Your practice deserves an administrative system that enforces compliance — not a spreadsheet that hopes for it.
Stop managing records requests with a fax machine and a spreadsheet.
ClinicOctane gives your records workflow the operational structure it needs — every request tracked, every authorization verified, every fee calculated correctly, every delivery logged. Your staff gets prompted at each step. Nothing falls through. Nothing gets released without the right checks.
The records request problem
You receive records requests from attorneys, insurance companies, government agencies, and patients. They come in by fax — because 89% of practices still use fax for this. You log them on a spreadsheet. You check authorization manually. You calculate fees by hand, hoping you’ve got the right state rate. You call or fax the records back. And then the attorney calls four times to ask where their records are.
This is not a workflow. It’s a liability.
How ClinicOctane Codex Works
1
Request arrives, thread opens
Inbound fax, email, or message becomes a tracked request. No more paper, no more spreadsheet row.
2
Authorization checklist
HIPAA authorization elements enforced before release: patient name, DOB, requestor, scope, expiration, signature.
3
Fee calculation
Enter page count, select state. Correct statutory fee calculated automatically. Invoice generated and sent in-thread.
4
Payment via CareCash
Requestor pays online via a CareCash link. No checks, no wire transfers. Payment auto-updates request status.
5
Secure delivery
Records delivered through an authenticated download link. Delivery logged in the disclosure record.
6
Status link for requestors
Send attorneys a trackable status URL. They check it themselves. Your phone stops ringing.
The math
One properly collected attorney records fee (average $75–150) covers a month of the Records module subscription. Everything after that is revenue and time saved.
9–11 hrs
saved per month per records coordinator
$49
per month vs. $100K+ HIPAA violation risk
50 states
fee schedules included and maintained
Pricing
Records module: +$49/practice/month
Requires base ClinicOctane Nexus (from $149/month). Fax integration add-on: +$29/practice/month. All state fee calculations included. No per-request fees.
Ready to bring structure to your records workflow?
Start free for 30 days. No credit card required.