Key takeaways
- Yes, fixed pricing is possible for medical record retrieval. Record Retrieval Solutions (RRS) offers a transparent $45 fixed flat fee with no surprise add-ons.
- Predictable costs = better case math: price certainty supports early go/no-go decisions, faster demands, and cleaner client billing.
- Speed and compliance are built in: average delivery in 15 days (facility-dependent), Health Insurance Portability and Accountability Act (HIPAA) workflows, and certified, admissibility-ready sets.
- Lower rework and fewer write-offs: De-duplication, chronology, and optical character recognition (OCR) reduce expert rework and motion practice.
- USA-wide coverage, one playbook: fixed price medical record retrieval in the USA
Can you really get a fixed price for medical record retrieval in the USA?
Short answer: Yes.
If you’ve been told retrieval is “too variable,” that’s often a vendor problem, not a market truth. With the right provider networks, policy-aware workflows, and a clear scope, fixed price medical record retrieval is practical.
This is precisely why RRS offers a $45 fixed flat fee pricing. Your team gets predictable costs per request, apparent inclusions, and zero “gotcha” fees, even when facilities are slow or picky.
What does “fixed price” include, and what should it never include?
With our fair pricing model, you pay a $45 fixed flat fee covering all aspects of a typical records request, including:
- Preparing and sending a records request to the facility
- Reviewing HIPAA authorization for accuracy and completeness
- Timely follow-ups on the status until the request is completed
- Sharing progress notes of status check attempts through an online portal
- Automatic issuance of “No Records Found” certificates
- Arranging licensed agents to pick up and copy or digitize records (in California only)
- Ensuring the accuracy of patient and provider information and date ranges on records received
- Making your records available for download through our secure, encrypted online repository
Moreover, we understand most medical record retrieval providers automatically charge you twice for medical and billing records.
At RRS, we believe in fair pricing. If we can request the necessary record types together, you will only pay our flat fee of $45 per request.
If the provider makes us send two requests to get the records, maybe because they have two different departments or they have their billing with an outside vendor, then you will have to pay two requests at $45 each.
What are the exclusions?
The standard exclusions are some additional costs incurred in the process, such as:
- Organization of records by provider, date, or however you wish, and creation of a customized index
- A medical treatment timeline that includes hyperlinks to source documents, reducing the time spent reviewing documents
- Professional medical records summaries, enabling faster and more accurate case evaluation
- Bates stamp records
- OCR that makes records searchable
- The ability to repost archived records to the client portal
- Delivery of documents to opposing counsel or other third parties
- Office of Disability Adjudication and Review (ODAR) exhibit file copying
When is a flat rate the best fit for your cases?
High-volume PI and mass tort
When you’re opening dozens or hundreds of matters, per-request price certainty helps you screen sooner and forecast margins. You know what each request will cost before intake is complete, which reduces time-to-budget and keeps client agreements clear and concise.
Litigation with tight prep windows
Fixed pricing aligns with tight discovery calendars. You can greenlight retrieval immediately. There is no waiting for one-off quotes, so your team is drafting demands weeks earlier, backed by certified records.
Defense matters and budget caps
Corporate clients increasingly demand predictable legal spend. A flat rate lets you commit to budgets without exposure to nickel-and-diming or page-count surprises.
How does RRS keep a fixed price fair and predictable?
Workflow that removes variables
- Verified provider database: We maintain current addresses, fax/portal preferences, and release requirements, reducing bounced requests and restarts.
- Provider-specific language: Requests match facility policies the first time, cutting idle weeks.
- Escalation clocks: If a facility drifts, we escalate on documented timelines so you don’t lose prep windows.
- Average 15-day delivery: Our typical average (facility-dependent) keeps you ahead of mediation checkpoints and expert deadlines.
Quality that reduces downstream costs
- Issue-coded, searchable PDFs: OCR, de-duplication, and stable Bates ranges minimize expert rework and motion practice.
- Certifications & provenance: Admissibility-ready sets reduce discovery fights and clerical back-and-forth.
- Portal transparency: Real-time statuses, timestamps, and deficiency logs keep your team aligned without email chases.
What does RRS Flat Rate look like in practice?
Common record types and scope
- Hospital/ER, imaging, primary care, and specialist visits across the U.S.
- Standard date ranges (e.g., pre-incident baseline and post-incident treatment) are defined upfront to prevent scope creep.
- One fee per request covering handling, follow-through, certifications, and delivery.
