For personal injury law firms · Included in every demand package

Medical Records Review Services for Personal Injury Law Firms

ApexDemands’ medical records review services read every page your firm sends, organize treatment by provider and date, check the file for missing records, and code every diagnosis and charge before the demand is drafted.

Get your free demand See what we review

No credit card. Upload one real case; the complete package arrives in 24 hours.

Record review is part of our personal injury demand letter service: one upload, the complete package in 24 hours.

Record review

Jane Doe DOL: 02-26-26

Every provider reviewed

Organized by provider and date of service

Medical Center9 lines
Injury & Rehabilitation Center50 lines
Diagnostic Imaging2 lines
Pain & Spine Institute12 lines
Behavioral Health9 lines

+2 more providers

Diagnoses

16Related
1Possibly exacerbated
2Unrelated

Medical specials

Billed, all providers$65,799.92

In the demand$65,206.92

−$593.00 · 6 unrelated lines excluded

Prior conditionAggravation documented

Specialist QA complete

Record review

Jane Doe DOL: 02-26-26

Every provider reviewed

Organized by provider and date of service

Medical Center9 lines
Injury & Rehabilitation Center50 lines
Diagnostic Imaging2 lines
Pain & Spine Institute12 lines
Behavioral Health9 lines

+2 more providers

Diagnoses

16Related
1Possibly exacerbated
2Unrelated

Medical specials

Billed, all providers$65,799.92

In the demand$65,206.92

−$593.00 · 6 unrelated lines excluded

Prior conditionAggravation documented

Specialist QA complete

Every page
read, not sampled
7
providers organized in the sample file
88
charge lines reconciled to the bills
19
diagnoses coded to ICD-10
24 hrs
upload to delivery, guaranteed

Scope of review

What Our Medical Records Review Services Include

Every record type in the file is read, and each one feeds a specific part of the package. Select a record type to see what Apex pulls from it in the de-identified sample case.

Included in every $250 package

Outsourced record review is commonly billed at $1.50 to $4.00 per page, or $125 to $200 an hour for nurse consultant review. At Apex it is part of the demand package, and your firm’s first package is free. See pricing.

88charge lines coded19ICD-10 diagnoses

Sample file · records by type

6 record types

Emergency and hospital records

Medical Center

Feb 26, 2026

Presenting complaints and pain scores
Imaging results
Diagnoses and disposition

CT imaging of the head and cervical spine showed no acute fracture or intracranial hemorrhage.

Sample chronology, February 26 entry

S16.1XXAS39.012AS06.0X0A

Itemized bill · 9 lines$9,195.00

Market rates from published outsourced review pricing and 2026 legal nurse consultant rate surveys; rates vary by provider, scope and record quality.

Who it is for

Medical Record Review for Personal Injury Law Firms

Firms looking for a medical record review company usually want the same thing: the file read properly without pulling a paralegal off intake for a week. Apex provides medical record review for law firms taking personal injury claims to demand.

Solo and small firms without a dedicated records paralegal
Growing practices whose demand queue waits on record review
High-volume firms that want every file reviewed the same way
Multi-provider cases with long courses of treatment
Claims with prior injuries or degenerative findings
Files where routine or unrelated care is mixed into the bills

Records we review

Emergency and hospital
Imaging
Physical therapy and chiropractic
Specialist and pain management
Behavioral health
Primary care and prior history
Pharmacy
Itemized bills (UB-04, CMS-1500)
Crash or incident report

Upload the file as it is

Any format, any order. No intake forms and no sorting first.

Drop the whole case file

PDFED_records.pdf
PDFRehab_notes_scan.pdf
PDFMRI_reports.pdf
PDFPain_spine_visits.pdf
PDFItemized_bills.pdf
PDFCrash_report.pdf

Apex reviews the records your firm has. We do not request records from providers; we tell you which ones are missing.

Process

How Attorneys Review and Analyze Medical Records

Knowing how to read medical records for a claim comes down to four passes through the file. Reviewing medical records for attorneys means making all four on every page, not only on the visits that look important, so the analysis of medical records holds up when the adjuster checks it.

