We obtain records from Kenyan health facilities on your behalf, follow up until there is a final outcome, and deliver a file that is ready to use.
So you are never left wondering where a file stands, you hear from us on schedule even when the hospital has not replied. No chasing us for an answer.
So the risk of a difficult facility sits with us and not with you, our fee applies only when records are obtained and any deposit comes back in full. Only unavoidable facility charges apply, passed on at cost with the receipt attached.
These are the standards we commit to on every instruction, set out so you can hold us to them.
If your matter is waiting on a hospital file, this is built for you.
Records arrive paginated and indexed, with a certificate recording how they were obtained and on what authority. Built to go into a bundle without your clerk reorganising it first.
Consistent turnaround on assessment files, so a claim is not held open because nobody could get the discharge summary. One invoice a month where volume justifies it.
Where a workplace injury claim or a fitness to work question needs the facility's own record rather than a summary the employee brought in. Handled with the consent on file.
Your own records are your right. The facility must answer you directly, at no charge, and the law gives it seven days. Ask us and we will tell you how to make that request and what to say, free of charge. If you would rather we did the chasing, that is our own professional service and it is charged for, payable in full before release.
None of this is difficult work. It is relentless work, and somebody has to keep doing it after the third unanswered call.
That is a poor use of your paralegal, who has six other matters open. It is the part we take off you.
The Data Protection (General) Regulations 2021 set a seven day window for responding to a data access request. Many facilities still treat records requests as an informal courtesy with no deadline attached. A request that cites the right provision and arrives with the authority already in order moves differently. Getting that framing right the first time is most of the job.
Tell us what you are working on and we will show the records that usually matter for it, with an honest word on how each one tends to go.
Where something is harder than it looks, we say so before you instruct us rather than after you have paid. If what you need is not listed, ask anyway. Most of what a facility holds can be obtained on the right authority.
We know where requests move, who approves them, what documentation is required, and how to prevent avoidable delays before they happen.
From submission to delivery we track progress, follow up consistently, and give you a clear outcome, whether that is the records in your hands or a documented account of why they could not be released.
Regular updates keep your team informed. No unanswered emails, no uncertainty, and no time wasted chasing progress.
Every file is professionally prepared, paginated, indexed, and reviewed for missing or unclear information before it reaches you.
One instruction from you, then nothing until the file arrives. Your clerk gets their week back.
If the consent is stale or does not cover the period you need, you hear it the same day. A rejected request costs you two weeks you cannot get back.
Protecting privacy, accuracy and professional boundaries comes first.
Most retrieval services quote one number and let you discover the rest later. We split it, so you can see exactly what is ours and what is the hospital's.
Our work. Fixed per file and quoted before we start.
Money that belongs to someone else and passes straight through us.
Billed at cost, or as agreed in advance. The facility's receipt is attached to our invoice every time. We do not mark these up, and we do not earn anything on them.
Payable to the facility, through us▲ These two depend on the facility, so we check and tell you within the hour whether it is realistic before you pay a shilling. Every timing runs from the day your authority is confirmed, not the day you instruct us, because a defective consent is what usually costs the time.
Exclusive of VAT where it applies. One file means one patient, at one facility, for one period. If a matter needs records from three hospitals that is three files, and we will say so before starting rather than after.
Set the three boxes below to your own situation. Everyone in the same position gets the same terms, so you are never quoted differently from the firm down the corridor.
These figures are our professional fee only. Facility copying charges are separate, passed on at cost with the receipt attached, and we tell you what they are before we pay them.
Both are true at once. So we can start drafting, verifying and opening your file the same day you instruct us, the deposit covers the part of the work nobody sees. If we do not obtain the records, the deposit comes back in full within five business days and we keep nothing. Third-party charges already paid to a facility on your behalf are the one exception, and those are shown to you with the receipt before we pay them.
You receive a written account of what was requested, when, who was spoken to and what reason was given. That document is often more useful than the file would have been, because it puts the refusal on the record. There is no professional fee where no records are obtained, and any deposit is returned in full within five business days.
The turnaround we quote runs from the day the authority is confirmed, not the day you instruct us, because a defective consent is the most common cause of delay. Most standard files land inside ten business days. Where a facility is known to be slow we tell you before you pay, not afterwards.
Sometimes. Records from closed facilities usually sit with the county health office, a successor facility or occasionally a former director. It takes longer, and we will tell you at the outset whether we think it is realistic. We would rather decline than bill you for a search we do not expect to succeed.
Yes. Most of this work is correspondence and telephone follow-up, so location matters less than it used to. Where a physical visit is genuinely needed we agree it with you before travelling rather than after.
A signed patient consent naming the facility and the period, a court order, or a statutory power. If you do not have one yet, say so on the form and we will send wording that facilities in Kenya accept. Getting this right at the start is the single biggest thing that shortens the timeline.
Files sit in a workspace with per-client separation, every access is logged, and records are released only against a recorded authority. We hold the file for the period agreed in your engagement and then delete it. We act as a data processor on your instruction and will sign a processing agreement if your firm requires one. Records are not sent as ordinary email attachments.
We provide a signed certificate recording how the record was obtained, from whom, on what authority and on what date. Whether that satisfies a particular court is a question for you. We do not hold ourselves out as able to certify clinical content, and any certification the facility itself provides is passed on with the file.
Often you should not. If your clerk gets files back reliably, keep them on it. This tends to be worth buying when volume is uneven, when a matter sits in a county you do not know well, or when follow-up keeps slipping because there is always something more urgent. Send one file and judge it on that.
KSh 3,500 for a standard file, plus whatever the facility charges for copying, shown to you with the receipt. As a new firm you pay half up front and the balance before release. If we do not obtain the records there is no professional fee and your deposit comes back in full. It is small enough to test us on a real matter rather than a trial one.
Because the work starts on the day you instruct us and most of it is invisible. Drafting the request correctly, verifying the authority and opening the file all happen before anyone at the hospital has replied. The deposit covers that commitment. If the records do not come, it is returned in full within five business days and we keep nothing. Once you have sent us a few files and we have delivered, you move to invoicing after delivery and the deposit stops.
No. Third-party charges are passed through at cost with the facility's receipt attached to our invoice, or on the basis we agree with you in advance. We earn nothing on them. Keeping our fee and their fee separate is the only way you can tell whether either is reasonable.
So identifiable health data never travels through a public web page, we do not ask for patient details here. Once you have sent this, we will send you a secure form for those.
KSh 3,500 standard, and no professional fee if we do not obtain the records.