Volume advantages and multi-matter rollups
For firms with active pipelines, we consolidate multi-matter billing and reporting, making forecasting and pass-through billing straightforward. The bigger your program, the more savings you see from a standardized scope and fewer exceptions.
Why is our medical record retrieval flat rate best for you?
- Solid math computation: Knowing the retrieval cost on day one sharpens go/no-go calls and reduces sunk time on low-yield matters.
- Earlier demand packages: With an average 15-day delivery, your team drafts sooner, improving cycle time from intake to fee realization.
- Lower expert rework: Searchable, de-duplicated sets cut billed hours spent “fixing” paperwork.
- Fewer write-offs: No surprise fees mean less friction at invoicing and fewer client objections.
What about additional costs?
Some requests are inherently non-standard, like archived records, multi-facility hunts, or facilities that require proprietary portals.
RRS shields you from avoidable additional fees wherever possible and flags true outliers before work begins. If an exception arises, we present clear options (staying within the defined scope or approving a defined exception) so you’re never taken by surprise.
How to Compare Vendors: Your 9-Point Checklist
- Actual fixed price: Is it a single fee per request with apparent inclusions?
- Deficiency cures: Are re-pulls for missing pages included?
- Average delivery time: Is there a published average (like the 15-day average turnaround time for RRS) with real escalation steps?
- Compliance posture: Are HIPAA and chain-of-custody baked into the workflow?
- Quality controls: Do they guarantee OCR, de-duplication, and stable Bates ranges?
- Admissibility: Are custodian certifications and summaries standard?
- Transparency: Can you track timestamps, statuses, and deficiencies in a portal?
- Fee shielding: Do they avoid third-party portal tolls when possible?
- Scale support: Can they roll up multi-matter reporting and billing across practice groups?
Conclusion
If you’re still budgeting retrieval as a “we’ll see” line item, you’re carrying risk you don’t need.
RRS’ fixed flat rate turns medical record retrieval into a predictable, compliant, and fast process that supports earlier demands, tighter timelines, and cleaner invoices.
With nationwide coverage (USA), an average 15-day delivery cadence, and built-in admissibility, you get the price certainty your clients expect—without sacrificing speed or quality.
Ready to lock in predictability? Try our medical record retrieval cost and time savings calculator.
You don’t have to guess whether fixed price medical record retrieval pays off.
Our RRS medical record retrieval cost and time savings calculator quantifies it for your exact mix of cases, volumes, and staffing.
In one quick run, you’ll see projected hard-cost savings, cycle-time gains, and rework avoided so finance, partners, and case teams can agree on the numbers.
What it measures
- Internal time saved: Hours your attorneys/paralegals no longer spend chasing providers, fixing duplicates, or reordering files—converted into dollars using your firm’s blended hourly rates.
- Cycle-time reduction: Days shaved from intake-to-demand (or discovery-to-depo) by moving from ad hoc retrieval to our ~15-day average (facility-dependent), which accelerates negotiations and fee realization.
- Hard-cost shielding: Avoidable third-party portal surcharges we route around whenever possible, plus fewer write-offs triggered by billing surprises.
- Monthly and annual costs and savings: It clearly shows the savings you can get by partnering with RRS
Why this matters for growth
Fixed price isn’t just about paying less. It’s about removing variability that slows decisions and erodes margins.
The calculator connects your current reality to an RRS’ fixed flat-rate future, so you can say, “Here’s the savings we’ll bank, and here’s how soon we’ll see them.”
Although the comparison is between doing medical record retrieval in-house vs with RRS, you will still be able to see the savings you can achieve with us and our $45 fixed flat rate.
Do you still need more information?
Book a demo with us to ask your questions directly and receive exact answers, or create an account now to start placing your orders.
FAQs
Do you really offer a fixed price for all standard requests?
Yes. For common record types and clearly defined date ranges, our fixed flat rate of $45 applies. If a request is truly non-standard (e.g., archived media, unusual facility rules), we flag it early and present options so you stay in control.
What's your typical turnaround time?
Our average delivery is about 15 days (facility-dependent). The combination of provider-specific request language, scheduled follow-ups, and escalation clocks keeps matters moving.
How do you handle third-party portal fees?
When a portal adds a surcharge, we route around it when possible (for example, selecting “mail to RRS”) so you don’t pay unnecessary software tolls. If a portal is unavoidable, we disclose it upfront and offer alternatives.
Can you support multi-office or mass-tort programs?
Absolutely. We provide standardized scope, multi-matter rollups, and consolidated reporting so finance and practice leaders can forecast and reconcile easily.
