Record Retrieval for Legal Teams
Advita takes the busywork off your desk, so your team can focus on the case.
From medical records to VA benefits files and everything in between, we retrieve it all. Our dedicated teams handle the submission, follow-up, tracking, and communication needed to move your case forward.
Send the Request. We'll Handle the Chasing.
Submitting a record request is the easy part. The real work is following up with providers, coordinating provider payments, documenting status, and making sure nothing falls through the cracks. Advita handles all of it.
Our team manages medical record retrieval and other case-critical records from request through delivery, giving your staff more time to focus on clients and cases instead of chasing records.
Types of Records We Can Help You With
- Medical records
- Billing records
- Radiology imaging
- Pharmacy records
- Employment records
- Police records
- Accident reports
- Academic records
- VA records
- IRS, Social Security, and Medicare/Medicaid
- And more
Need a record you don't see listed? Talk to Our Team.
Built Around How Your Team Works
No two law firms operate exactly the same way. Advita adapts to your team's preferred workflow, communication style, and case volume.
Email Requests
Send us the request by email and we'll enter it into our system, manage the retrieval process, and keep it moving.
Online Access
Submit and track requests directly through the Advita client portal.
API Integration
Active integrations with Litify, backdocket, and Filevine. We can also build custom integrations for other systems.
Know Exactly Who's Handling Your Request
When you work with Advita, you aren't routed through a generic 800 number or an anonymous service queue. You have direct access to the person working your firm's requests: their phone, their email, their attention.
Our team communicates throughout the retrieval process and can provide status updates on a schedule that fits your firm. If a provider delay, fee approval, or other issue needs your attention, you’ll hear from us directly, and if something needs to go further, our leadership team is accessible, too.
- A dedicated point of contact
- Direct phone and email access
- Regular communication throughout the process
- Status visibility through the Advita portal
- Proactive updates when issues arise
- Escalation support when needed
Our job is to make your job easier.
Record Retrieval Backed by Real Legal Experience
We know record retrieval from both sides. This isn't a service we learned from the outside looking in.
Our team includes professionals with decades of experience working in law firms, legal technology, medical record retrieval, and nursing, including a nurse with critical care and litigation experience on staff.
Many of us have worked inside the environment we now support. We understand the pressure legal teams are under. And low turnover means the people managing your requests aren't new to this.
Use Us How You Need Us
Case volume changes. Teams change. Workloads spike. Advita gives firms another option besides adding to an already-busy internal team's plate.
Your Ongoing Partner
Rely on Advita for every request, not just the overflow.
Extra Support During Surges
Bring us in when case volume spikes.
Coverage for Staffing Gaps
We step in during leaves, transitions, or turnover.
Your Clients' Information Matters
Advita is HIPAA compliant and follows established safeguards for handling protected health information throughout the record retrieval process.
Firms Like Yours Already Trust Us
“I highly recommend Advita for retrieval of medical records and bills. Advita stays on top of the requests and informs us regularly of the status. Even more, when providers do not timely produce records, Advita works through those difficulties in order to obtain the records.”
Brian D. Katz · Managing Partner, Herman, Herman, & Katz, LLC
Meet Our Management Team
Let Advita's innovative solutions and management team, stacked with deep and diverse experience, work to your advantage. You can trust your request is in the hands of an executive team that averages more than 20 years of experience in litigation support, e-discovery, operations, account management, and record retrieval.
Bruce Duff
Chief Executive OfficerAdvita co-founder. Bruce has over 30 years in the legal technology services business. He has successfully started and managed multiple document service businesses. Bruce's focus is on business vision and client engagement. His direction has led to Advita's leading position in the market today.
Barbara Ganley
Chief Client OfficerBarbara joined Advita's predecessor company in 2005 when she was brought on to start up the Philadelphia Record Retrieval division. As Chief Client Officer, she is responsible for client relationships and management of company-wide operations.
A. Christine Giordano
Director of Nurse Review10 years experience as a critical care nurse. 20 years litigation experience for both plaintiff and defense. AV Preeminent rating from Martindale-Hubbell®. Named Pennsylvania Super Lawyer for 2012, 2013, 2014, and 2015.
Joseph Quinn
Acting Chief Technology OfficerJoseph brings extensive experience in technology leadership and software development to Advita. As Acting CTO, he oversees the technical direction and innovation of Lexmata.ai and other Advita technology solutions, ensuring cutting-edge capabilities for document management and AI-powered record analysis.
Jennifer Dragon
Regional DirectorJennifer joined Advita in 2003 at our first record retrieval site in New Orleans. She has over 20 years experience in the legal support industry. She worked for a large defense firm in Metairie prior to joining Advita. With the help of her team they strive to meet clients expectations.
Ryan Giangiuli
Director of LogisticsRyan joined Advita's Orlando team in 2015. He manages the workflow of regional operations processing, including company-wide nurse review, Lexmata.ai deliverables, and document organization. Ryan has helped to integrate Lexmata.ai technologies into Advita's existing products and services and continues to work to develop new applications using the technology for our clients.
Nurse Review and Fact Chronologies
Once your records are in hand, our in-house nurse review team can help make sense of them. We identify the key facts, organize them chronologically, and build clear, usable chronologies your team can rely on for case strategy and negotiations.
Ask About Nurse Review
A SISTER COMPANY TO ADVITA · AI RECORD REVIEWNeed More from Your Medical Records?
Record retrieval is only the beginning. Through Lexmata, firms can take the next step with AI-powered tools designed to identify, organize, analyze, and summarize large medical record files, turning static documents into usable case information and helping you verify and qualify cases along the way.
Explore LexmataFrequently Asked Questions
What types of records can Advita retrieve?
Medical record retrieval is the process of requesting, following up on, and collecting the medical records and related documentation a legal case depends on. Advita retrieves a wide range of records for law firms, including medical, billing, radiology, pharmacy, employment, police, accident, academic, and other records needed to support a case. If you have a specific type of record you need, contact our team.
How do I submit a record retrieval request?
Advita can accept requests by email or through our online portal. We also support API integrations, including active integrations with Litify, backdocket, and Filevine, that let requests flow directly from your existing case management platform.
Can I track the status of my requests?
Yes. Clients can view request status through the Advita portal, and our team can provide proactive status updates on a schedule that fits your firm.
What happens if a provider is slow to respond?
Our team continues following up on outstanding requests and reaches out when something needs your attention, a fee approval, a provider delay, or another obstacle. We keep chasing until a request is resolved or you tell us otherwise.
How long does medical record retrieval take?
Timelines vary by provider, record type, and jurisdiction. Most providers have a statutory window (commonly 20-30 days) to respond once a request is received. Because every request is different, Advita doesn't guarantee a specific turnaround, but we work to move requests forward as quickly as possible and keep you informed throughout.
Does Advita integrate with case management systems?
Yes. Advita has active API integrations with Litify, backdocket, and Filevine, and we can build custom integrations to help firms incorporate record retrieval into their existing workflow.
Do I have to use Advita for every case?
No. Advita can serve as an ongoing retrieval partner or supplement your internal team when you need additional support. Use us based on your firm's needs and case volume.
What does record retrieval with Advita cost?
Our retrieval pricing varies based on volume and scope. Please contact our team to learn more.
What types of law firms does Advita work with?
Advita supports firms handling personal injury and related matters requiring extensive record retrieval. That includes motor vehicle accidents, medical malpractice, mass torts, workers’ compensation, premises liability, slip and fall, trucking and motorcycle accidents, and social security disability claims.
Contact Us
We'd love to help your law firm or legal team with record retrieval. Fill out the form below and a member of our team will reach out to discuss your firm's specific needs.