Purchasing Guides / Medical Record Chronologies

Medical Record Chronologies

A purchasing guide to buying a workflow that turns a client's medical records and bills into a dated chronology, with a source page for every entry, for your attorneys and case staff to check.

Yearly running cost

Assuming 480 cases a year

By hand: $172.8K / year; 3,840 hours of work
Hosted service: $240K+ / year
This workflow: $950 / year; Machine usage only; setup, hosting and review are extra.

Where should the medical records come from?

Turn a client's medical records and bills into a dated chronology with a source page for every entry. Your attorneys and case staff use it to prepare the case.

One case includes up to 500 pages of records and bills.

Upload case filesRecord and bill PDFs, with a review page$1,152 – 3,360 setupConnect my case management systemRead case documents and save the chronology back$1,800 – 5,160 setup

Your attorneys decide how records are used. No medical opinions, causation findings, case valuations, demand letters or messages to anyone.

What is included

Read each page, list every dated visit, test, procedure and prescription with provider and source page, match bills to visits and show treatment gaps and missing bills.

Start with record and billing PDFs from closed or consented cases, a chronology your team has already checked and the format your attorneys prefer. The connected option reads documents from your case management system and saves the chronology as a draft document; it never changes case status or sends anything.

How reliable should the chronology be?

A neat timeline is not enough. Choose how many treatment events it must catch, how often the details must be right and how reliably each entry points to its page.

StandardMost events caught, correct details and a source page for every entry, checked by your staff.Treatment events found: ≥95%Entry details correct: ≥98%IncludedStrictA second pass checks every entry against its page, with more difficult files in the tests.Treatment events found: ≥98%Entry details correct: ≥99.5%Setup +$288 – 840My own targetsAgree your own acceptance requirements with the provider.Quote separately

How these standards are measured

Test on held-out case files from different providers and record systems, compared with chronologies your staff have checked. Missed treatment dates, wrong page citations and unmatched bills are counted separately; handwritten pages, duplicates and gaps in treatment must stay visible, and missing output is a failure.

Targets for your selected standard
What is checked	Target
Treatment events foundEvents in the staff-checked chronology that appear in the draft with the right date, divided by all events in the checked chronology; missing output counts as a miss.	≥95%
Entry details correctAn entry passes only when its date, provider, complaint, findings and any medication match the cited page; an invented diagnosis fails the run.	≥98%
Source pages correctEntries whose linked page supports the entry, divided by all entries in the draft.	≥99%
Bills accounted forBilled charges matched to the correct visit or listed as unmatched, divided by all billed charges in the case file.	≥97%

A missed visit or a wrong page matters more than an extra entry to check. The chronology is a working draft; your attorneys decide what it means for the case.

How quickly do you need each chronology?

Choose how quickly a case file should become a draft chronology. Your staff's checking time is separate.

Within 15 minutesIncludedWithin 10 minutesSetup +$216 – 600Within 5 minutesSetup +$432 – 1,200

Timing details

Time from a complete upload to a stored chronology, including text recognition, extraction, bill matching, queueing and retries. Confirm case size and peak volume with your provider.

The target applies to at least 95% of agreed test runs, with 2 in progress at a time.

How much do you want to spend per case?

Choose the machine budget for one case file. Tighter budgets may use smaller models for routine pages.

Up to $4.00IncludedUp to $3.00Setup +$144 – 480Up to $2.00Setup +$288 – 840

Cost details

Includes text recognition, model calls, retries and shared hosting allocation. Staff review, record retrieval fees, case management subscriptions and the calling agent are separate. Failed and repeated runs also consume resources.

Reference machine cost: $2.48 – 3.48 per case at 40 cases a month. The selected cap is a target to test, not a replacement for this estimate.

Where do you want it to run?

Keep medical records in your cloud or on your own server. Choose whether page text may go to an approved AI service under your agreed data terms.

Run it onAI model access

Data and access details

Runs in a cloud account you control, with access controls and logs.

Page text goes only to the selected external model under agreed retention and health data terms. Agree these before any real records are processed.

Use read-only access, keep each client's records separate and agree retention and a business associate agreement where required. No external calls uses uploaded files and private text recognition and inference; it cannot use the case management connection.

How do you want to use it?

Use a review page, your current AI agent or a dedicated chronology agent. You can choose more than one.

A review web pageUpload a case file, open the chronology and jump from each entry to its source page.IncludedMy existing AI agentAsk your agent to submit case files and retrieve finished chronologies.Setup +$72 – 240A dedicated agentUse a dedicated agent to prepare chronologies and answer questions about where each entry came from.Setup +$144 – 480

Anything else your provider should know?

Optional. Your choices are included automatically.

Cases per monthYour setup budget (USD)

Your case types, chronology format or systems

Common questions

Does it give medical or legal opinions?

No. It lists what the records say with a source page for each entry. Causation, standard of care, case value and strategy stay with your attorneys and qualified experts.

What happens with handwriting or poor scans?

Pages it cannot read are listed for your staff rather than guessed. Agree in the tests how many such pages are acceptable.

Can records stay inside our environment?

Yes. Choose no external calls and supply your own hardware. Measure model quality and running cost during the pilot.

Will it write the demand letter?

No. It prepares the chronology an attorney can use. Demand letters, settlement figures and messages to insurers are outside the workflow.

Which case management systems does it work with?

Any system that exports documents or offers read access. The connected option reads from the system you name; other connections can change the scope and price.