The request is rejected
Missing signatures or dates, the wrong provider, no expiration, or the wrong custodian. The request comes back and the clock restarts.
Company blogProPlaintiff on common medical records request failures
For law firms
The demand waits on records. The records wait on follow-up.
A desk for personal injury paralegals. Every provider, every request for records and bills, with its status, the next follow-up date, and a check that the records cover every treatment date.
One-time build · $5,000
6
core elements a HIPAA authorization must contain, plus three required statements. An authorization not filled out completely is not valid.
Where records requests stall
Follow-up runs on memory
No confirmation of receipt, tracking in spreadsheets, follow-up when someone remembers. And billing records often have to be requested separately.
Company blogProPlaintiff on common medical records request failures
Templates leave gaps
Case software templates do not always pull the right details into the letter, and sending many requests at once is harder than it should be.
User reviewA paralegal's CasePeer review on Capterra
How it works
Providers and dates in
From the case: each provider, the treatment dates, and whether you need records, bills, imaging or all three.
Requests go out right
Each request uses a checked authorization and the right custodian, and billing is requested separately where needed.
Follow-up on schedule
Each request shows its stage and the next follow-up date. When records arrive, any treatment dates they do not cover are flagged.
What you get
- Every open request across all cases, by stage and days waiting
- Follow-ups due today, on one list
- Treatment dates not yet covered by received records, flagged
- A complete, checked set of records and bills ready for the demand
A good fit if
- Your firm handles personal injury cases
- Paralegals track requests in spreadsheets or case notes
- You use Clio, MyCase or similar and do not want to switch software
Probably not for you if
- You already use CasePeer or a retrieval service that tracks all of this
- You handle only a few injury cases a year
Price
$5,000
One time, for the finished tool. About 70–130 hours of work at the same $50 an hour as the cost calculators on this site.
Talk about your firm- Request letters and authorization checks in your firm's format
- Follow-up schedule you choose
- The treatment-date gap check
- Training for your paralegals
Questions
What must a HIPAA authorization for medical records include?
Federal rules list six core elements: what is disclosed, who discloses it, who receives it, the purpose, an expiration, and the signature and date, plus statements on revocation, conditioning and redisclosure. The tool checks each request has them before it goes out.
Does it send each personal injury medical records request for us?
It prepares requests and follow-ups. A person sends them, unless you choose to let routine follow-ups go out on their own.
Does it work with Clio?
Yes. Clio has fields for medical records and bills that the tool can fill. Some of these need Clio's personal injury add-on, which I check before quoting.
Is the medical information secure?
It is stored encrypted, only people you name can see it, and every company involved agrees how it is handled before I build.
More for law firms: Trust funding tracker, Lien and settlement closeout, Trust account reconciliation check, Immigration filing check. Everything for law firms
Updated Sep 28, 2026Have a product in mind? Let's scope it this week.
A 30-minute call gets you a rough timeline and cost — no obligation, no sales deck.