The work behind the work.
Sherpas has spent more than fifteen years working inside healthcare data. That accumulated knowledge shows up in how we approach every retrieval, every provider relationship, and every client program. This page walks through what actually happens on our end, from the moment a request arrives to the moment a chart is delivered.
What happens from the moment a chart request arrives to delivery.
Automated via ZING, remote, and onsite, and how Sherpas determines which approach best applies to each provider.
How Sherpas' proprietary automation technology works, step by step, including EHR requirements and performance data.
What happens after you send Sherpas a chase list, from intake through delivery and reporting.
Where the client portal fits into the retrieval process for both providers and payers.
How PHI is handled from request to delivery, including access controls, encryption, and personnel screening.
What happens when a chart request comes in.
When Sherpas serves as the records service partner for a provider, every chart request, audit, or release of information inquiry that arrives routes directly through us. The provider's staff handles patient care. Sherpas handles the rest.
Risk adjustment, HEDIS, and quality programs
A payer or analytics firm sends an audit list. Sherpas receives it, schedules the retrieval, completes the work, and delivers completed charts back to the requester. The provider's staff is not involved in the process beyond their initial agreement to work with Sherpas.
Types:
HEDIS
MRA
CRA
RAC
RADV
Life, legal, disability, and continuity of care
General ROI / non-audit requests — Supporting life insurance, legal, disability, workers’ compensation, continuity of care, transfer of care, and other non-audit needs.
Individual record requests from law firms, life insurance companies, disability evaluators, and care transition teams. Handled remotely. Sherpas processes the request, retrieves the chart, and transmits it to the requesting party.
Types:
Life insurance
Legal
Disability
The request arrives
We retrieve the charts
We validate and schedule
We deliver and report
How Sherpas accesses your records depends on what works best for you.
Sherpas meets providers where they are today while helping them move toward more efficient retrieval over time. Depending on location, EHR environment, and access preferences, retrieval may happen onsite, remotely, or through ZING automation where supported EHR access or API connectivity is available.
Automated via ZING
For providers with a FHIR-ready EHR system, ZING handles the retrieval automatically. Significantly faster than manual remote access and further reduces the number of people who need to log into the provider's system.
Requires: any FHIR-supported EHR or API access granted by the provider.
Remote
Sherpas accesses the provider's system securely from off-site. No disruption to the provider's physical space or staff workflow. Three remote access configurations are available depending on what the provider has in place.
Access options: dedicated login · generic third-party credentials · temporary login created per retrieval.
On site
A Sherpas technician comes to the provider facility and retrieves records directly. Availability depends on local technician coverage in the provider's area. Best for: providers who prefer in-person access, or who are in an area well covered by Sherpas' technician network.
How Sherpas' proprietary automation technology works.
ZING is the automation layer Sherpas built to accelerate retrieval within our internal Everest infrastructure. Where a provider’s EHR system supports it, ZING can take over the retrieval process, reducing the need for a technician to manually navigate the system record by record.
Proprietary
Built by Sherpas
Introduced 2024
Named after TenZING Norgay
ZING is the automation layer Sherpas built to accelerate retrieval within our internal Everest infrastructure. Where a provider’s EHR system supports it, ZING can take over the retrieval process, reducing the need for a technician to manually navigate the system record by record.
Using FHIR-based connectivity, it locates the relevant chart data and delivers it directly to the requester, with expert-in-the-loop review where needed. Provider staff are not pulled into the process, fewer people need system access, and the work moves faster.
Sherpas receives the chart list from the requester and loads it into the system.
ZING connects to the provider's EHR through a FHIR-compliant integration. Additional supported systems can be added quickly.
ZING searches and retrieves the relevant chart information automatically, eliminating manual work that would otherwise be required.
Charts are delivered in real time directly to the requester. No manual formatting step. No delay between retrieval and transmission.
A full record of every transmission is logged in OneView, including date, time, destination, and delivery confirmation.
ZING runs through the provider’s existing EHR, either one already on the supported list, or one where API access can be enabled. Sherpas works with your organization to confirm compatibility before deployment. There are two ways in:
Already integrated
Vendor integration
How the engagement works
When Sherpas is contracted for bulk retrieval, the engagement is fully managed end to end. No existing provider relationship required. You bring the list. We handle access, retrieval, and delivery.
You send the chase list
We retrieve and quality check
Sherpas organizes the chase
You receive complete data
Where the portal fits into everything above.
OneView is woven into the retrieval process and how work gets tracked, communicated, and reported. Every step is visible in real time, whether your team is managing it or ours.
OneView Provider in the workflow
OneView gives providers a simpler way to manage chart requests from start to finish. Teams can upload requests quickly, follow status updates as they happen, and keep a permanent record of each completed release, including when it was sent and confirmed.
OneView Payer in the workflow
Payer program teams track every project, every provider, and every chart in real time. With OneView, payer teams can move away from scattered spreadsheets and work in a centralized workspace. Every project, provider, and chart can be tracked in real time, making it easier to manage progress, spot gaps, and keep work moving.
How PHI is handled from request to delivery.
Security at Sherpas is operational practice built into every step of the retrieval process. Here is what that looks like end to end.
Secure handling
More automation, fewer touchpoints
Every person is screened monthly
Transmission is encrypted end to end
Want to see how Sherpas fits your organization?
We meet you where you are. Talk to our team and find out what that looks like for you.
