Support
Getting Started with Arctrieval
Account Configuration Guide
Set up your Arctrieval account with ease—add users, configure firm details, upload intake forms, and prepare to issue requests. A foundational setup guide for legal professionals getting started.
Quick Start Guide
Quickly get started with Arctrieval—add clients, upload signatures, send requests, and track activity. Designed to walk legal professionals through the essential first steps of the process.
Collecting Signed Intake Forms
Outlines return options and best practices for collecting signed Arctrieval Intake Forms from clients—via mail, email, or mobile scanning app—to ensure usable signatures for successful request submission.
Texting Clients the Online Intake Form
Step-by-step instructions for texting Arctrieval’s Online Intake Form to clients or personal representatives, guiding them through electronic signature and ID upload using their smartphone—complete with call scripts and best practices.
Managing the Request Process
Request Activity Options
Describes the available actions at each stage of the record request lifecycle—drafts, active, completed, or canceled—so your team can take the right next step with every request.
Setting Up a Personal Representatives
Explains how to add a personal representative to a client’s record, upload required documentation, and ensure requests meet HIPAA standards to avoid delays or rejections by providers.
Client Tips for Patient Access Requests
Explains how to advise clients on responding if contacted by a provider or release-of-information company—what to say, what to avoid, and how to protect their privacy during a patient access request.
Resolving Provider Issues
Handling Rejected Requests
Step-by-step guidance on how to respond when a provider rejects an Individual Right of Access request—includes how to document the issue, generate response letters, and correct common misunderstandings.
Handling Incomplete Responses
Step-by-step guidance for responding when a provider delivers partial or missing records. Learn how to identify missing information, document the issue, and prompt the provider to complete the request.
Disputing Record Copy Invoices
Explains how to dispute an incorrect or excessive invoice related to record production, including common billing violations, supporting documentation, and how to send a formal response using Arctrieval’s tools.
Escalating Delayed or Ignored Requests
Take control when a provider or release-of-information vendor fails to respond on time. Includes call scripts, escalation strategies, and best practices to resolve overdue, rejected, or incomplete requests.
Reproductive Health Attestation
Explains how to handle provider requests for reproductive health attestations—including why they’re unnecessary for patient access requests—and how to respond using Arctrieval’s built-in templates and workflows.
Best Practices and Industry Insights
Signatures That Get Results
Learn how to collect high-quality client or personal representative signatures that meet provider requirements and prevent delays. Includes accepted methods, formatting tips, and signature issues to avoid.
Supporting Documentation for Requests
See which documents to include with each request—like IDs, proof of relationship, and intake forms—to ensure providers have everything they need to respond promptly and without delays.
Preparing Documents and IDs for Upload
Convert and format Photo IDs, relationship documents, and supporting files to avoid upload issues and ensure every page meets Arctrieval’s size, orientation, and compatibility standards.
Managing Record Copy Costs
Understand why record copy costs are so high and what you can do to reduce them. Learn when to use specific request types, avoid unnecessary charges, and navigate invoice disputes effectively.
Account Management
Adjusting Follow-Up Timing
Adjust how often follow-up messages are sent to providers and tailor reminder settings for specific contacts. Maintain HIPAA compliance without overwhelming trusted providers with unnecessary notifications.
Managing Data
Archiving and Restoring Clients & Requets
Explains how to archive completed or canceled requests and their associated clients and how to restore them later using the Reports menu.
Case Management Integrations
Clio
Step-by-step instructions to integrate Arctrieval with Clio, enabling seamless data sharing, streamlined request syncing, and automated workflows between the two platforms—improving efficiency without changing how you manage matters.
Filevine
Step-by-step instructions to integrate Arctrieval with Filevine, enabling seamless data sharing, streamlined request syncing, and improved workflow automation between the two platforms.
MyCase
Step-by-step instructions to integrate Arctrieval with MyCase. Sync client, contact, and request data between systems, manage custom field mappings, and streamline record workflows using shared document folders and linked cases.
SmartAdvocate
Step-by-step instructions to integrate Arctrieval with SmartAdvocate, enabling efficient data exchange, streamlined request management, and automated updates between the two systems—improving workflow without disrupting established processes.
Smokeball
Instructions to connect Arctrieval with Smokeball. Sync client, provider, and request data between systems, automate folder and document sharing, and keep everything linked to the correct matter for smoother workflows.
Join Us for Weekly Office Hours
Have a quick question or need help? Drop by our live office hours—no appointment needed. We’re available every Wednesday from 11:30 a.m. to 1:00 p.m. Eastern to answer questions, walk through issues, or point you in the right direction.