A 20-lawyer personal injury firm in New York City was handling 400 record requests a month. Their paralegals were spending the bulk of their time chasing hospitals. Demand letters were delayed. Statute of limitations deadlines were at risk. The firm was perpetually understaffed for the work that actually moved cases forward.
RecordX by CatalyzeX changed that – in a single day.
“Only 59 of 3,500 records exceeded 30 days”
Want to jump to the numbers first?
The Challenge
With 400 record requests coming in every month, Raphaelson & Levine’s paralegals were stuck doing work that wasn’t theirs to do. Their expertise — client communication, demand letter drafting, case prep — was being consumed by provider follow-ups, rejected authorizations, and hospital phone queues.The result: a firm perpetually understaffed for the work that actually moved cases forward
The stakes:
- Record backlogs delaying demand letters
- Statute of limitations deadlines at risk
- Growth constrained by the records bottleneck
- Team morale under constant strain
The Solution
RecordX deployed an embedded 3-person team inside Raphaelson & Levine’s own workflow. From day one, the team operated inside RLL’s own chat channels, paired per lawyer and paralegal.
Deployment Stages
The embedded team:
- 1 dedicated team lead
- 2 record retrieval specialists
- Full access to LEX / REX systems
- Inside RLL’s own chat channels per lawyer/paralegal pair
Human + AI, built for legal:
- Specialists manage all facility calls and escalations
- AI automates documentation and workflow tracking
- Auto-fill HIPAA forms and real-time activity feed
- No “record not found” fees. No surprise charges.
Results at a Glance
Top Outcomes
- Paralegals got their time back.
By fully offloading record retrieval to RecordX, RLL’s legal staff returned to their highest-value work — client communication, demand letter drafting, and case prep. 25+ paralegal hours freed every month.
2. Records retrieved 4x faster — at lower cost.
The firm moved from 60–90+ days to 14–30 days, with no surprise charges. Only 59 of 3,500 records exceeded 30 days.
3. A genuine extension of the team.
Escalations happened inside RLL’s own channels — not a third-party portal. Faster decisions, better outcomes.
Why RecordX
Most retrieval vendors promise speed and deliver delays. RecordX was built differently — with flat fees that force accountability, turnaround times that beat the industry standard by half, and a follow-up process that actually works.
$30 flat fee
per record
vs $50+ industry average
14–30 days
14–30 daverage turnaround
vs 60–90+ day standard
Daily follow-ups
We call hospitals daily.
Most vendors never call.
If retrieval is slowing your firm’s cases, let’s talk.
