HEDIS chart chasing software that shows which charts are still out and who is sitting on them
HEDIS chart chasing is the annual retrieval effort a health plan runs to pull medical records from provider offices so hybrid measures can be closed where claims alone cannot prove the service happened. The measures are not weighted evenly: under 42 CFR 422.166 outcome and intermediate outcome measures carry a weight of 3 and process measures carry a weight of 1, so a small pile of missing charts moves a Star Rating and the payment attached to it. Neurobird holds the chase list, the request, the retrieval and the abstraction result on one record.
Neurobird HEDIS Chart Chasing in short
- Build the chase list from the measure and the gap rather than from a copied spreadsheet
- Track each request to a provider office with the method, the date and the person who made it
- Hold the retrieved chart against the measure it closes, with one authoritative copy
- 422.166 The Medicare Advantage rule that sets measure weights: improvement measures at 5, outcome and intermediate outcome measures at 3, and process measures at 1. 42 CFR 422.166
- 25 percent Share of enrollees in a disaster area that can exempt a contract from HEDIS reporting, and the same rule lets other affected contracts ask NCQA to modify samples for measures that require medical record review. 42 CFR 422.166
- Pricing runs 399 to 2400 US dollars per month across 3 tiers. Early access is free.
What health plans and abstraction vendors actually deal with
Why it stays broken
Chart chasing sits between a health plan, an abstraction vendor and hundreds of independent provider offices, and none of them share a system. The plan owns the measure, the vendor owns the abstraction, and the chart itself lives in a practice management system nobody else can see. Because 42 CFR 422.166 assigns outcome measures three times the weight of process measures, the pile that matters most is small and hard to find, which is exactly the pile a spreadsheet loses.
Under 42 CFR 422.166 improvement measures carry a weight of 5, outcome and intermediate outcome measures a weight of 3, and process measures a weight of 1.
HEDIS® is a registered trademark of the National Committee for Quality Assurance (NCQA).
Neurobird HEDIS Chart Chasing Document Automation Platform
One record per chart: the member, the measure it serves, the provider holding it, every request and follow up, how it finally arrived and what the abstractor found.
- 1Build the chase list from the measure and the gap rather than from a copied spreadsheet
- 2Track each request to a provider office with the method, the date and the person who made it
- 3Hold the retrieved chart against the measure it closes, with one authoritative copy
- 4Show the outstanding pile by measure weight, so the heavy measures get chased first
What changes with Neurobird HEDIS Chart Chasing?
The same work, read left to right: how it runs today, and how it runs once the record is in one place.
| Today | With Neurobird HEDIS Chart Chasing |
|---|---|
| The chase list is a spreadsheet emailed between the plan, the vendor and four regional offices | Build the chase list from the measure and the gap rather than from a copied spreadsheet |
| A chart arrives twice by fax and once by portal and nobody can say which copy was abstracted | Track each request to a provider office with the method, the date and the person who made it |
| A provider is called five times because each caller works from a different version of the list | Hold the retrieved chart against the measure it closes, with one authoritative copy |
Who is this for?
The same chase season, three different operations.
You run the season in house
A small quality team and a large provider network. You need the outstanding pile ordered by measure weight, not by alphabet.
You chase for several plans
Different measure sets, different provider lists, one team. You need each plan's chase list separated and each retrieval attributable.
You sit on the receiving end
Five plans asking for overlapping charts in the same eight weeks. You need one queue that shows what has already been sent and to whom.
What the rules say about quality measurement
Federal measure weighting, the disaster provisions that touch medical record review, and the privacy rule that permits the chase in the first place.
The Medicare Advantage rule that sets measure weights: improvement measures at 5, outcome and intermediate outcome measures at 3, and process measures at 1.
42 CFR 422.166Share of enrollees in a disaster area that can exempt a contract from HEDIS reporting, and the same rule lets other affected contracts ask NCQA to modify samples for measures that require medical record review.
42 CFR 422.166Contract size at which a coordinated care or cost contract must engage an approved vendor to field the Medicare CAHPS survey alongside its other quality reporting.
