I've been diligent with maintaining hardcopies of all the superbills that come into the office. However, with MVA claims the chart notes that come with the superbills get mailed with the claim forms to their respective insurance. Additionally, there was about a month and a half period where fax records were not maintained due to a change in fax plans. Consequently, 45 days elapsed where copies of submitted soap notes were not maintained.
An attorney representing a patient with his or her MVA claim mailed a letter to the provider asking for copies of all of the chart notes, and I have been doing the billing for the latter 4 months of the 10 month period in which the patient was being seen. The provider faxed a copy of the letter to me and said, "take care of this". Unfortunately, the 45 day glitch mentioned above fell within this same 4 month period and of the 44 soap notes that I should be able to produce I can only cough up 20.
My contract with the provider specifically states, "Any and all information supplied to the billing center from the client is considered to be copies of the originals that have been retained by the client. Client also agrees to maintain these originals."
So my question is, aside from vexing my client which is never a good thing, have I done anything against the law?