Medchart Pricing
Law firms handling personal injury, mass tort, medical malpractice, and workers' compensation cases pour real money into medical record retrieval. Knowing what you are actually paying for, and what your current workflow quietly leaves out, can change how your firm budgets case preparation and cost recovery.
Medchart, a Toronto-based company founded in 2015, operates under two brand names: Medchart in Canada and SettLiT in the United States. That dual brand setup makes life harder for U.S. plaintiff firms trying to compare options, especially when weighing alternatives like Codes Health that bundle retrieval with AI powered analysis.
This guide walks through Medchart's pricing structure, what drives your total cost, and where alternative platforms deliver more value for legal teams focused on case outcomes rather than document delivery alone.
Key Takeaways
Medchart runs two brands with very different pricing transparency: Medchart Canada publishes per request rates of $32 (Standard) and $30 (Advanced), while SettLiT in the U.S. uses subscription plans with rates disclosed only through customer specific Order Forms
Per request pricing can hide your real cost once provider fees, chronology prep, and analysis land on separate invoices or internal timesheets
Medchart offers a records summarization service, though its public pricing page does not list summarization among the features included in the Standard, Advanced, or Premium retrieval plans, so ask before you assume it is bundled
Flat fee pricing, like Codes Health offers, combines retrieval, AI powered case chronologies, and human verified analysis into one predictable cost
Vendors advertising same day retrieval typically return only the records already sitting in electronic portals, leaving your staff and your client to chase the rest, which is a reliable driver of client frustration and churn
Missing Record Review and breach of care flagging add value well beyond basic document delivery, cutting down on nasty surprises during trial prep
Understanding Medical Record Retrieval Costs: What to Expect
Medical record retrieval pricing usually involves several cost components that shift with your firm's volume, case complexity, and which services are actually included.
Medchart Canada: Published Pricing Tiers
Medchart's Canadian operation publishes a clear rate card:
Standard Tier: $32 per request, pay as you go, including a digital request process, scheduled written follow ups, billing and cost recovery functionality, legal billing software integration, support access, and no contract commitment
Advanced Tier: $30 per request for firms processing 100 to 300 monthly requests, adding verbal follow ups, a dedicated customer success representative, quarterly performance reviews, and one complimentary training session
Premium Tier: custom pricing for firms processing 301 or more monthly requests, with API integration, monthly performance reviews, 10 complimentary training sessions, and the first 10 requests free
SettLiT U.S.: A Quieter Subscription Model
For U.S. law firms, the SettLiT brand runs on a subscription based pricing model tied to customer specific service agreements and Order Forms rather than a published rate card. SettLiT's public materials confirm that subscription plans exist and that customer agreements reference existing Order Forms, but standard subscription rates are not disclosed on its current website.
What SettLiT does state publicly is helpful: a no data, no charge policy means unsuccessful queries carry no cost, and there are no per page fees for digitally returned EMRs. Still, without published rates, U.S. firms cannot run a meaningful comparison before getting on a sales call.
What Per Request Pricing Often Excludes
Per request models tend to separate core retrieval from the work that makes records usable:
Case chronologies and summaries may sit outside the retrieval plan, falling to a separate service or internal paralegal time
Analysis of medical facts for damages calculation is typically not part of a base retrieval rate
Missing record identification often lands on your internal team
Breach of care screening for malpractice evaluation usually requires additional resources
When you evaluate any retrieval vendor, look at the total cost of ownership: service fees, plus provider fees, plus chronology costs, plus internal labor for analysis.
How AI Powered Case Chronologies Impact Pricing for Legal Teams
Traditional retrieval delivers documents. Modern platforms deliver documents plus intelligence you can act on. The difference shows up in both your invoices and your team's calendar.
The Value Gap in Basic Retrieval
Standard retrieval services concentrate on getting records out of providers. Your legal team is then left with:
Manual organization of hundreds or thousands of pages
Time intensive review to identify relevant treatment events
Separate chronology preparation for demand packages and trial exhibits
Documentation gaps that tend to surface late in case development
AI Powered Analysis: What It Adds
Platforms that pair retrieval with analysis attack those bottlenecks directly. Codes Health's approach delivers human verified AI insights that:
Organize records chronologically by patient encounter
Extract diagnoses, treatments, providers, and dates into structured formats
Surface documented future medical expenses for damages calculations
Flag pre-existing conditions relevant to defense preparation
That analysis layer turns raw retrieval into case ready material. The pricing question stops being "what does retrieval cost?" and becomes "what does preparing this case for settlement actually take?"
Why General AI Tools Fall Short
General purpose AI platforms like ChatGPT were not built for litigation grade medical record review, and they cannot analyze medical records with the accuracy this work demands. Legal workflows need:
Medical terminology expertise
Understanding of standard of care requirements
The ability to identify treatment patterns relevant to causation
Human verification before findings reach attorney review
Codes Health's platform is purpose built for high precision medical record analysis, with medical and legal specialists validating AI findings before anything reaches your firm.
Filevine Partnership: Integrated Solutions and Pricing Implications
Case management integration affects both workflow efficiency and total cost of ownership. How a retrieval service connects to your existing systems determines how much internal labor every request eats.
