It is easy to create new record orders on RecordTrak’s secure website, but if you have many orders, or if you could export case and record location information from your case management system into a .csv or into an Excel spreadsheet, you can use RecordTrak’s order template to automate the record ordering process.
The first step is to generate the .csv or Excel file with the case information and the location and date range for each record you are seeking. You can also include identifying fields from your system such as the claim number or the file number. Once the spreadsheet is created, you can send it via secure email to RecordTrak, and we will upload the orders into our system.
When the requested records have been received and processed, they are made available for download on RecordTrak’s website and you will receive an email notification. If you want to automate the retrieval of records, we can create a scheduled task that that will copy all recently retrieved records to a folder dedicated to you on our secure FTP site.
When secure FTP is used as a delivery mechanism, all your recently received records will be ZIPPED together and copied to the FTP server. As part of this process, RecordTrak will also add a .csv load file to this folder. The load file indexes all the records in this ZIP file. This load file gives your IT team the ability to automate or script an import process that will move the records into your case management system. The load file also contains client-provided fields such as claim number and file number.
If you want to download recently received records from RecordTrak’s website, you can select a subset or select all newly available records and then you have an option to have all the files combined into a single ZIP file. This ZIP file will also contain a load file which you can use to facilitate importing records into your case management system.