--- title: "Medical record retrieval for law firms" description: "Tavrn retrieves treatment records and itemized bills from every provider on the matter, follows up until they arrive, pays the provider invoices under your approval limit and files everything into your case management system. The vast majority of records back in 2–3 weeks." canonical: https://www.tavrn.ai/solutions/law-firms updated: 2026-10-16 --- # Medical records retrieved, chased, paid and filed in your CMS Tavrn requests treatment records and itemized bills from every provider on the matter, follows up by fax, portal and phone until they arrive, pays the provider invoices under your approval limit and delivers everything into Litify, SmartAdvocate, Clio, Smokeball or Filevine. Built for personal injury, mass tort, medical malpractice and workers’ comp firms. ## Retrieval at a scale one firm never reaches - **56,000+** Completed record requests - **2–3 weeks** Most records back, request to delivery - **500+** Organizations retrieving with Tavrn ## Built for every plaintiff practice ### Personal injury Treatment records and itemized bills from every provider the client saw — ER, imaging, specialists, therapy — are the demand. Nothing goes to the adjuster until the last one is in. - **Demand-ready records** — Treatment and billing records from every provider, with live status on each. - **Prior treatment** — Pre-suit and litigation records, including prior treatment, on the same authorization. - **Follow-up every 48 hours** — Demand deadlines don’t wait on a fax queue. - **Filed to the matter** — Records and bills land in Litify, SmartAdvocate, Clio or Smokeball, with fees posted as case costs where supported. - [Landver Law: 6x demand output](https://www.tavrn.ai/customer-stories/landver) - [Desert Injury Law: a multi-state PI operation](https://www.tavrn.ai/customer-stories/desert-injury) ### Mass tort Hundreds or thousands of claimants, each with their own providers, each needing proof-of-use and injury records before the census or bellwether deadline. - **Bulk ordering** — One request per claimant, per provider, by spreadsheet or the API. - **Census-ready status** — Per-claimant, per-provider status and history, exportable for the census. - **Proof of use and injury** — Pharmacy and treatment records, chased at 100% of providers. - **Back to each claimant** — Records delivered to each claimant’s matter. - [Paul LLP: retrieval across hundreds of facilities](https://www.tavrn.ai/customer-stories/paul) - [The Levensten Law Firm: mass tort discovery](https://www.tavrn.ai/customer-stories/levensten) ### Medical malpractice The complete chart from the hospital and every treating physician, plus imaging, so your expert reviews the same record the defense will. - **Complete charts** — Requested provider by provider and checked against the request for anything missing. - **Imaging and film** — Requested alongside the chart. - **Expert review sets** — Provider-specific record sets for expert review. - **Outreach Activity Report** — Every request, contact and delivery logged. ### Workers’ comp Records and bills from the treating physicians and facilities on the claim, with updates as treatment continues, for the claim file and the hearing. - **Claim records and bills** — From the treating physicians and facilities on the claim. - **Ongoing treatment** — Updates requested as the claim develops. - **Chronology** — History, objective findings and MMI dates pulled from the record. - **Into your CMS** — Records delivered into your case management system. - [Martay Law Office: 65% more case filings](https://www.tavrn.ai/customer-stories/martay) ### SSDI Every treating provider on the disability file — primary care, specialists, mental health, hospitals — gathered from one authorization and assembled for the SSA submission. - **One authorization** — Every treating provider requested from a single authorization. - **Ready to submit** — The complete file, organized by provider and date of service. - **Follow-up every 48 hours** — Automated follow-up with live status on every provider. - **Fees at exact cost** — Provider fees passed through at exact cost. ## Every demand waits on the slowest provider ### Three weeks pass and nobody knows where the request stands A paralegal sends the authorization, then calls the records department whenever there is a gap in the day. Hospital portals, fax confirmations, wrong fax numbers and a provider that wants its invoice paid before it will release a page. **37%** of a patient’s record sits outside every network and portal combined ### Cases sit, clients call, and the fees land on the wrong matter Nothing goes to the adjuster until the last chart and itemized bill are in. Meanwhile provider invoices, clearinghouse fees and re-requests pile up with nothing tying them back to the case. ### Every provider chased, every contact logged, every fee on the matter Tavrn sends the request, confirms receipt, follows up by fax, portal and phone until the records and bills arrive, pays the provider under your approval limit and