Would you like to speak to a representative from InQuery to find out more details about their medical record retrieval services for law firms? Book a 15minute-call here, or complete the form below and we’ll connect you with them today.
Medical records are the backbone of nearly every personal injury case. They document the injury, establish the treatment path, support causation, and provide the bills that drive a claim’s value. Before a demand letter goes out or a settlement conversation begins, someone has to find every provider who treated the client, secure a valid HIPAA authorization, submit a request to each provider, and keep following up until the records and bills actually arrive.
That “someone” is usually a paralegal or case manager. Every hour spent calling a hospital’s records department is an hour not spent moving cases forward. Providers each have their own forms, fees, and turnaround times, and requests stall or come back incomplete. That is why many personal injury firms outsource the work to a medical record retrieval service.
A good medical record retrieval service researches providers, submits and tracks requests, follows up on slow ones, and delivers organized records and bills, often directly into the firm’s case management system. The result is faster demand packages, fewer staff interruptions, and more predictable costs.
The services below take different approaches. Some are fully managed, some are technology-first, and some pair retrieval with summaries or analysis. Here are seven worth considering, in no particular order.
While all opinions remain our own, this content contains links to companies we may be compensated by.
InQuery helps personal injury law firms retrieve medical records and bills without the administrative headache of researching providers, preparing requests, and chasing down records.
Most law firms know the routine: a case manager identifies where a client received treatment, tracks down the right medical records department, figures out which forms are required, submits the request, and spends the next several weeks following up. Even when firms outsource retrieval, their staff can end up spending just as much time managing the vendor.
InQuery was built to change that.
Rather than simply providing a portal for submitting requests, InQuery takes ownership of the retrieval process. Its team researches provider contact information, identifies facility-specific requirements, prepares and submits requests, follows up with providers, and works through delays and rejections. When additional information or documentation is genuinely needed from the law firm, InQuery flags the specific issue, so staff know exactly what to provide.
The goal is simple: fewer calls, fewer interruptions, and less time babysitting medical records requests.
Pricing is another advantage. Retrieval starts at just $20 per request for firms with recurring volume commitments. This makes it easy for firms to try the service without making a major investment or changing their existing case management system.
InQuery also brings a technical advantage beyond retrieval. Backed by Y Combinator, the company has built AI-powered technology for organizing and analyzing complex medical records. Once records arrive, firms can use InQuery to create medical chronologies, billing summaries, medical specials, and draft demand letters, helping them move from evidence collection to case preparation.
For personal injury firms looking to reduce administrative work while keeping cases moving, InQuery offers a practical combination of hands-on retrieval service, transparent pricing, and technology built for medical-legal workflows.
Best for: Growing personal injury firms that want to handle more cases without hiring more staff to manage medical records, billing, and case preparation.
Would you like to speak to a representative from InQuery to find out more details about their medical record retrieval services for law firms? Book a 15minute-call here, or complete the form below and we’ll connect you with them today.
National Record Retrieval is a Carmel, Indiana-based service built specifically for attorneys handling personal injury, disability, and mass tort matters. Its team contacts providers, prepares and submits requests, follows up until records arrive, pays the provider’s fees, and posts the records to an online portal that staff can access from the office or a mobile device.
The company relies on what it calls an automated three-touch follow-up approach. Its database autofaxes and emails providers, and a live call center follows up weekly. It states that it charges one low price without hidden fees, and it holds a SOC 2 Type II attestation.
National Record Retrieval offers:
Best for: Firms that want an established, attorney-focused vendor with a straightforward portal and broad case management integration, including mass tort practices with large request volumes.
Tavrn is an AI-native record retrieval platform for personal injury, mass tort, medical malpractice, and workers’ compensation firms. It generates authorization forms and uses AI agents to contact providers and follow up continuously. Each provider interaction is logged, so firms get live status on every request. Records are delivered into the firm’s case management system, and the company says most records come back within two to three weeks.
Tavrn can retrieve medical records, billing records, imaging, police reports, and insurance coverage information through a single request. Its listed integrations include Clio, Litify, Neos, SmartAdvocate, Smokeball, and CasePeer, and it offers API access for firms with their own tech stack. The company was founded in San Francisco in 2022 and has raised a Series A led by Left Lane Capital.
