Patients
Get an itemized ledger, payment history, or proof of a balance for your own account at a practice that has closed. A signed authorization and a photo ID are required.
Request as a patient →Records Custodian · Billing Records Only
Billing records for practices that have closed or changed systems.
Sunset Billing Archive holds patient account ledgers, payment history, and appointment history from closed physician practices and retired practice management systems, and releases them to patients and their authorized representatives.
Questions? Email [email protected]
Who We Serve
Three kinds of requests, one place to send them.
Attorneys & Representatives
Request billing records on behalf of a client with a HIPAA-compliant authorization. Releases are scoped to the dates of service, payer, and condition named in the authorization.
Request for a client →Practices & Administrators
Closing a practice or retiring a practice management system? We take custody of the billing data, keep it available for the retention period, and handle the requests that follow.
Talk to us about custody →Records We Hold
Billing records, not medical records.
The archive holds the billing ledger and what is posted to it after the practice's records come to us. Documents created before the archive, including claim attachments, explanations of benefits, and remittances, stay with the practice or its medical records custodian.
We hold
- Patient account ledgers
- Payment and adjustment history
- Insurance and patient balances
- Appointment history
- Payments and documents posted after the archive date
- Limited reconstructed CMS-1500 forms, where the practice supplied the data
We do not hold
- Chart notes, imaging, labs, or any clinical record
- Original claims or claim submission history
- Explanations of benefits (EOBs) or remittances (ERAs)
- Claim attachments or other documents from before the archive date
Is Your Practice in the Archive?
Patients are usually notified by the practice when its billing records move to the archive. If you are not sure whether we hold records for a practice, email us the practice name and city and we will tell you whether we hold them or who does.
[email protected] →How far back records go
The archive holds seven to ten years of billing history, depending on the data the practice provided, and retains it in compliance with the state laws and CMS guidelines that apply to that practice. Records older than the retention period may no longer be available.
Requests can be limited by payer or case
If you only need the records tied to one payer, one injury, or one case, such as a workers' compensation claim, say so on the request form. We pull the ledger by payer, dates of service, and condition, so unrelated visits stay out of the release.
Records are provided as received from the practice's billing system. The archive is only as complete and accurate as the data released to it; blank fields and source errors carry over.
How It Works
Three steps. Most requests are complete within [X] business days.
1
Complete the request form
Tell us whose records you need, which practice, the dates of service, and whether to limit the release to one payer or case.
2
Upload your authorization and ID
A signed HIPAA authorization and a government photo ID go through a secure upload link. Nothing is sent by plain email.
3
We verify and deliver
We confirm the request is complete, pull the records within the scope you authorized, and deliver them by encrypted email, fax, or mail with a Certificate of Archived Records.
Start a request
Fees for copies follow the state and federal guidelines that apply to the practice.