Medical records retrieval, on autopilot.
Stop chasing providers by hand. Retrieval Ninja automates every fax, email, and portal request, flags incomplete records the moment they land, and turns the finished file into an AI medical summary — across PI, med-mal, workers comp, and mass tort cases.
Pro Se plan — free forever, no credit card required.
AI reviews every record before your team has to
The moment records arrive, AI checks them for completeness and turns the finished file into a medical summary — catching gaps before your attorney does, and saving hours of manual chart review.
Catches incomplete records automatically
Every inbound page is checked against what was requested. Missing date ranges, missing imaging, unsigned authorizations, payment holds — flagged the moment they arrive, not three weeks later when your attorney asks why the file is still thin.
- ✓Flags missing pages & date-range gaps
- ✓Detects payment-required and authorization-rejected replies
- ✓Routes every flag straight to your worklist — nothing falls through
Turns the finished record into a medical summary
Once records are complete, AI reads the entire file and builds a structured visit-by-visit chronology — diagnoses, treatment plans, and key events — so your attorney gets the story of the case, not a stack of PDFs.
- ✓Visit-by-visit timeline with diagnoses & treatment plans
- ✓Bates-cited back to the exact source page for every event
- ✓Ready in seconds — not the hours of manual chart review it replaces
Everything your retrieval workflow needs
From first request to Bates-stamped delivery — every step automated, every handoff tracked.
Automated Fax & Email
Send requests to every provider the moment a case is created. Multi-attempt cadence with escalation — no manual chasing.
AI Records Review
Claude AI checks every inbound record for completeness, flags payment holds, auth issues, and missing pages automatically.
Provider Portal Automation
Headless browser bots log into Ciox, Datavant, and hospital portals to submit requests and download records — zero manual steps.
Medical Chronology
AI reads received records and generates a structured visit timeline — diagnoses, treatment plans, and key events in seconds.
E-Signatures on Auths
Send HIPAA authorizations for digital signature. Track expiry, scope, and status for every case — fully automated reminders.
Bates Stamping
Assemble received PDFs, burn in Bates page numbers, and generate shareable download packages in one click.
SLA & Escalation Engine
3-step automated escalation with SMS/email alerts. Tracks SOL dates, trial dates, and discovery cutoffs — warns you 14 days out.
Provider Master Directory
Cross-firm provider database enriched with NPPES data. Copy-fee schedules, preferred contact methods, and response history.
Full Matter Management
PI, med-mal, mass tort, workers comp. Case parties, conflict-of-interest check, litigation deadlines, and authorized signers.
Reports for Attorneys
Print-ready Records Retrieval Status Reports per case. Firm-wide analytics: open cases, turnaround times, cost-per-request.
HIPAA Compliant by Design
Row-level security on every table. Audit log, PHI access log, BAA-backed AI via AWS Bedrock, IP allowlisting per firm.
Multi-User Firm Roles
5 role types with granular permissions. API tokens for integrations. CMS push to Filevine, Litify, and Neos — plus a scoped HubSpot CRM sync for sales.
Purpose-built for records retrieval
Every screen designed for how retrieval actually works — not a generic project tracker with custom fields.
Your daily worklist
All cases, at a glance
Cases
| Client | Type | Days Open | Requests | Status |
|---|---|---|---|---|
| Martinez, Carlos | Personal Injury | 47d | 3 | overdue |
| Thompson, Sarah | Med Malpractice | 12d | 5 | on track |
| Williams, James | Workers Comp | 31d | 2 | pending |
| Rodriguez, Ana | Personal Injury | 8d | 4 | on track |
Per-case request tracker
The old way is costing you time
- ✗Manually faxing each provider one at a time
- ✗Tracking requests in a spreadsheet or sticky notes
- ✗Calling to follow up — and getting voicemail
- ✗Forgetting which records arrived and which didn't
- ✗Attorneys asking "where are the records?" every week
- ✗Missing SOL deadlines because records were 2 weeks late
- ✗Hiring another paralegal just to keep up
- ✓Auto-generate & send requests for every provider in one click
- ✓Every request tracked with status, escalation level, and last contact
- ✓Automated follow-up cadence — fax, email, then portal bot
- ✓AI flags every inbound record: complete, missing pages, needs payment
- ✓Attorneys get a status report in one click, anytime
- ✓SOL/trial dates tracked, 14-day early warning alerts
- ✓Your current team handles 3× the caseload
How it works
Set up in minutes. Automate everything from first request to final delivery.
