HPIINC.COM .

      1. Pioneer Healthcare, LLC
      2. Sabir and Associates
      3. Shuja and Associates
      4. Tariq and Associates
      5. Progressive Medical Associates
      6. Sheikh S Saghir, MD LTD
      7. ASF Siddiqui, MD LTD
      8. Freedom Health Services
      9. Mohamed Medical, INC

      Step 1:  Processing the Subpoena

      1. Gather the data from the PM account using the below method.

      NOTE:  Health Prime is only required to produce account ledgers or itemized statements. HP will NOT provide any medical records. The request must be fulfilled by the practice for ALL records including ledgers and /or itemized statements and medical documents. Should you get a Medical record only request, please have the requester reach out to the doctor’s office for that information as the doctor’s office is the custodian of records for Medical Records requests (and billing records for that matter- HP will NOT sign any custodian of records documents).

      Access the software account for which the request is for. (If you cannot access the account due to a cancellation or  account being locked for non-payment, you must reach out to helpme@hpiinc.com to get help in temporarily reopening the account so you can pull the data needed). 

      • To pull from Kareo:
        • Locate the patient account
        • Click the “Account” tab within that patient account.
        • Navigate to the bottom of the accounts tab and click on “Reports” then select “Itemization of Charges”.
        • Save to PDF on your computer using patient ID number, name, etc. or print document whichever is easiest for you.
        • Gather all documents in the order below:
          • Copy of request
          • Unsigned custodian of records document
          • Itemized ledger for all billing activity for the dates of service requested
          • Efax package to the practice or provider listed on request, if there is not one please reach out to the party who issued the request and gain a fax number to fulfill request.
        • To Efax please follow the E-Fax How to Guide 

      ** Please use the fax coversheet found in the billing document library PMB Fax Coversheet

      The practice or provider is responsible for signing the custodian of records document and returning it to the practice. 

      Step 2: Confirmation of Documentation

      1. Once you have received the email confirmation that your Efax was successful you will need to ensure all documentation is complete.
        1. Upload the entire package into the patient account for which the request was for. 
          1. Package includes:
            1. Request from attorney
            2. Unsigned custodian of records document
            3. Itemized statement/ ledger
            4. Confirmation of successful fax
          2. Notate general notes in patient account as follows
            1. Request ID (if applicable)
            2. Fax Number 
            3. PM Document ID ( where the package can be found in the PM)
            4. Number of pages
          3. Also provide a brief notation that request was faxed to (xxx)xxx-xxxx and was successful ~ (enter you initials)

      IMPORTANT INFO

      YOU MUST UPLOAD A COPY OF THE PACKAGE RETURNED TO THE PROVIDER FOR COMPLETION ALONG WITH THE COPY OF EFAX SUCCESSFUL TRANSMISSION DOCUMENT, IN THE PATIENT ACCOUNT.