Tavrn offers:
Best for: High-volume plaintiff firms that want automation-first retrieval that files directly into their existing case management platform.
YoCierge is a fully managed retrieval service for plaintiff and mass tort firms. Its team handles request tracking, provider coordination, follow-up, and compliance, then delivers records through encrypted, HIPAA-compliant channels. The company emphasizes flat-fee, volume-based pricing with no per-page fees, helping firms predict costs for large hospital records.
YoCierge is known for its case management integrations. It connects with CasePeer, MyCase, Smokeball, and Actionstep, pulling in client and case details to open each order and returning completed records to the matching matter. It has also announced a partnership with the AI platform Supio, and it has joined Civitas Networks for Health to expand real-time, consent-based record access.
YoCierge offers:
Best for: Firms already running CasePeer, MyCase, Smokeball, or Actionstep that want retrieval to live inside their existing workflow.
Record Retrieval Solutions is a Jacksonville, Florida-based service that retrieves medical, billing, radiology, and imaging records for personal injury, mass tort, and other litigation practices. It states an average turnaround of 15 days and charges a flat $45 per request, which firms can recoup as a case expense. RRS logs every call, letter, and provider response in its RecordSync portal, so staff can check status at any time.
Retrieved records go through a quality check for patient identification, completeness, date range, and legibility. If a problem turns up, RRS follows up with the provider at no additional cost. Records are certified before delivery, and “No Records Found” certificates are issued automatically. Firms can also add Bates labeling, OCR, sorting, and indexing, and RRS integrates with Filevine.
RRS offers:
Best for: Firms that want simple flat-rate pricing, certified records, and full visibility into every provider contact.
LlamaLab is an AI-powered retrieval company serving personal injury, mass tort, and medical malpractice firms. It states that records come back in four days on average, with 30 to 40 percent returned the same day. A “white glove” team handles authorization and uses a large provider directory and reverse-search tools to find providers the client forgot to mention. It delivers de-duplicated, organized, and searchable records.
LlamaLab says it charges one flat fee per case that covers all historical records, with provider copy costs included. It also offers a risk-free guarantee: if the client never authorizes the request, the firm doesn’t pay for the retrieval. It lists integrations with Litify, Clio, Needles, and Filevine.
LlamaLab offers:
Best for: Firms that want predictable per-case pricing and help finding every provider in a client’s treatment history.
Ontellus is one of the longest-established names in the industry, founded in 1975 and based in Houston. It was acquired by Datavant in 2025 and now operates within Datavant’s Legal & Insurance vertical. The company combines record retrieval, a provider network, medical canvassing, expert services, and analysis tools aimed at law firms and insurers.
Firms order and manage requests through My. Ontellus, an end-to-end records management and secure exchange platform that handles both medical records and diagnostic images. The platform won “Document Capture Solution of the Year” at the 2025 LegalTech Breakthrough Awards. Its connection to Datavant’s health data network gives it direct access to many providers.
Ontellus offers:
Best for: Larger firms and mixed plaintiff and insurance practices that want an established national vendor with canvassing and analysis alongside retrieval.
Every personal injury firm has its own mix of case volume, staffing, and technology, so the right medical record retrieval partner will look different from one firm to the next. Some firms want a fully managed service that takes the follow-up off their plate entirely. Others care most about flat-rate pricing, integration with their case management system, or help finding providers a client forgot to mention.
Before choosing, consider how much of the process you want to hand off, what you pay once provider fees and no-record requests are counted, and whether the records can flow straight into the matter without extra steps. A short pilot on a handful of active cases is a practical way to compare turnaround and communication firsthand. The right vendor does more than deliver records. It gives your team back the time to build stronger cases and bring them to resolution sooner.
Attorney at Law Magazine is a national legal publication, publishing content for and about private practice attorneys as well as resources for legal consumers. The staff at Attorney at Law Magazine interview attorneys as well as other industry professionals to provide educational content as well as to highlight the individuals and firms driving success in the legal industry.
Subscribe to Newsletter
© Copyright 2026 Attorney at Law Magazine | Privacy Policy | Disclaimer: Attorney at Law Magazine is not a law firm. The content on our website should not be considered legal advice.
