$250K Saved with Medical Record Retrieval Solution

A high-volume personal injury firm, Bailey & Roberts*, was facing a bottleneck. Their paralegals were overwhelmed with manual data entry from dozens of referral sources. Medical record retrieval was slow, repetitive, and costly. Instead of scaling with new hires, they partnered with Lexitas to create a custom medical record retrieval solution.

The result? A complete shift in how records were retrieved—with earlier case progress, a happier staff, and more than $250,000 in annual cost savings.

The Challenge: High Volume, Complex Intake, and Manual Bottlenecks

Bailey & Roberts receives hundreds of new cases each week. Each referral comes with different intake formats, making it time-consuming for staff to re-enter client and provider data into their case management system. According to firm partner Carter Bailey, this routine backlog meant “a lot of staff were routinely behind.”

Key challenges included:

Manually reformatting data from inconsistent referral packets
Tracking down missing info and following up with providers
Delays in requesting records, which postponed settlements
Staff burnout due to the repetitive nature of retrieving medical records

These inefficiencies were frustrating and expensive. Staff time was being pulled away from higher-value work, and operational costs kept climbing.

The Lexitas Solution: Outsourced Record Retrieval Built for Lawyers

We started by listening. Bailey & Roberts didn’t need another generic portal or a forced system overhaul. They needed a record retrieval process that could handle high volume and complexity, without interrupting how they already worked.

Our custom solution was designed to fit their workflow, not the other way around. With dozens of referral sources and thousands of incoming cases, the intake process had become a bottleneck. We created a system that could handle the variation and scale from day one.

Here’s what the Lexitas team did:

Extracted key case and provider data directly from referral documents
Submitted record requests immediately, even before the case was entered into their internal system
Delivered structured spreadsheets ready for upload into their case management system

This outsourced record retrieval for lawyers and firms didn’t require new software. It was built to integrate seamlessly, backed by a dedicated team, real-time updates, and flexible intake formats tailored to the firm’s needs.

Faster Turnaround and Lower Labor Costs

Before partnering with Lexitas, Bailey & Roberts expected they would need to hire at least six more staff members to keep up with the record volume. The new system made that unnecessary.

“We estimate that for the entire docket, it saved us $250,000,” said firm partner Carter Bailey. Adding to that, Bert Farris noted, “We eliminated that entire process of the paralegals’ time, energy, and keystrokes.”

For high-volume dockets or mass tort cases, that kind of shift goes beyond operations. It improves case timelines and supports growth.

With intake automation and early ordering in place, the firm:

Submitted requests within 24 hours of referral
Freed paralegals from repetitive clerical work
Avoided hiring and onboarding costs
Made medical record retrieval a seamless, accurate back-end process

Bigger Impact: Better Referrals, Happier Staff, Stronger ROI

Outsourcing medical record retrieval is about more than saving money. It’s about scaling smartly and freeing up legal professionals to do what they do best.

Beyond labor savings, the partnership improved the firm's day-to-day operations. “When you allow them to focus on the more important items of the case, that’s a benefit to the client, the firm and the lawyers,” said Bailey.

Key outcomes:

Staff morale improved due to less repetitive work
Paralegals and attorneys focused on billable and strategic tasks
Faster intake and retrieval improved client service and referring counsel satisfaction
The firm expanded its case volume without needing to expand its team

Why Customization Matters in Record Retrieval

Lexitas didn’t offer a one-size-fits-all platform. Instead, it built a workflow tailored to the firm’s needs, intake structure, and growth goals. “Instead of making us fit into their system, they fit into ours,” said Bailey.

Many medical records retrieval companies force law firms to use pre-set portals or submit data through templates that don’t align with internal processes. These systems may be HIPAA compliant but don’t always improve operational efficiency.

Lexitas provided:

Custom intake handling
Data integration with management systems
Flexible formatting and vendor-side support
Secure workflows that ensure HIPAA compliance for law firms

This approach improved data accuracy, ensured compliance, and reduced overall turnaround time.

Is a Custom Medical Record Retrieval Solution Right for You?

For mid-sized and high-volume law firms, especially in personal injury, it might be time to stop hiring and start scaling.

You might benefit from a custom solution if:

Your staff is struggling to keep up with requested medical records
Your team spends hours manually entering or tracking referral data
Cases are stalling due to late record requests
Internal costs for obtaining records keep climbing

Lexitas works with law firms across the country to create tailored, HIPAA compliant systems that speed up turnaround times, improve accuracy, and reduce cost.

Ready to find out if your firm is a good fit? Reach out to explore what a custom record retrieval solution could do for you.

*The names of the firm and its partners have been changed for confidentiality.

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Custom Medical Record Retrieval Solution Saves Firm $250,000