01
Inventory the file
Done in-house
Sort every record and bill by provider, then by date of service, and note what each provider sent.
At Apex
Every page read and indexed by provider and date as soon as the file is uploaded.
02
Read for the injury
Done in-house
Pull complaints, findings, diagnoses and causation language from each visit, and note prior conditions.
At Apex
Findings, ICD-10 diagnoses and the providers’ own causation language extracted visit by visit.
03
Reconcile the bills
Done in-house
Match each CPT-coded charge to a documented visit and set aside care unrelated to the incident.
At Apex
Every charge line matched, coded and categorized by relation, with unrelated care excluded.
04
Flag what is missing
Done in-house
Look for referrals and imaging with no record, breaks in treatment, and notes that contradict each other.
At Apex
Missing records, treatment gaps and prior injuries listed on the case hotsheet before drafting.

Organization

Medical Record Organization and Missing-Record Checks

Files arrive in upload order, not treatment order. Apex sorts every record and bill by provider and date of service, then checks the file against itself: referrals with no record, intervals between visits, prior conditions and care that does not belong in the claim.

Sample file · 14 documents

Primary Care ClinicPreventive visitApr 14
Pain & Spine InstituteMedial branch blocksMay 7
Medical CenterItemized bill · 9 linesFeb 26
Injury & Rehabilitation CenterDischarge and MMI evaluationJul 13
Injury & Rehabilitation CenterTherapy notesMar 3–30
Behavioral HealthEvaluation and psychotherapyMay 20 – Jul 6
Medical CenterEmergency department recordFeb 26
Clinical LaboratoryRoutine lab panelsApr 14
Pain & Spine InstituteFollow-up and future care planJul 16
Injury & Rehabilitation CenterFollow-up and office radiographsMar 2
Behavioral HealthPsychological testingMay 5
Diagnostic ImagingCervical and lumbar MRI reportsMar 27
Injury & Rehabilitation CenterInitial evaluationFeb 27
Pain & Spine InstituteInterventional pain consultApr 29

Coding and relation

Diagnosis and Billing Organization, With Unrelated Care Filtered Out

Every charge line carries its CPT code, date and amount, and every diagnosis its ICD-10 code. Both are categorized as related, possibly exacerbated or unrelated to the incident, so the demand claims only what the records support.

Unrelated care never reaches the letter. The spreadsheet documents what was excluded and why, which protects the firm’s credibility with the carrier. See every line in the sample charges and diagnoses spreadsheet.

Charges by provider · 88 lines

Medical Center9$9,195.00
Injury & Rehabilitation Center50$37,316.30
Diagnostic Imaging2$4,850.00
Pain & Spine Institute12$6,985.35
Behavioral Health9$6,860.27
Primary Care Clinic4$0.00
Clinical Laboratory2$0.00

Related80charge lines

Possibly exacerbated2charge lines

Unrelated6charge lines, excluded

Medical specials in the demand−$593.00 unrelated$65,206.92

Diagnoses · ICD-10

RelatedExacerbatedUnrelated

S16.1XXACervical strain
M54.2Cervicalgia
S29.012AThoracic strain
M54.6Pain in thoracic spine
S39.012ALumbosacral strain
M54.50Low back pain
M54.16Lumbar radiculopathy / radiating lumbar symptoms
M46.1Bilateral sacroiliitis
M54.81Bilateral occipital neuralgia
S06.0X0AConcussion without loss of consciousness
F07.81Post-concussion syndrome
F43.10Post-traumatic stress disorder
F41.1Generalized anxiety
F32.ADepressive symptoms / depressive disorder
G47.00Sleep disturbance / insomnia
M62.838Paravertebral muscle spasm
M50.30 / M51.36Aggravation of cervical and lumbar degenerative disc disease
R73.03Prediabetes
E78.5Hyperlipidemia, unspecified

Summaries

Medical Summaries and Chronology Support

The review produces two narratives: a medical record summary of injuries, causation and ongoing care, and the dated treatment chronology. Firms looking for a medical record summary service get both, written into the demand rather than delivered as a separate memo.