Add a case & link providers
Enter client details and attach treating providers. The 6-step matter wizard detects duplicates and pre-fills from your provider directory.
System sends requests automatically
One click fans out fax, email, or portal-bot requests to every provider. Retry cadence and escalation run without you.
AI reviews incoming records
Every uploaded document is triaged by AI — completeness check, action classification (payment needed, auth issue, etc.), and a visit timeline.
Package and deliver
Bates-stamp the full record set, generate a signed download package, and push to your CMS — Filevine, Litify, or Neos. Attorney gets a status report in one click.
Simple, transparent pricing
Start free — no credit card required. Upgrade when you need it.
District
10 requests included · $25 each additional
For firms ready to automate retrieval with a predictable monthly rate.
- ✓10 provider requests / month
- ✓$25 per additional request
- ✓Automated fax & email
- ✓AI records triage
- ✓Provider directory
- ✓SLA tracking
- ✓Email support
Circuit
25 requests included · $20 each additional
For growing firms with higher volume — better per-request economics.
- ✓25 provider requests / month
- ✓$20 per additional request
- ✓Everything in District
- ✓Portal bot automation
- ✓Medical chronology AI
- ✓E-signatures
- ✓Bates stamping
- ✓CMS push (Filevine, Litify, Neos)
- ✓Priority support
Supreme
Negotiated volume · from $17/request
For high-volume firms needing custom terms, integrations, and compliance.
- ✓Negotiated request bundle
- ✓From $17 per request
- ✓Everything in Circuit
- ✓Custom CMS integrations
- ✓Dedicated onboarding
- ✓SLA guarantee
- ✓BAA + HIPAA compliance docs
- ✓Custom AI prompts
Try free with Pro Se — 5 requests, no credit card required.Start for free →
Provider copy fees billed separately at cost. Retrieval charges post only once a request is completed — never for one still pending, and never for one a provider never fulfills.
Compare all plans
| Feature | Pro SeFree | District$250/mo | Circuit$500/mo | SupremeCustom |
|---|---|---|---|---|
| Included requests | 5 lifetime | 10 / month | 25 / month | Custom |
| Overage rate | — | $25 / req | $20 / req | From $17 / req |
| Billed only on completed requests | ✓ | ✓ | ✓ | ✓ |
| Users | 1 | 2 | 5 | Unlimited |
| Automated fax & email | ✓ | ✓ | ✓ | ✓ |
| E-signatures on auths | ✓ | ✓ | ✓ | ✓ |
| Bates stamping | ✓ | ✓ | ✓ | ✓ |
| SLA & escalation engine | ✓ | ✓ | ✓ | ✓ |
| AI records review | — | ✓ | ✓ | ✓ |
| Medical chronology AI | — | — | ✓ | ✓ |
| Portal bot automation | — | — | ✓ | ✓ |
| CMS push (Filevine, Litify, Neos) | — | — | ✓ | ✓ |
| Multi-office support | — | — | ✓ | ✓ |
| API access | — | — | — | ✓ |
| SLA guarantee | — | — | — | ✓ |
| BAA + HIPAA compliance docs | — | — | — | ✓ |
| Support | — | Priority | Dedicated |
Ready to automate your retrieval workflow?
Join law firms that cut retrieval time by 60% and handle more cases with the same team.