Built for plaintiff personal injury and mass tort firms. Complete records in 4 days on average. Retrieval-only billing, so every dollar stays recoverable.
Illustrative sample case; map positions are not real facilities. Timing reflects the 4-day average, with 30 to 40% of records back the same day.
Average retrieval30 to 40% of records back same day
4 days
Facility networkFinds providers clients never listed
4M+
Mass tort qualification10,000-case PFAS portfolio in 3 weeks
84%
Recoverable costRetrieval only, no platform or seat fee
100%
What
A medical record retrieval service for lawyers finds every treating provider, handles HIPAA authorization and follow-up, and delivers complete medical and billing records as organized, searchable evidence.
Complete records in 4 days on average, with 30 to 40% back same day, versus the 30 to 60 day standard for manual or legacy retrieval. Qualification decisions follow in under 7 days.
How to score a medical record retrieval service
Five criteria decide whether a retrieval vendor speeds up a plaintiff docket or just moves the wait somewhere else. Run every vendor on your shortlist against them, LlamaLab included.
LlamaLab
Turnaround
Complete records in 4 days on average; 30 to 40% back same day
Provider discovery
Reverse search across a 4M+ facility network finds providers clients never listed
Recoverable cost
$50 per facility request, or unlimited requests on a flat per-case plan. Retrieval-only billing, no platform or seat fee, 100% recoverable
Compliance
HIPAA under BAA, SOC 2 Type 2, bank-level encryption, chain of custody on every download
Qualification & volume
Licensed clinical team decides in under 7 days; 10,000-case PFAS portfolio qualified in 3 weeks
Typical legacy vendor
Turnaround
30 to 60 days per provider is the norm; published vendor averages run 15 to 45 days
Provider discovery
Named providers only: retrieves what the client remembers to list
Recoverable cost
Per-request fee, sometimes published; portal, storage, or seat fees, where charged, are firm overhead rather than a case expense
Compliance
HIPAA under BAA is standard; an audited SOC 2 report varies by vendor
Qualification & volume
Manual paralegal review; summaries and chronologies sold as add-ons
AI retrieval peer
Turnaround
Marketed in weeks, not days; no same-day figure published
Provider discovery
Retrieves the providers on your request; completeness checks against sites already known
Recoverable cost
Not publicly disclosed; quoted through a demo, so recoverability depends on how the invoice is structured
Compliance
HIPAA per vendor sites; an audited SOC 2 report is not always publicly documented
Qualification & volume
AI chronologies and intake scoring; no clinician qualification decision documented
Medical record retrieval scorecard for law firms: LlamaLab, a typical legacy vendor, and an AI retrieval peer scored on turnaround, provider discovery, recoverable cost, compliance, and qualification at volume.
Vendor type
Turnaround
Provider discovery
Recoverable cost
Compliance
Qualification & volume
LlamaLab
Complete records in 4 days on average; 30 to 40% back same day
Reverse search across a 4M+ facility network finds providers clients never listed
$50 per facility request, or unlimited requests on a flat per-case plan. Retrieval-only billing, no platform or seat fee, 100% recoverable
HIPAA under BAA, SOC 2 Type 2, bank-level encryption, chain of custody on every download
Licensed clinical team decides in under 7 days; 10,000-case PFAS portfolio qualified in 3 weeks
Typical legacy vendor
30 to 60 days per provider is the norm; published vendor averages run 15 to 45 days
Named providers only: retrieves what the client remembers to list
Per-request fee, sometimes published; portal, storage, or seat fees, where charged, are firm overhead rather than a case expense
HIPAA under BAA is standard; an audited SOC 2 report varies by vendor
Manual paralegal review; summaries and chronologies sold as add-ons
AI retrieval peer
Marketed in weeks, not days; no same-day figure published
Retrieves the providers on your request; completeness checks against sites already known
Not publicly disclosed; quoted through a demo, so recoverability depends on how the invoice is structured
HIPAA per vendor sites; an audited SOC 2 report is not always publicly documented
AI chronologies and intake scoring; no clinician qualification decision documented
Legacy and AI-peer cells summarize public vendor claims as of : published averages of 15 days (Record Retrieval Solutions), 1 to 2 weeks (Codes Health), and 30 to 45 days (Lexitas), and a published $45 per typical request (Record Retrieval Solutions). Vendor-by-vendor sourcing is on the full retrieval company scorecard.
Pricing that stays a recoverable case expense
The sticker price is not what matters. What matters is how much of the invoice your firm can bill to the case, and how many records you would have missed without provider discovery.
Per facility
$50
per facility request, medical or billing records
Published rate; price a case before the first call
Built for complex cases with many providers and for mass tort dockets
Case setup fee waived; 1,000 pages of document uploads included
Either way, 100% of the invoice is retrieval, so it sits on the client disbursement ledger and comes back at settlement. Credit back can be structured for cases that do not qualify or that the firm drops. Full rate card on the pricing page; the recoverability math is in the retrieval cost guide.
The fastest medical record retrieval is the complete one
A quick pull from one provider is not a fast case. Speed only counts when the chart is complete, with every treating provider in it.
Complete records in 4 days on average
Requests go out through automated provider integrations and workflows, and 30 to 40% of records come back the same day.