Medical record summary

Injuries, causation and ongoing care

Coded diagnoses, the pre-existing condition analysis and the care still recommended, in the language the adjuster will evaluate.

S16.1XXACervical strain
M54.16Lumbar radiculopathy / radiating lumbar symptoms
M50.30 / M51.36Aggravation of cervical and lumbar degenerative disc disease
F43.10Post-traumatic stress disorder

“Her treating providers repeatedly correlated the onset and persistence of symptoms with the collision and treated the degenerative findings as conditions that were rendered symptomatic or aggravated by trauma.”

Sample demand, Section IV

Medical chronology

Every visit, in date order

Each encounter as a dated entry by provider, with complaints, findings, diagnoses and the plan of care.

Feb 26Emergency evaluation; CT head and cervical spine negative.
Mar 2Degenerative findings documented as aggravated by the collision.
Mar 27MRI: C5-6 protrusion; L5-S1 annular fissure.
May 7Bilateral lumbar medial branch blocks.

Sample demand, Section III

For what a demand-ready chronology contains, read the medical chronology guide.

Apex includes chronology preparation in every demand package, with no separate chronology fee.

AI-assisted, human-reviewed

AI Medical Record Summary and Human QA

An AI medical record summary is only as reliable as the review behind it. Apex uses AI for reach and a legal specialist for judgment, and every finding stays traceable to the record it came from.

First passEvery page

Read7 providersrecords and bills
Extract88 charge linesCPT
Code19 diagnosesICD-10
Flaggapsprior conditionsmissing records

Model pass

Reads the complete file

Claude Opus 5.5 at maximum effort, which currently leads the Artificial Analysis Intelligence Index, performs the first medical records analysis across every page.

CPT 72141

MRI Cervical Spine Without Contrast

$2,425.00

Possibly exacerbated

Cervical MRI evaluated a symptomatic region with pre-existing degenerative changes that treating providers documented as aggravated by the collision.

Confirmed against the record

Specialist review

Confirms every finding

A legal specialist checks each extraction against the record, confirms how every charge and diagnosis is categorized, and performs any redactions before delivery.

Chronology entry

March 27, 2026 · Cervical and lumbar MRI

B3Sample Diagnostic Imaging - MRI Reports
A3Sample Diagnostic Imaging - Billing

Traceability

Ties every fact to its source

Findings cite the provider and date of service, and the records and bills are bookmarked and indexed in the order the letter cites them.

That is the difference between an AI medical records summary for lawyers and a chatbot summary: the model does the reading, and a person signs off on what the demand says. For how the same workflow drafts the letter, see AI demand letters with human review.

Where the review goes

How Record Review Supports the Demand Package

Record review is not a report that sits in the file. Every finding lands in a specific part of the package the adjuster receives, or on the hotsheet your firm keeps. See how medical record review feeds the demand package, stage by stage.

Your upload

Records

Bills

Incident report

Medical record review

Read · organized · coded · checked

Medical chronology
Letter, Section III
Dated entries by provider, built from the reviewed records.
Injury table and causation
Letter, Section IV
ICD-10 coded diagnoses with the pre-existing condition discussion.
Medical specials
Economic damages
CPT-coded charges by provider, with unrelated care excluded.
Bookmarked exhibits
Exhibit index
Records and bills in citation order. Optional redaction of insurance references and paid amounts under collateral-source rules, $0.25 per page.
Case hotsheet
Your firm only
Prior injuries, treatment gaps and missing records, never sent to the carrier.

Operations

Turnaround, Security and Workflow

One upload, no intake forms, and the reviewed file inside a finished demand package within 24 hours. Read our demand process from upload to delivery.

