Why retrieval stalls a case
A personal injury or malpractice case cannot move until the records are in. Each provider has its own request rules, release-of-information vendor and fee, and many requests sit untouched until someone calls. When records do arrive they are often incomplete: billing missing, imaging reports without films, a date range cut short. Paralegals spend hours on the phone instead of on the case.
We take over that loop. Your team sends us the client authorization and the list of providers; we handle the requests, the follow-up and the completeness check, and tell you what has arrived and what is still outstanding.
What we handle
- Request preparation: provider-specific request letters built from your signed HIPAA authorization, with the right date ranges and record types.
- Provider follow-up: calls, emails and resubmissions on a schedule until the provider responds, with every contact logged.
- Fee and vendor handling: we route requests through the provider's release-of-information channel and pass fee invoices to you for approval before payment.
- Completeness check: records compared against the request, so missing billing, imaging or date ranges are caught before you need them.
- Organized delivery: de-duplicated, ordered and page-numbered files, ready for review or for our summarization service.
- Status reporting: a status report by email at a cadence agreed at intake, showing each request as sent, acknowledged, received, incomplete or closed.
How a request moves
- IntakeAuthorization, client details and provider list.
- RequestProvider-specific requests sent.
- Follow-upScheduled chasing until records arrive.
- CheckA specialist checks completeness.
- DeliverOrganized, page-numbered records.
Records we request
| Record type | Why firms need it |
|---|---|
| Medical records | Diagnosis, treatment and causation evidence |
| Itemized billing | Proof of damages and medical specials |
| Imaging reports | Objective findings such as MRI and X-ray results |
| Pharmacy records | Medication history and treatment compliance |
| Prior records | Pre-existing conditions the defense will look for |
What we need from you
A signed HIPAA-compliant authorization for each client, the providers and date ranges you want, and your instructions on fees. Sensitive records such as substance use treatment or psychotherapy notes need a specific authorization; if yours does not cover them, we tell you before we send the request. Our HIPAA authorization checklist lists what a valid authorization contains.
We work from your client's signed authorization. If you need records by subpoena, or with a records-custodian certification for admissibility, tell us at intake and we will confirm what we can support before you rely on it.
How long retrieval takes depends on the provider, not on us. Read what affects medical record retrieval turnaround for what to expect and how we keep requests moving.