Providers your client never listed
Reverse search runs insurance claims data across a 4M+ facility network, so the records you did not know to request arrive with the ones you did.
Qualified in under 7 days
A licensed clinical team confirms proof of injury, so the case is ready to evaluate and file, not just a folder of PDFs.
How medical record retrieval works
LlamaLab handles the full retrieval job: find the treating providers, get the authorization, follow up with the facilities, and analyze the records in the platform. Only the retrieval is billed. The platform is included at no additional charge with every request.
1.Submit
Send client info at intake with a 2-minute form.
2.Authorize
The service handles HIPAA authorization and identity verification.
3.Retrieve
Providers are identified and records pulled, including ones clients forgot.
4.Qualify
A clinical team confirms whether the case is real and ready to file.
Medical record retrieval software, included with the service
Firms searching for retrieval software or an AI retrieval platform usually want three things: a portal to submit and track requests, records that arrive searchable, and analysis on top. LlamaLab includes all three with every request. There is no separate software license to buy.
Retrieval portal
Submit at intake with a 2-minute form, track every request, and receive records de-duplicated, organized, and searchable.
AI analysis
Summaries, timelines, chronologies, and AI chat on every record set, powered by medical-grade AI that scored 98% on U.S. physician board exams.
Plain-English portfolio queries
Every record becomes structured, searchable data. Query your entire caseload to qualify cases and find patterns.
Case management integrations
Retrieval is live in Litify, Clio, and Needles, and an API connects any other case management system.
Single-event cases live or die on speed and completeness. Get records back in 4 days on average, surface the providers clients forget, and keep every dollar recoverable as a case expense.
Records in 4 days on average keep you ahead of deadlines
Reverse provider search finds treatment clients never listed
Retrieval billed per case, recoverable from settlement
Portfolio-scale dockets need qualification at volume. Process thousands of cases, qualify with a clinical team, and query your entire caseload in plain English.
Retrieve and qualify thousands of cases in weeks
Clinical review at scale (84% qualification on PFAS)
Plain-English queries across the full portfolio
Surface referral revenue and re-qualify dead cases
Traditional medical record retrieval compared with LlamaLab on turnaround, provider discovery, case qualification, portfolio queries, and platform fees.
What should law firms look for in a medical record retrieval service?
Score every vendor on five criteria: turnaround, provider discovery, recoverable cost, compliance, and qualification at volume. On those criteria, LlamaLab delivers complete records in 4 days on average with 30 to 40% back same day, runs AI provider discovery across a 4M+ facility network, publishes a $50 per facility rate with no platform or seat fee, is SOC 2 Type 2 certified and HIPAA compliant under BAA, and has a licensed clinical team that qualifies cases in under 7 days. Firms that need one vendor across court reporting and litigation support, or the lowest sticker price on a named-provider request, may weigh a legacy vendor differently.
What is medical record retrieval for lawyers and law firms?
Medical record retrieval for lawyers is the specialized legal workflow of requesting, tracking, collecting, and organizing client medical records and billing files from healthcare providers. LlamaLab handles the full retrieval job: find the treating providers, get the authorization, follow up with the facilities, and analyze the records in the platform. Only the retrieval is billed, and it is fully recoverable. The platform is included at no additional charge with every request.
How fast is medical record retrieval with LlamaLab?
Traditional retrieval handled in-house or by legacy vendors typically takes 30 to 60 days per provider. LlamaLab delivers complete records in 4 days on average through automated provider integrations and automated workflows, with 30 to 40% of records returned same day and clinical qualification decisions in under 7 days.
Is medical record retrieval a recoverable case expense for lawyers?
Yes. When retrieval is handled by an outside vendor and invoiced per case, those costs are case-specific litigation expenses recoverable from settlement proceeds before the contingency fee is calculated. In-house paralegal salaries and monthly software seat licenses are non-recoverable firm overhead. LlamaLab bills retrieval only, so 100% of the invoice stays recoverable.
How much does medical record retrieval cost for law firms?
LlamaLab publishes its rate: $50 per facility request for medical and billing records on the Basic plan, or the Core Unlimited plan with unlimited per-facility requests for a flat per-case fee. Both include the AI analysis platform at no extra charge. Because there are no recurring platform, license, or seat fees, 100% of the cost remains recoverable on the client settlement disbursement ledger. Most other vendors quote privately; the few published rates run $45 to $50 per request.
Are medical record retrieval services HIPAA and SOC 2 compliant?
Reputable retrieval services operate under a Business Associate Agreement (BAA) with your firm. LlamaLab is SOC 2 Type 2 certified and HIPAA compliant under BAA, uses bank-level encryption, and attaches chain-of-custody documentation to every record download for court admissibility and opposing-counsel acceptance. Ask any vendor on your shortlist for the audited SOC 2 report, not just a compliance statement.
Can retrieval services handle mass tort case volume?
Yes. AI-native retrieval platforms are built for portfolio-scale volume. LlamaLab has processed tens of thousands of cases across torts like PFAS, Camp Lejeune, and Hernia Mesh, qualifying 10,000 cases in three weeks with an 84% qualification rate using plain-English portfolio queries.
Get records on your next case
Complete records in 4 days on average, with AI provider discovery and clinical qualification. Start a risk-free trial and time the turnaround on a real case.