Medchart's Filevine History
Medchart announced a Filevine partnership in September 2021, positioning the integration as a way to streamline records retrieval in the digital age. Its documentation describes client synchronization along with an API and service account setup process, and its product site advertises Filevine notifications, tracking, and client sync.
Codes Health's Embedded Workflow
Codes Health's July 2026 Filevine partnership takes a different route, embedding retrieval directly into the Filevine environment as a native workflow rather than a third party connector. Legal teams can:
Submit record requests directly from case files
Validate authorizations, dates, and provider requirements before submission
Track requests and provider outreach in real time within the case
Communicate with the Codes Health team without leaving Filevine
Receive completed records, billing materials, and analysis in the same project
The embedded model cuts context switching and keeps a single operational record for each matter. For firms calculating total cost, killing the shuffle between case management, retrieval portals, email, and download folders is measurable time back.
Integration Considerations for Your Firm
When you weigh integration related costs:
Filevine users: compare embedded workflows (Codes Health) against connector integrations (Medchart and SettLiT)
SmartAdvocate users: Medchart documents SmartAdvocate integration for tracking, notifications, and client sync
Custom CRM users: Codes Health builds custom integrations for high volume customers, including CRM platforms and other medical software
That last point matters more than it sounds. Firms running hundreds of matters at once rarely want another portal and another set of credentials; they want retrieval to show up where their team already works.
HIPAA Compliance and Data Security: What You Pay For
Protected health information handling requires specific compliance infrastructure, and that carries cost whether a vendor itemizes it or not.
Compliance Requirements for Medical Record Retrieval
Any platform handling medical records for legal use should maintain:
HIPAA compliance for protected health information
Secure transmission channels for authorization forms and records
Access controls limiting document visibility to authorized personnel
Audit trails documenting who accessed what and when
Both Medchart and SettLiT and Codes Health maintain HIPAA compliant platforms.
What Compliance Costs Cover
Compliant platforms invest in encrypted storage and transmission, business associate agreement administration, staff training on PHI handling, and security monitoring with incident response. A vendor that looks unusually cheap may be economizing on exactly that infrastructure, which is not a risk worth taking with client medical information.
Retrieving Old Records and Ensuring Completeness: Value and Cost Drivers
Record completeness drives case outcomes. Missing records can stall settlement talks or blow up in the middle of trial.
The Hidden Cost of Incomplete Records
Traditional vendors obtain the records you ask for. The problem is the records you did not know to ask for.
Common gaps include:
Treatment facilities the client forgot to mention
Specialist referrals documented in primary care notes but never separately requested
Pre litigation treatment that establishes symptom onset
Imaging studies stored at separate facilities
Billing records documenting treatment the clinical notes do not fully capture
This is also where speed claims deserve a second look. Services promising same day retrieval usually return only what is instantly available electronically, which means your staff or your client ends up tracking down the rest. Codes Health does not sell same day delivery. It focuses on complete, verified records in a couple of weeks, because partial records delivered fast still leave your client doing the chasing, and that is exactly the experience that costs firms their clients.
Missing Record Review: A Proactive Approach
Codes Health's Missing Record Review cross references patient history across treatment sites to flag documentation gaps before records reach your legal team. It:
Identifies treatment facilities from claims and billing data
Flags missing date ranges in requested records
Alerts your team to absent billing documentation
Catches facility transfers that may not appear in initial records
Catching those gaps before trial prep rather than during it is usually worth more than any difference in retrieval rate.
Provider Follow Up and Completeness Verification
Codes Health manages provider outreach across calls, faxes, emails, and portals until the materials arrive. Before closing any retrieval, the platform verifies completeness against the original request and works with facilities to resolve identified gaps. That is labor basic retrieval services either skip or bill for separately.
Cost Benefit Analysis: Codes Health vs. Traditional Retrieval
Evaluating retrieval pricing means looking past the per request line to the total value delivered.
Traditional Retrieval Challenges
Manual processes impose costs beyond vendor fees:
Staff time: paralegals and case managers tracking requests, calling providers, organizing documents
Delays: traditional retrieval can stretch on for weeks or longer, particularly when requests get rejected or providers need repeated follow up
Rework: incomplete or incorrect records mean duplicate requests
Separate vendors: retrieval, chronology prep, and medical analysis often come from three different companies
Speed as a Cost Factor
Codes Health delivers complete records in a couple of weeks, compressing what traditionally drags into months. That affects:
Case evaluation timelines: faster records mean faster go or no go decisions
Settlement positioning: earlier access to complete histories strengthens demand prep
Statute of limitations management: less retrieval time means more development time
Bundled Value vs. À La Carte Pricing
Codes Health's flat fee bundles retrieval with AI powered case chronologies, human verified analysis, and completeness verification. Medchart's published retrieval plans cover the retrieval workflow; its pricing page does not list summarization or human verified analysis among included plan features, so confirm current availability and cost directly.
For a single medical record request, the components stack up like this.
