Medical Record Retrieval

By using our Record Retrieval Service, you are able to pass on the record retrieval fee to your client in the same manner as you are passing on the actual cost of the record. In addition, we can teach you how to use a line of credit to pay for all case expenses not just the record retrieval fee. For example, police reports, accident reconstruction, or even expert witnesses and pass on the interest expense to your client. Allowing you to reinvest in the growth of your law firm rather than paying for expenses out of your operation. Just ask us how our relationship with lenders can get you started today.

The benefit of using our Record Retrieval Service is having our expert team handle the administrative process of collecting records which does not increase the value of your cases. This will free up your highly trained and highly paid paralegals to concentrate on building value in your clients’ case by ensuring an excellent investigation, establishing liability, and doing proper medical management.

Our Record Retrieval Service highly-trained team only has one function…medical record retrieval. We only handle medical record retrieval for law firms, and we only work with law firms who are 100% integrated with their case management system. This ensures our high-quality service and your satisfaction.

Our company has a full staff of developers who are dedicated to integrating with new case management systems. We charge nothing to you or your case management system for the integration and require no contracts or set up fees. If you are not 100% satisfied, just stop using us.

The law firm can create a cost cap. This is the maximum dollar amount you are willing to pay without prior approval. When an invoice comes in that exceeds your cost cap, we will create a ticket which will send your case manager an email asking for their approval. All tickets and responses are stored in your case management system in your notes tab.

When we begin working with a new law firm with new medical providers, the average time is 30 days as we begin building the providers into our system and automating the process as well as creating relationships with your providers. As we continue the relationship, our turnaround time optimizes to approximately 23 days.

Our national average turnaround time is 23 days for medical record retrieval. While some competitors advertise faster times through integrations, we prioritize accuracy, HIPAA compliance, and provider cooperation, which often dictates the pace.
If speed is your top priority, we can review your current turnaround times, identify bottlenecks, and tailor staffing or process adjustments to improve efficiency—without sacrificing compliance or quality.

No. We charge $49.95 per record request, not per attempt. Here’s how it works:

• One flat fee, no matter how many attempts – We keep chasing the provider until the record is delivered. If a provider sends the wrong or incomplete record, we correct it at no additional charge.
• Records + bills together = one fee – If both the record and bill can be obtained from the same provider, it’s one request and one fee.
• Separate providers = separate fees – If the record comes from Provider A and the bill comes from Provider B, that counts as two requests.

We understand the concern, but here’s the reality: 

• Technology + manpower – Our pricing reflects both the cost of building bilateral CMS integration and the dedicated team who calls providers regularly to secure records quickly. 
• Fast turnaround – Our national average turnaround time is under 23 days and we pull about 130,000 records a year, much faster than most internal processes. 
• Proven satisfaction – At Rob Levine Law (where we charge ourselves the exact same rate), fewer than 3% of clients complain about the retrieval fee when signing disbursement sheets. For those who do, the firm waives the cost — still a fraction of the time and money saved by the 97% who pay. 

Doing retrieval in-house is far more expensive than most firms realize:

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• Our law firm mapped the process — it takes 16 steps to collect a medical record.
• If you use us, your team only completes the first three:
  1. Talk to the client
  2. Enter info into your CMS
  3. Upload the signed HIPAA form

• We handle the other 13 steps.

The cost of doing it in-house:

• Average case manager wage (with benefits): $31.25/hour
• Average time per request: 108 minutes
• Cost per record internally: $56.04+

Even if you didn’t pass our fee to the client, outsourcing saves you money. Passing the cost through (as most firms do) makes it free — and saves your team significant time.

No, and here’s why:

• It used to be legal under a Department of Health and Human Services ruling.
• But in 2020, the case Azar v. Ciox overturned it. The court ruled that the HITECH Act’s third-party directive cannot be used by law firms or any third party to obtain records for $6.50.
• Why it matters: A law firm counts as a “third-party designee.” Using HITECH to request records would be a clear violation of the ruling.
• The risks: Firms that continue the practice could face substantial penalties, be forced to pay the full record costs retroactively, and risk allegations of fraud for posing as the client.

Our EHR service is fully HIPAA-compliant and built with strict security protocols that comply with state and federal privacy regulations.  We treat every record with the same confidentiality as we do for our own law firm.