Medical record retrieval for law firms
Every record your case needs, in hand and complete
We retrieve medical and billing records nationwide for personal injury firms and for every other practice area that needs a patient’s treatment history. Correct authorization, relentless follow up, and a paralegal who is not spending their week on the phone with custodians.
What we retrieve
Every record type, from one point of contact
Including the specialty provider billing and pathology specimens that arrive last, if at all.
The complete chart from hospitals, clinics, and treating providers. Not the summary a facility sends when nobody pushes back.
Itemized hospital and facility billing, the foundation of your damages number.
Anesthesiologists, ER physicians, radiologists, and pathologists bill separately from the hospital. These are the ones firms forget.
Run reports and transport billing from emergency medical services, often the first documentation of injury.
Actual imaging, not just the radiologist’s report, delivered in a format your expert can open.
Physical slides and blocks, retrieved and transferred. Many retrieval companies will not chase these. We do.
Practice areas
Built on personal injury, useful well beyond it
Personal injury and mass tort are most of what we do. They are not all we do.
Personal injury
Auto, premises, catastrophic injury, and wrongful death. Our largest practice area and the one our process was built around, from the first EMS run report through the final specialty bill.
- Expedited handling when a filing or mediation date is fixed
- Complete billing capture, so the damages number holds up
- Facility invoices checked against the per page rate your state allows
Mass tort and class action
One docket can mean hundreds of requests across dozens of facilities in as many jurisdictions. We take them as individual requests rather than a batch, so no claimant disappears inside the volume.
- Every claimant tracked separately, with its own status and next update date
- Flat rate pricing that does not change as the docket grows
- Prior treatment and pre existing condition history, not just the incident records
Medical malpractice
Complete charts, imaging, and pathology specimens, retrieved with the documentation your expert will need to rely on them.
Workers’ compensation
Treating records, work status reports, and billing across every provider seen since the date of injury.
Disability and Social Security
Records from every treating provider on your list, requested and tracked separately so you can see what has landed and what is still out.
Family law, probate, and estate
These matters turn on records a standard HIPAA authorization does not reach: mental health and substance use treatment, and records for patients who have died. The rules are different and most requests fail on the paperwork. See how we handle those authorizations.
Practice area not listed? If your matter needs a treatment history, call us. The answer is usually yes.
Where requests fail
The requests other companies send back
Certain records carry authorization rules that a standard HIPAA form does not satisfy. These are the requests that sit for weeks, then come back rejected, and the paralegal who submitted them is the one explaining the delay. Our release of information background is why they do not sit with us.
Psychotherapy notes
Held separately from the rest of the chart and requiring their own specific authorization, which cannot be combined with a general records request. Sent on the wrong form, it comes straight back.
Substance use treatment records
Governed by federal rules that are stricter than HIPAA, with their own consent requirements and redisclosure restrictions. Facilities decline these quickly when the paperwork is not exact.
Deceased patients
Protected health information does not end at death. Authority runs through the personal representative, and the facility will want to see the documents establishing it.
Minors and guardianship
Who can authorize depends on the record, the state, and the circumstances of treatment. Getting it wrong costs you the request and the weeks it spent in a queue.
We validate every authorization before it goes out. If a custodian asks for something more, you hear it the day we do.
In the portal
How your records are handled
A claim closes in months. A case can run for years. Your records are still there either way.
Records stay for the life of the matter
A completed request does not disappear. The records, the certification, and the activity history stay on the request, so when you need the same chart again for a mediation or an expert two years later, you download it yourself instead of asking us to resend it.
Delivered through the portal, not by email
Nothing arrives as an email attachment. Records are released through the DocuSwift Pro Portal, encrypted end to end, which keeps protected health information out of an inbox that was never built to hold it.
A record of what happened
Status changes, notes, uploads, and downloads are logged with a name and a timestamp and stay on the request. If the retrieval itself is ever questioned, the history is still there.
You are not chasing us for status
Every request you submit shows its current stage, how many days it has been open, days remaining against target, and the date of your next update. See the five stages a request moves through.
Common questions
What firms ask us first
The answers you would otherwise have to get on a call. Here they are instead.
Our target is 60 days and most requests land well inside it. Turnaround is set by the custodian, not by us, so from the day you submit, your portal shows days open, days remaining against target, and the date of your next update. If a facility is going to blow past a reasonable timeline, you hear it from us while there is still time to work the file another way.
Yes. Anesthesiologists, ER physicians, radiologists, and pathologists bill separately from the hospital, so those records have to be requested separately. They are usually the ones still outstanding after the chart arrives, and they are often what completes a damages number. See billing record types.
Yes. Psychotherapy notes, substance use treatment records, records for deceased patients, and records involving minors all carry authorization rules a standard HIPAA form does not satisfy. We validate the authorization before the request goes out, and if a custodian asks for something more, you hear it the day we do.
Records are requested, handled, and released under HIPAA. Nothing is sent as an email attachment. Everything comes through the DocuSwift Pro Portal, encrypted end to end, and completed requests stay there so you can download the same file again later in the case.
No. Send one request or a thousand. Pricing is flat rate either way, with no term to sign and no volume to hit. See pricing.
Yes. We retrieve actual imaging rather than only the radiologist report, and we retrieve physical pathology slides and blocks. Many retrieval companies decline these. See all record types.
In their words
What law firms say
Start with one request
No contract, no minimum, and nothing to move over. Send us one file.