Per request model:
Service fee: a set rate per request
Provider fees: additional pass through charges that vary by provider and jurisdiction
Chronology prep: separate cost or internal labor
Analysis and human verification: not listed as included plan features on the public pricing page
Flat fee bundled model:
One flat fee covering retrieval, chronologies, human verified analysis, and completeness verification
Provider and custodian charges: confirm how these are handled under your specific agreement
The apparent per request savings tend to shrink once you account for everything required to get records litigation ready.
Specialized Insights and Eligibility Determinations
For medical malpractice, mass tort, and complex personal injury work, basic retrieval does not cut it. Case evaluation depends on what the records say about care quality and causation.
Breach of Care Flagging
Codes Health's platform surfaces potential standard-of-care deviations for attorney and expert review, which helps firms screen malpractice cases faster, pinpoint the care episodes that need expert analysis, and support early case valuation with documented quality issues.
Future Medical Expense Extraction
For damages, Codes Health automatically extracts future medical expenses documented in treatment notes, supporting life care planning, demand packages grounded in the record, and negotiations backed by medical evidence.
Context Aware Analysis
Unlike generic summarization, Codes Health tailors insights to the practice area. Personal injury analysis follows treatment timelines and causation, malpractice analysis emphasizes care quality and documentation gaps, and mass tort analysis supports case qualification at scale. Behind all of it, Codes Health's MIT educated engineering team keeps building out additional workflows and products, so the platform gets more comprehensive as the demands on legal teams change.
E-Signature and Document Management: Adding Value to Your Workflow
Authorization management and document storage create administrative drag that shows up in both efficiency and cost.
Authorization Quality Review
Incomplete authorizations are a leading cause of denied retrieval requests, and in most firms they are the number one cause. Missing patient signatures, unclear expiration dates, or unchecked boxes for sensitive records will restart the clock on your request. Codes Health's AI review catches these issues before submission, automatically flagging misspellings, missing dates of service, and signature problems that would otherwise trigger provider rejections.
Common authorization problems include:
Missing patient signatures
Unclear or absent expiration dates
Unchecked boxes for sensitive record categories
Misspellings in patient or provider names
Missing or incorrect dates of service
E-Signature Workflows
Codes Health provides HIPAA-compliant e-signature workflows for intake documents, including releases of information and authorization forms. These workflows reduce paper handling and scanning, create clear audit trails, speed up authorization collection, and feed straight into retrieval requests for faster submission.
Secure Document Storage
Retrieved records need secure, accessible storage. Codes Health's document management supports continued access to retrieved materials and cuts duplicate work when the same records matter at several stages of a case.
Bottom Line
Medchart's Canadian rate card is refreshingly clear, and $32 or $30 per request is easy to plug into a budget. The complication is everything that sits outside that number: provider fees that vary by facility and jurisdiction, chronology work, and the analysis your team still has to do once the PDFs land. On the U.S. side, SettLiT's subscription pricing is not published at all, so comparison shopping means booking a call first.
For plaintiff firms carrying real caseloads, the honest measure is total cost of ownership rather than the per request rate. A flat fee that folds in AI powered chronologies, human verified analysis, completeness verification, and native Filevine integration removes the separate vendors and the internal hours that quietly stack up across hundreds of cases. And speed by itself is not the win it looks like: same day delivery that returns only partial records hands the chase back to your client and puts the relationship at risk, while complete records in a couple of weeks keep the case moving without the gaps.
Contact Codes Health to talk through your retrieval volume, case types, and how flat fee bundled pricing compares for your caseload.
Frequently Asked Questions
How does Codes Health's pricing compare to Medchart's per request model?
Codes Health uses a flat fee that bundles retrieval, AI powered case chronologies, human verified analysis, and completeness verification into one cost. Medchart Canada charges $32 per request (Standard) or $30 per request (Advanced, for 100 to 300 monthly requests), and its public pricing page does not list summarization or human verified analysis among the included plan features. The real comparison depends on whether your firm currently pays separately for analysis or absorbs that work internally.
Does Medchart's SettLiT brand publish U.S. pricing?
No. SettLiT references subscription plans and customer specific service agreements or Order Forms, but it does not disclose standard subscription rates on its current website. U.S. firms have to engage with sales to get numbers, which is a sharp contrast with Medchart Canada's published rate card.
What factors push medical record retrieval costs higher with any vendor?
The number of treatment facilities involved, record volume and complexity, provider fee pass through amounts, whether analysis and chronology work is included or billed separately, and how much completeness verification you get. Cases with multiple providers, long treatment histories, or specialty records cost more than a straightforward single facility request.
How are provider fees handled?
Medchart passes provider charges through to the firm and offers to dispute excessive charges on the firm's behalf. Codes Health uses a flat fee model; firms should confirm directly how third party provider or custodian charges are handled under their specific agreement. Provider fees vary by facility, record type, jurisdiction, and page count, so this is worth pinning down in writing either way.
How does the Filevine integration affect workflow costs?
Codes Health's embedded Filevine integration keeps requests, status tracking, communications, and delivered records inside the case file, which cuts the labor of managing retrieval across separate systems. Medchart also integrates with Filevine, though its connector style integration works differently from Codes Health's embedded approach. Evaluate which model fits your internal workflow and how much time each actually saves.
