How Louis Law Firm freed 15–20 hours a week and shortened case cycles with Codes Health
A busy personal injury firm handling 350–450 active cases replaced in-house medical records retrieval with an automated, AI-assisted workflow — and gave their case managers their week back.
Customer
The Louis Law Firm
Industry
Personal Injury Law
Team
3 attorneys 3 case managers
Active Caseload
350–450 cases
15-20 hrs
per week previously spent on in-house records retrieval
1-2 hrs
Saved per case, per case manager, after switching to Codes Health
9-10
Providers chased in parallel on one complex case – with zero case-manager lift
Medical records retrieval was swallowing 15–20 hours of case-manager time each week, with in-house follow-ups and slow vendors stretching simple requests into months.
Codes Health absorbed the entire records workflow, turning multi-month retrievals into reliable turnarounds and actionable insights.
“What made Codes Health become the solution we were not even looking for was their commitment and expertise in the use of technology. You hear a lot about AI these days, but you rarely find a solution that brings AI into the world of business productivity."
The Louis Law Firm
About Louis Law Firm
Founded in 2010, The Louis Law Firm is a personal injury practice built around results for people who have been hurt — in motor vehicle and semi-truck crashes, slip and fall incidents, and wrongful death matters. With three attorneys, three case managers, and a flexible support team, the firm manages 350 to 450 active cases at any given time. Nearly every one of those cases — about 99% — hinges on getting complete medical records from providers, quickly and cleanly.
The challenge
Records retrieval was quietly eating the week. Before Codes Health, every request and every follow-up was handled in-house. Each provider had its own response cadence, its own quirks, and its own way of letting requests fall through the cracks.
"The biggest pain points in handling medical records requests in-house is the follow-up with the providers. There are many tasks, projects and client discussions being done each day, and needing to follow-up with the various providers at varying times based on response rates can be cumbersome.”
The cost wasn't theoretical. The team was spending 15–20 hours a week on retrieval — hours that should have gone to adjusters, file review, and client communication.
A costly delay
One client had been through an extended hospital stay but didn't have a copy of their discharge record. The insurance carrier was ready to settle at policy limits — they just needed that one document. "Between calling to reach the right department, emailing different areas within the hospital and following up when available, it took months to get those records. The client waited for months for a case to settle that could have been resolved in a couple weeks, possibly days."
Choosing Codes Health
Codes Health came recommended by another firm that had already seen strong results. Louis Law Firm wasn't actively shopping for a solution — but the pitch lined up exactly with what they needed: an automated medical retrieval workflow that could shorten case life cycles and deliver faster outcomes for clients.
What sealed it was how Codes Health applied technology. AI is everywhere in marketing materials; it's much rarer to find it deployed pragmatically inside a real operational workflow.
Implementation
Onboarding was light. The primary work was integrating Codes Health with the firm's CRM — a short collaboration between both tech teams to "connect all the dots." Within a couple of weeks, records retrieval was wired directly into the firm's case workflow.
Today, that integration runs on autopilot. When a case reaches a defined status in the CRM, the integration automatically triggers a records request to Codes Health — no manual handoff required. Case managers get notified when records arrive or when more information is needed, and log in to the portal to pull the records and bills.
"As cases reach a certain status in the firm, the integration is 'triggered' to send the records request instructions to Codes Health — no humans needed."
Results
Providers take the requests seriously
Turnaround times have improved with most providers — but something more interesting also happened: providers now proactively reach out to confirm they have enough time to respond. Codes Health requests are clearly landing with more weight than the in-house ones they replaced.
Case managers got their time back
Based on case manager feedback, Louis Law Firm estimates 1–2 hours saved per case, per case manager — compounding meaningfully across a 350–450 case portfolio.
A morale multiplier
The shift also changed the energy inside the office. "We have noticed more positive working energy from our case managers who have benefitted almost immediately after Codes Health started helping with records requests. More positive case managers leads to more positive client interactions and attention to detail for working up cases to above average result for the client."
A case that would have dragged on
On one matter, the firm needed records and bills from 9–10 different providers. In the old model, that would have been weeks of parallel juggling — every hiccup with one provider threatening to stall the whole file. With Codes Health, every request was tracked independently. An issue on one request didn't block the others. "The case manager did not lift a finger, and the time saved was spent providing exceptional client service."
The partnership
What stands out to Louis Law Firm isn't just the technology — it's how human the relationship feels.
"What I value most is that although they are a technology-focused company, their support, feedback and guidance are very human."
Looking forward, the firm sees the partnership deepening into a fully end-to-end flow: records requested automatically, documents delivered straight into the right client folders, and case managers spending their time where it matters most — assessing records and driving outcomes.
Advice for other PI firms
"Patience is a virtue, but delay is not. Client expectations are becoming more demanding and more well informed. Why not boost client satisfaction and super-charge staff capacity by letting records retrieval experts do what they do best — the only task they are doing every day? Why not let Codes Health handle it?"
The Louis Law Firm