The complete demand package, review included, is delivered within 24 hours of upload, guaranteed. The same 24 hours applies to every package.
- Delivered to your account dashboard
- PDF and editable Word versions
- Exhibits, spreadsheet and hotsheet included
We use bank-grade encryption for all file transfers and storage, and host documents on a HIPAA-compliant platform with strict access controls in order to protect sensitive medical and legal information.
- Bank-grade encryption in transfer and storage
- HIPAA-compliant document hosting
- Strict access controls
Upload the records, bills and case details as they are, in any format and any order. Questions about the file come back to you through the hotsheet, not a phone call.
- No intake forms or sorting
- Every page read, start to finish
- Missing records flagged, never guessed

One case, upload to delivery

24 hrs

1UploadAny format
2ReviewEvery page
3DraftOn letterhead
4QALegal specialist
DeliveredWithin 24 hours

Scope

Medical Record Review vs. Medical Chronology Services

The two are often bought separately. Review is the work on the whole file; the chronology is one of the documents that work produces. Apex does both in every demand package.

Medical record review

What is in this file, and what is missing?

Every page from every provider read and indexed
Bills reconciled to documented treatment
Diagnoses coded and categorized by relation
Missing records, gaps and prior injuries flagged

This page

Medical chronology

What happened, and when?

Dated entries by provider and visit
Complaints, findings and plan for each encounter
Causation language carried into the letter
Written as the narrative the adjuster reads

See our medical chronology services

From a client

“Working with Apex is a pleasure that leads to the best possible results for the client. Organizing the medical records by diagnostic code, with a treatment narrative and the bills, gives the insurance company everything it needs to give the highest offer. And the turnaround time is fantastic!”

Elliot SingerFounding Attorney, Conduit Law

By ICD-10records organized by diagnostic code

24 hrsdelivery, guaranteed

FAQ

Medical Record Review Services FAQs

Do you offer medical record review on its own?

Not as a separate product. Apex reviews the medical records as part of every demand package, so the review arrives with the letter, chronology, exhibits, summary spreadsheet and case hotsheet it produces. If a case is heading to demand, upload the file and the review is included.

How much do your medical records review services cost?

Nothing on top of the package. Each demand package is a flat $250 with record review included, and your firm’s first package is free. Outsourced review is commonly billed at $1.50 to $4.00 per page or $125 to $200 an hour for nurse consultant review. The only optional add-on is exhibit redaction at $0.25 per page.

Do you retrieve medical records from providers?

No. Apex reviews the records and bills your firm already has. When the records reference treatment that is not in the file, such as a referral, imaging study or provider, the case hotsheet lists it with the provider and date so your team can request it before the demand goes out.

Can you work with scanned or disorganized records?

Yes. Upload the file as it is: scanned PDFs, portal exports and bills in any order. There are no intake forms and no sorting first. Every page is read and organized by provider and date of service as part of the review.

How do you handle pre-existing and unrelated conditions?

Every diagnosis and charge is categorized as related, possibly exacerbated or unrelated to the incident. Pre-existing findings are addressed with the treating providers’ own aggravation language, and unrelated care is excluded from the letter and documented as excluded in the spreadsheet.

Is the medical record review done by AI?

It is AI-assisted and human-reviewed. Claude Opus 5.5 at maximum effort reads every page and extracts providers, dates, findings, diagnoses and charges; a legal specialist then checks each finding against the record, confirms the categorization and performs any redactions before delivery.

How is our clients’ medical information protected?

We use bank-grade encryption for all file transfers and storage, and host documents on a HIPAA-compliant platform with strict access controls in order to protect sensitive medical and legal information.

What do we receive at the end of the review?

The complete demand package within 24 hours: the letter with the chronology and coded injury table, an editable Word version, bookmarked and indexed exhibits, the charges and diagnoses spreadsheet, and the case hotsheet of prior injuries, treatment gaps and missing records.

Your Firm’s First Demand Package Is Free

Upload one active case and see our medical records review services at work: every page read, organized and coded, inside the complete demand package on your letterhead within 24 hours. No credit card, no obligation.

Get your free demand

For licensed personal injury law firms · 24-hour delivery guaranteed