files everything to the matter in your case management system. **100%** of providers on a request followed up until they produce or confirm no records ## How Tavrn speeds up your records team ### Records filed straight to your CMS Records, bills and invoice PDFs land on the matter in Litify, SmartAdvocate, Clio, Smokeball or Filevine, with no re-keying. ### Follow-ups handled for you Every open request is confirmed and chased by fax, portal or phone until the provider produces. ### Every delivery checked Each delivery is checked against the request, and missing pages go back to the provider automatically. ### Provider invoices paid for you Fees are paid at exact cost under the approval threshold you set, then posted to the matter as case costs. ## Everything a case needs. ### Complete Every network and portal, plus the long tail - 425,000 provider organizations, all 50 states + DC - Correct custodian and provider’s own authorization form, resolved for you - Fax, portal, mail, email, or phone — whatever they respond to ### Chased until it arrives Receipt confirmed, then followed up by fax, portal and phone - Each request goes to the custodian the way that provider actually responds: fax, portal, mail, email or phone. - Receipt is confirmed with the records department, so a lost fax is found in days, not at the deadline. - Open requests are followed up automatically, including by phone during the provider’s business hours, until records arrive. - A provider that stalls is escalated to Tavrn’s retrieval team, who work the request by hand. - Every contact is logged with date, channel and outcome, exportable as the Outreach Activity Report. - A provider with nothing on file returns a no-records statement, documented on the request. ### Records that hold up The hard requests, handled as part of the request - Certified copies and custodian affidavits requested with the record, notarized where the court needs it. - Every delivery checked against the request. Missing pages go back to the provider; a statement of no records is documented. - A deposition or trial date on the case moves its requests to the front of the queue. - Imaging and films, pharmacy, itemized bills and full charts, each requested the way that custodian requires. Mailed discs ingested. - Patient-portal retrieval when the client’s own portal is the fastest route, by secure text to the client. - Continued care: re-request the same provider for new dates of service, with duplicates detected. - Clearinghouses — Datavant/Ciox, MRO, Verisma, Sharecare — handled on their own portals and payment rails. - Delivered searchable (OCR), with a cover page, organised by provider and date of service. ### The whole case file, not just the chart Insurance coverage discovery and accident reports as products, requested the same way - Coverage discovery per matter: BI, PD, PIP/MedPay, UM/UIM lanes, each tracked to a written answer. - Letters of representation and disclosure requests sent to each carrier, followed by phone. - Written policy limits collected into one coverage packet for the demand. - Accident reports located, purchased and delivered to the matter. ### Fast & visible Live status on every provider - Per-provider status, provider-stated dates, and full history on every request - Outreach Activity Report: every contact with the provider, exportable ### Every provider fee, visible Provider fees paid for you, passed through at cost and tied to the matter - Provider and clearinghouse fees are paid by Tavrn and passed through to the firm. Your contract sets the pass-through terms. - Fees above the approval limit you set wait for a yes. Everything under it is paid so the records keep moving. - Disputed provider invoices, such as per-page charges above the state rate, are challenged for you. - One consolidated Tavrn invoice, by card or ACH, with every provider fee tied to its matter. - No separate rush fee: a deposition or trial date on the case moves its requests to the front of the queue. ### Every fee on the ledger Provider fees and Tavrn fees posted to the matter as native expenses - Litify Expenses, SmartAdvocate Disbursements and Clio expense entries, created from the request. No re-keying. - Provider fee and Tavrn fee kept separate, each with its own expense type, vendor and recoverable flag. - Provider invoice and Tavrn invoice PDFs filed to the matter next to the records. - A Case Costs page per matter: credits used, provider fees and total, ready for the settlement statement. - QuickBooks Online: fees posted as bills or purchases against the client, vendors kept in sync. ## Use Tavrn with your existing systems Works with the systems your team already uses. - Clio - Dropbox - SmartAdvocate - Litify - Custom integration - Smokeball - SharePoint ## The same records, already working - **Chronologies and demands** — Records delivered through Tavrn can feed a cited medical chronology and a demand drafted on your firm’s template, reviewed before it reaches you. - **Case costs** — Provider invoices paid at cost under your approval limit, then posted to the