runnrrChoose where the request record lives
Filevine’s collection sections hold repeated sets of fields, such as information for multiple providers. Ask your administrator to map the tracker fields into the section your firm uses. If you use a retrieval service, agree which system owns the current request status.
Keep these fields together
Field | What to record |
|---|---|
Provider and records contact | Match the provider, hospital system and retrieval contact before creating another request. |
Record type and service dates | Separate records, bills and imaging where their destinations differ. |
Authorization and proof sent | Record the approved authorization and a link to the sending receipt. |
Status and missing items | Keep partial records open; name the missing type or date range. |
Owner and next date | Give one person responsibility for checking the next action. |
Check before sending another request
Search the matter for the provider’s usual name, hospital system and retrieval contact. Compare record type and service dates. Update the existing row when it covers the same request; create a separate entry only for a distinct request. Save proof of sending beside the original.
Keep partial records open
Match arrivals to the requested date range and type before marking complete. A bill does not close a request for visit notes. Record the exact gap so the next follow-up asks for the missing items. An attorney handles refusals, disputed authorization and legal assessment.
Use a deliberate follow-up trigger
Filevine Taskflow can start from a project phase or action button. Its tasks can depend on a trigger or on another task’s completion. Have the administrator test the chosen trigger, dates and owner in your account; do not assume a record’s arrival automatically stops an existing task.
When the request crosses into email
An outside workflow may help prepare an Outlook follow-up or check the firm’s missing-items queue. Filevine is a tool Runnrr scopes workflows around. Supported actions depend on your version and access and are confirmed before setup; this page does not claim a native Filevine connection.
Sources
Vendor documentation checked on 21 October 2026. Feature availability varies by account, plan and region.
This is administrative workflow guidance, not legal advice.
Gmail
Outlook