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Document Request

--- title: 'Document Request ' updated: 2025-08-07T08:09:43 created: 2024-07-30T10:41:42 ---

Document Request Last Updated: 29/10/24

Lawyers will occasionally request a client's records. This will need to be in writing via email to save to client comms.

If the lawyers requesting the documents are from the client's side, a signed authorisation will usually be included in the email - this will all need to be saved to client file and comms in Splose.

If the lawyer requesting the documents are from the opposite side of the claim, we are required to ensure we have signed client authorisation and be listed as a treatment provider on the notice of claim in order to be able to release these.

NOTE: ENSURE PRACTITIONER, CLINIC MANAGER, OR ROSS CHECK THE RECORDS PRIOR TO SENDING

These documents should be mailed via registered post after the invoice has been paid. Email the lawyer to confirm the tracking number after it has been posted. Alternatively, if lawyer requests via email, we can facilitate that as well (still after payment). Ensure all notes are finalised by the practitioner prior to sending.

Billing:
  • Ensure the lawyer details are on file listed as a contact
  • Create new invoice on client file
  • Invoice to section, change to the lawyer
  • Fill location and treating practitioner details as needed
  • Change Type to "Printing & Postage Costs - Request for Clinical Notes"
  • Description: Request for processing and sending of client records
  • Leave Code blank
  • Tax free income
  • Price is billed in 15 min increments (\$76.70/15 mins. Up to Max \$385.40)
  • Qty of 1
  • Create invoice and double check the invoice is being sent to lawyer email, change email such as the following:
Here is invoice HH-XXXXXX for \$XX.XX AUD following a recent scheduled appointment at Hiya Health - XXXXX. CHANGE TO: following a recent request for processing and sending of client records.
  • Then send

Reasonable costs not exceeding \$76.70 (4.7 fee units) per quarter hour, up to \$385.40 (23.6 fee units). The maximum fees an organisation can charge people to access their health information under the Health Records Act 2001 are capped by the Health Records Regulations 2023.