Official Submission Policy & Instructions

Thank you for your interest in obtaining an expert medical record and imaging review.
Please read this document carefully before submitting materials. Failure to follow these instructions may delay or prevent review.

1. Nature of Service

The Clinical Case & MRI Review is a record-based expert opinion service.

This service:

• Is based solely on medical records and imaging submitted
• Does not involve direct patient examination
• Is not a TeleHealth consultation
• Does not establish an ongoing physician-patient relationship
• Does not include ongoing medical management

The physician’s opinion reflects independent clinical judgment based only on the materials received.

2. Required Submission Materials

All of the following must be submitted together:

• Completed Clinical Review Packet (patient history and signed consents)
• Pertinent medical records (MRI reports, CT reports, operative reports only)
• Imaging performed within the last 4 months
• Printed copy of payment receipt

Do NOT include:

• Entire chart records
• Physical therapy notes
• Unrelated medical history

Incomplete submissions will not be processed.

3. Imaging Requirements (DICOM Format Required)

Imaging must be submitted as original DICOM files on CD or USB drive.

We cannot accept:

• JPEG images
• Screenshots
• Printed films
• Links to hospital portals
• Third-party imaging platforms (including PocketHealth or similar services)
• Cloud-based downloads

Why do we require disc or USB submission?

Original DICOM files contain the full imaging dataset required for orthopedic review, including image slices and technical metadata.

For privacy, security, and data integrity reasons:

• We do not access external imaging portals
• We do not download imaging from third-party systems
• We do not retrieve imaging links

Physical submission ensures complete file transfer, maintains chain-of-custody, and reduces risk of corrupted or incomplete downloads.

4. Shipping Requirements

All mailed materials must:

• Be sent in a padded/bubble mailer
• Be shipped with tracking
• Include a cover sheet with full name, date of birth, and email address

The practice is not responsible for:

• Materials lost in transit
• Materials damaged in transit
• Customs delays
• Incomplete shipments
• Envelopes received without identifying information

The review process does not begin until all materials are received and verified.

5. International Patient Submissions

For patients submitting materials from outside the United States:

• Tracking is mandatory
• Use a padded mailer
• Label shipment clearly as “Medical Records – No Commercial Value”
• Allow for potential customs processing delays
• Ensure imaging media is secured within protective packaging

The practice cannot monitor customs processes and is not responsible for international shipping delays or loss.

6. Payment Instructions

The Clinical Case & MRI Review requires a non-insurance fee of $300 USD, payable prior to review.

Detailed payment instructions are provided on the Clinical Case & MRI Review Submission Instructions page.

The review process will not begin until:

• Payment has been received and verified
• All required materials have been received and verified

If payment is received but required materials are not received within 30 days, the submission may be administratively closed and resubmission may be required.

7. Confirmation & Timeline

You will receive written confirmation once:

• Payment is verified
• Required forms are received
• Imaging is received and verified

The 10-business-day review period begins upon written confirmation of complete submission.
Processing times may vary depending on submission completeness and volume.

8. Scope & Follow-Up Policy

This service includes:

• One expert record and imaging review for a single body region (e.g., knee, shoulder, hip, or ankle)
• Written communication of findings through the clinical team

It does not include:

• Review of multiple body regions within the same submission
• Ongoing medical management
• Multiple procedural planning discussions
• TeleHealth consultation
• Surgical scheduling
• Unlimited follow-up

Up to two clarification questions may be submitted within 7 days of receiving findings.  Clarification questions must relate directly to the review provided.

Additional review requests and reviews of additional body regions require a separate submission and fee.

9. Limitations of Record-Based Review

Because this review is based solely on submitted documentation:

• Recommendations may differ from other providers
• Recommendations are limited to the quality and completeness of materials received
• New imaging, new symptoms, or updated records require resubmission

The physician’s opinion reflects clinical judgment at the time of review based on available materials.

10. Acknowledgment

By submitting materials and payment, you acknowledge and agree to:

• The scope and limitations of this service
• The submission requirements
• The shipping policies
• The follow-up limitations

11. Refund & Submission Expiration Policy

Payment for the Clinical Case & MRI Review covers review of one complete submission.
Incomplete Submissions:

If payment is received but required materials (forms, imaging, and records) are not received within 30 days, the submission may be administratively closed. Materials received after that period may require resubmission and repayment.

Refunds:

Refunds may be issued at the discretion of the practice in the following circumstances:

• Required materials are not received and review has not begun
• The patient elects to cancel before materials are reviewed
• The practice determines the review cannot be completed due to insufficient documentation

Once Dr. LaPrade has begun review of submitted materials, the fee is non-refundable.

Lost or Damaged Materials:

The practice is not responsible for materials lost or damaged in transit. Refunds will not be issued for shipping errors outside of the practice’s control.