matter as expenses with the invoice PDF filed beside the records. - **CMS writeback** — Records, bills and invoice PDFs filed to the matter in Litify, SmartAdvocate, Clio, Smokeball or Filevine, with status and expenses written back where the system supports it. - **Coverage and crash reports** — Letters of representation and disclosure requests to every carrier, verbal and written limits in one coverage packet, and the accident report purchased and filed. ## FAQ ## How long does retrieval really take? Most records are back within two to three weeks of the request going out. Each provider’s stated date shows on the request, and every open request is followed up until the records arrive. ## How do we know the records are complete and correct? Every delivery is checked against the request: pages, date range and record types. Anything missing goes back to the provider, and a provider with nothing on file returns a no-records statement. Each contact with the provider is logged, so you can see exactly what was asked for and when. ## Another vendor quotes a lower price per request. Why Tavrn? Provider fees pass through at cost under an approval limit you set, there is no rush fee, incomplete productions go back to the provider, and fees post to the matter as case costs. No paralegal hours on follow-up or invoice reconciliation. ## Do we have to commit before we have seen it work? No. Most firms start with a pilot on live requests from their own matters, with the same follow-up and visibility as a full account, and decide on an agreement when the results are in. ## Does Tavrn work with our case management system? Litify, SmartAdvocate, Clio, Smokeball, Filevine, SharePoint and Dropbox are supported today, with an API for anything else. Records and invoice PDFs are filed to the matter; Litify, SmartAdvocate and Clio also receive status and expenses. Filevine firms use the Tavrn Companion side panel inside Filevine. ## We have an in-house records team. Does this replace them? It takes the chasing off their desk. Your team still decides what to request and reviews what comes back; Tavrn handles the sending, the confirmation calls, the follow-up, the provider invoices and the filing. ## We already use an AI tool for chronologies and demands. Is Tavrn redundant? No. Those tools start when the records are in hand; Tavrn is how they get there. Records retrieved through Tavrn can be used with your existing tools, or with Tavrn’s own chronologies and demands. ## Is Tavrn for a small firm? Yes. A solo practitioner with a few matters a month sends requests one at a time from the app or their case management system. Larger firms and mass tort dockets use bulk ordering and the API. ## Who pays the provider? Tavrn does, including on clearinghouse portals such as Datavant/Ciox, MRO, Verisma and Sharecare, so records are released without your staff cutting checks. The fee is passed through on your Tavrn invoice and posted to the matter. ## Which providers can Tavrn reach? Around 425,000 provider organizations across all 50 states and DC: the health-data networks plus the long tail that only answers fax, portal, mail, email or phone. ## Does Tavrn replace our existing system? No. Start requests from the Tavrn app or connect your own system over the API and webhooks; records land back where you work. ## How long does it take to get started? Requests can start the day your team gets access to the Tavrn app; API keys are issued in the Tavrn dashboard after a 30-minute call. ## Do we need to use a separate portal? No. Start requests from the Tavrn app or through the API, and records land back where you already work. ## Can Tavrn get certified copies and custodian affidavits? Yes. Ask for a certification or affidavit on the request and it goes to the custodian with the record request. Notarized affidavits are requested where the provider offers them. ## What happens when a provider sends an incomplete record? Every delivery is checked against what was requested. Missing pages or date ranges go back to the provider automatically, and a provider that has no records on file is documented as such on the request. ## Can we rush a request for a deposition or trial? Put the deposition or trial date on the case. Requests on that case move to the front of the work queue and get priority follow-up. There is no separate expedite fee. ## Which record types can Tavrn request? Medical records (full chart, ER, mental health, radiology reports), billing (physician, facility, ER, radiology, anesthesia, ambulance), imaging and films, pharmacy, accident reports and insurance coverage. Medicare, Medicaid and insurer claim files are not supported today. ## How do provider fees show up in our accounting? Provider fees and Tavrn fees post to the matter as native expenses in Litify, SmartAdvocate or Clio, split by type with a recoverable flag, and the invoice PDF is filed with the records. QuickBooks Online receives the same fees as bills or purchases. ## Book a demo See a request go out and the records come back. [Book a demo](https://www.tavrn.ai/demo)