Medical Record (MR) Submission Requirements (Paper/CDs or DVDs)

Record Requirements

If you would like to download a copy of the CDs or DVDs instructions please click here. 

• Please note that the additional documentation and medical records are due within 45 days from the date of the additional documentation request letter.
• Please be sure all documentation submitted is legible.
• Please submit only requested documentation as identified in the letter and documentation that specifically supports the procedures/codes billed for all dates of services related to the claim. If not requested please omit before sending.
• All Blank pages should be OMITTED (Note: Provider will not be paid for blank pages)
• The metadata excel file must be included with each submission

•          Requested claim number

•          Begin date of service

•          End date of service

•          Patient name (first and last name)

•          Patient DOB

•          Patient HIC number

•          Patient account/control number

•          Medical record number

•          Provider name (full name)

•          Provider number

•          Provider NPI

•          Number of pages or the file size of the image submitted for
           acknowledgement purposes
 

CDs or DVDs Medical Records:

• Scanned image resolution must be clear and legible. 300 dpi and in black and white.
• Image format must be in either PDF or TIFF format though PDF is preferred

o     For PDF format, DO NOT password protect the individual PDF files. Instead, zip all PDFs into a WinZip file and encrypt it.

o     CD/DVDs do not require encryption but it is recommended for security purposes. If encryption/password protection is desired, the following common WinZip options are accepted:

                                    
                                    Zip 2.0 compatible encryption

                        256-Bit AES encryption

                        PGP Encryption

• If a password is required to open a zipped CD/DVD please submit that password to DCS, Prior to shipment, via one of the methods below. Must include a record identification reference (reference number/claim number/audit number) for identification.

1. Call (866) 201-0580 and provide password to a Provider Service Representative
2. E-mail password to info@dcsrac.com

NOTE – Do not leave the password on the DCS voice mail

• If medical images are encrypted using PGP, public and private keys to decrypted image files must be established prior to shipment, using one of the above methods.
• One image per medical record, i.e., multiple-page image file. For example, a two hundred page medical record will be one file.
• Multiple charts can be sent on one CD/DVD but each chart request must be a separate PDF/TIFF file.
• The image file name MUST be “Provider NPI-Claim number”. For example if the claim number 123456 is requested and the provider NPI was 654321, the filename would be 654321-123456.pdf or 654321-123456.tiff
• Label on the CD or DVD according to the following naming convention for easy communication, tracking, and reconciling purposes: <Provider NPI>_<sent date in MM-DD-YYYY format>_<number of images>, your facility name.
• We strongly suggest sending all medical records to DCS via traceable carriers (FedEx, UPS, DHL, registered USPS mail, etc.) 
• Please send CD/DVD images in a tamper-proof, padded packaging.

Submission of Paper Medical Records

• Include the original or copy of the additional documentation request (ADR) letter. 
• Use standard 8 1/2 X 11 paper -- No 3-hole punched paper will be accepted.
• Free of staples/staple holes and paperclips. 
• Pages should be top faced, and face up. 
• Photocopy must be of good quality and legible.
• Records must be copied on only one side. 
• Highlight claims on the letter identifying the medical record attached.
• Individual charts should be secured with rubber bands. 
  
  Send all medical records to:

DCS Healthcare Services

2819 Southwest Blvd

San Angelo, TX 76904