42 CFR 422.152The privacy rule definition that puts quality assessment and improvement activities, including outcomes evaluation, inside health care operations rather than research.
45 CFR 164.501The Medicaid managed care rule requiring each plan to measure and report performance annually on the state's standard measures and to run performance improvement projects.
42 CFR 438.330The weight CMS moved the Part C Plan All Cause Readmissions measure to for the 2025 Star Ratings, one of the few notable changes from the prior year.
CMS 2025 Star Ratings Technical NotesHow does Neurobird HEDIS Chart Chasing work?
Build the list
Members with an open gap are grouped by provider and by measure, so one call to an office covers every chart that office is holding.
Chase and record
Fax, portal, remote EMR access or an onsite visit are all logged the same way, with the date, the contact and the outcome, so a fifth call never happens by accident.
Abstract and close
The abstraction result attaches to the chart and the measure together, and the pile reports itself by weight rather than by row count.
The chase board, as your quality team would work it
Close a chart to see the measure move and the outstanding pile reweight itself.
Watch the fields extract from the document.
Hedis chart chasing software questions, answered
Key terms
- What is HEDIS chart chasing?
- It is the work of retrieving medical records from provider offices during a measurement season so a plan can close hybrid quality measures that administrative claims alone cannot prove. The chase runs against a deadline, and the charts that matter most are the ones behind the heavily weighted measures.
- What are the measure weights that make a chart worth chasing?
- 42 CFR 422.166 sets them. Improvement measures carry a weight of 5, outcome and intermediate outcome measures carry 3, and process measures carry 1. Patient experience and access measures carried 4 through the 2025 Star Ratings and drop to 2 from the 2026 Star Ratings onward.
Do we need a patient authorisation to request the chart?
Quality assessment and improvement activity sits inside health care operations under 45 CFR 164.501, and 45 CFR 164.506 covers disclosure for that purpose. Read those with your own counsel. What this holds is the request, the permission you relied on and the response, so the trail exists.
Does this replace our abstraction platform?
No. It sits beside it. Abstraction stays where it is. This holds the chase itself: which office has which chart, how many times they have been asked, by whom, and what came back.
Can a provider group use it from the other side?
Yes. The same record works as a receiving queue, showing which plan asked for what and what has already been sent, which is usually the reason an office is called a fifth time.
Why we are building this
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Where the requirement comes from
Primary sources, straight from the regulators.
- 42 CFR 422.166, calculation of Star Ratings Measure weights, the disaster adjustments and the HEDIS provisions that turn on medical record review.
- 42 CFR 422.152, quality improvement program What a Medicare Advantage plan must measure and report, and the enrollee threshold behind the survey duty.
- 45 CFR 164.501, definitions including health care operations Why a plan may request a chart for quality measurement without a separate authorisation.
- 45 CFR 164.506, uses and disclosures for treatment, payment and operations The permission a provider office relies on when it releases records to a plan.
- 42 CFR 438.330, Medicaid quality assessment and performance improvement The Medicaid equivalent duty, including annual performance measurement and improvement projects.
- CMS 2025 Star Ratings Technical Notes The measure by measure detail behind a rating, including the HEDIS audit designations table.
How much does Neurobird HEDIS Chart Chasing cost?
Priced per organisation because the measure set, the provider network and the season belong to the plan. Charts, requests and abstraction results are unlimited on every tier.
- Up to 5 users
- Unlimited charts
- Provider chase queue
- Measure weighted backlog
- Unlimited users
- Multiple measure sets
- Retrieval method tracking
- Season reporting
- Multiple client plans
- Separated chase lists
- Abstractor workload view
- Priority support
Get free early access
Early access means we load your measure set and your provider list before you type anything, and the account stays free while we do it.
Straight answer on where this is: The software is in development. Nothing is purchasable today. Early access means you shape it and pay nothing while we build.
Prefer email? Write to office@neurobird.com and a person will reply. No autoresponder.