Medical Records Coordination

Getting records where they need to go

Coordinating transfer of medical records between providers and facilities

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Why does records coordination matter?

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Healthcare providers need complete information to provide good care. But records don't transfer automatically—patients must request them, providers must release them, and recipients must receive them. This process often fails. Weltrio coordinates record transfers to ensure information flows.

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See where your benefit plan is leaking

Find out what gaps exist — and what you can do without changing your plan.

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We'll show you where money is leaking, risks are growing, and what you can fix within your current structure. No pressure to change brokers, carriers, or benefit design. Just clarity.

  • Gap analysis based on your actual plan structure


  • Clear findings you can share with your broker


  • Recommendations that layer on — no disruption required
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Get a FREE assessment today!

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Release Coordination

We initiate and track record releases from source providers, ensuring requests are received and processed in a timely manner.

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Transfer Facilitation

We facilitate actual transfer—ensuring records reach the receiving provider in usable format with all necessary components.

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Completeness Verification

We verify that transferred records are complete—all relevant documents, imaging, lab results, and clinical notes included.

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Multi-Source Coordination

When records are needed from multiple providers, we coordinate all transfers simultaneously rather than making patients manage each one.

What is Medical Records Coordination?

Medical Records Coordination manages the transfer of medical records between healthcare providers.

Good healthcare requires complete information. When you see a new specialist, they need your relevant history. When you change doctors, your records should follow you. When you get a second opinion, the reviewing physician needs all the details.

But record transfer is surprisingly difficult. Requests get lost. Releases aren't signed properly. Records arrive incomplete. Patients end up repeating tests or explaining history that should already be documented.

We coordinate the process to ensure records actually reach their destination.

Why Do Record Transfers Fail?

Most employers renew their health plans year after year without questioning the underlying assumptions. Brokers present options, carriers set rates, and leadership approves budgets based on incomplete information.


The result? Companies overpay for benefits employees don't use while missing coverage gaps that create real risk. They accept premium increases as inevitable rather than addressable. They lack visibility into where their money actually goes.


A Healthcare Risk Assessment changes that. It gives you the data and insight to make informed decisions, negotiate from a position of strength, and take control of one of your largest operating expenses.

How It Works

Records coordination manages transfers from start to confirmation.

Transfer Request

Employee identifies a records transfer need—records from one provider to another, historical records to a new doctor, imaging for second opinion.

Release Initiation

We initiate the release process—ensuring proper authorization is in place and requests reach the appropriate department.

Transfer Management

We track the transfer, following up with source providers, confirming delivery, and addressing any issues that arise.

Completion Confirmation

We verify that records arrived, are complete, and have been received by the destination provider.

When Should Employees Request Records Coordination?

Employees should request coordination when:

• Seeing a new specialist who needs history
• Changing primary care physicians
• Seeking second opinions that require records
• Transitioning between care settings
• Consolidating care with a new provider
• Any situation where records need to move between providers

Where Does Records Coordination Apply?

Records coordination applies to transfers involving any healthcare provider:

• Hospitals and health systems
• Physician offices
• Imaging centers
• Laboratories
• Specialty clinics
• Any provider holding relevant medical records

Who Benefits from Records Coordination?

Any employee who needs medical records transferred:

• Those establishing care with new providers
• Employees seeking second opinions
• Anyone whose care involves multiple providers
• People who've moved and need records transferred
• Those consolidating fragmented care records

See What Our Customers Are Saying

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"What could have been data driven, was soon a conversation. Over 3 years with the best coaches, listeners, advisors you could ask for. If Monique didn't have an answer readily, she would note it, research it, and then update you on the answer. Always a positive meeting. Highly recommend!"

— Sue D.

“Our Medical Insurance Premiums were Out of Control! Thanks to Weltrio and their amazing team of healthcare experts, Weltrio is my single most-profitable cost center!”


— Cayuse CEO

Everything You Need to Know

At Weltrio, we are a medically trained team that works with HR and benefits partners at companies of all sizes to improve healthcare quality, reduce risk exposure, and optimize costs. We work within your existing plan structure—providing employers with clarity, trust, and transparency at every step. Whether you're upgrading your benefits plan or building from scratch, we've got you covered.

  • Is this the same as telemedicine?
    No. Clinical support provides guidance and triage, not diagnosis or treatment. We help employees decide when and where to seek care.
  • How many nurses will be assigned to our company?
    Assignment depends on your company size and typical utilization. Smaller companies may share a primary nurse with backup coverage. Larger organizations get dedicated teams. Either way, employees experience consistent relationships with clinical professionals who know them.
  • Who answers calls in the middle of the night?
    Board-certified nurses from your Weltrio clinical team. We staff night shifts with experienced nurses who have full access to your company's benefits information and employee interaction history. It's not an outsourced answering service.
  • What protocols do nurses use for triage?
    Our nurses use evidence-based clinical decision support protocols developed from emergency medicine and primary care best practices. These protocols are regularly updated based on current medical guidelines and are customized for telephone/virtual assessment settings.
  • How much does an unnecessary ER visit actually cost?
    Average ER visits cost $2,200 or more—even for minor issues. Add lab work, imaging, or specialist consultation and costs climb quickly. The same conditions treated at urgent care typically cost $150-300, and telehealth visits run $50-75.