Command Center — Advocate HR Consulting

Initials only in this tracker — never names, diagnoses, or medical details. Documents belong in the case’s Google Drive folder; paste that folder’s link on the card.

Company	Size & funding	Talk to	Why they fit	Stage

Name	City	Specialty	Website

Advocacy forms — Word templates

The Word files live in the templates folder of the site project on the Mac (kept out of the public site). Replace every [bracketed] item before sending; review with counsel where needed.

HIPAA Authorization — client signs so providers & plans can release records to Charity (45 CFR 164.508 elements included).

Authorized Representative Designation — lets Charity pursue claims & appeals and receive the claim file on the client’s behalf (29 CFR 2560.503-1(b)(4)).

Medical Records Request — HIPAA right-of-access request; provider must respond within 30 days, cost-based fees only.

Internal Appeal Letter — formal appeal skeleton: grounds, claim-file demand, procedural-rights requests.

Colorado External Review Request — C.R.S. 10-16-113.5 / Reg 4-2-21 request, with expedited option.

Deadlines cheat sheet

180 days — member’s window to file an internal appeal (ERISA & ACA plans).

30 / 60 days — plan’s decision window on pre-service / post-service internal appeals (ERISA).

4 months — Colorado window to request independent external review after the final internal denial (C.R.S. 10-16-113.5).

45 days / 72 hours — standard / expedited external-review decision timelines in Colorado; the decision binds the carrier.

30 days — provider’s HIPAA deadline to produce medical records (45 CFR 164.524).

<1% of denials are ever appealed — and about half of appeals win. File the appeal.

The quirks column is the gold — log what each carrier actually does, one case at a time. It saves as you type.

Carrier	Phone	Appeals address	Fax	Portal	Quirks & notes

Date	Type	Carrier	Recovered	Days	Summary

Anonymized only — no client details. This table becomes the marketing numbers.

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Pick a template on the left, fill in the blanks, and copy the finished message. Placeholders look like {{first_name}} — add your own when creating templates.

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Advocacy forms — Word templates

Deadlines cheat sheet