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Medical Chronology

Medical chronology software that turns a client’s medical records into a dated timeline of each visit, diagnosis and treatment, every row tied to a Bates page.

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See the nine screens, from records to approval ↓
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The problem

Each chronology is typed from scanned pages on hours no contingency fee pays

Records trickle in from each provider weeks apart, scanned or exported, out of order and padded with duplicates. A case manager reads them page by page and types each visit into a spreadsheet, with its date, provider, findings, codes and page. None of those hours are billed, and with dozens of open files the chronology becomes the queue each demand waits in.

What hurts the case is what slips past under that pressure. A pause in care longer than a month reads to the defense as an injury that healed. An old back complaint from years before the crash reads as a back that was already hurt. Bills with no visit note behind them invite the question of whether the visit happened, and treatment given under a letter of protection has to be disclosed. Found late, each one costs settlement value; found first by the other side, it costs credibility.

Built forCase managersRecords paralegalsTrial attorneysManaging partners

The Problem Today

Every demand and deposition rests on a chronology someone built by hand from thousands of scanned pages.

40–60 h
of unbilled paralegal time for a 5,000-page record set published

Read and typed page by page today

  • Records
  • Visits
  • Bills
  • Gaps
  • Gaps found by the defenseA pause in care reads as healed to the other side
  • Bills that need disclosureLetters of protection and sold bills must be listed

The Solution

  1. Each page sorted and readPages put in date order by provider, duplicates folded, each visit read
  2. Each injury, its own pathTap the body map and the timeline narrows to that injury’s visits
  3. Gaps and priors flaggedEach long pause in care is searched for the notes written inside it
  4. Cited, then approvedEach row and sentence opens its page; the trial attorney approves

Built-in controls

  • Nothing leaves the firm before the attorney approves
  • A click on any value shows its source page
  • An injured client’s chart trains no model

What You Get

The trial attorney approves a chronology where each row opens its page and each gap is already explained.

  • Priors disclosed with proofOld complaints shown with the pages where they resolved
  • Bills matched to visitsCharges tied to notes, and missing notes requested
  • A summary ready for the demandPlain prose, with a Bates page under each sentence
From records to approval

Medical chronology software, from first record page to attorney sign-off

Nine features, from the day the first records land to the trial attorney’s sign-off, with how each works and who it serves.

  1. 01Records by provider

    Each provider’s pages numbered and put in date order, duplicates folded aside

    How it works

    • Pages numbered MR-0001 to MR-2870, by provider and date of service
    • 214 duplicate pages folded under the first copy, still there to open
    • Read by the agents in 52 min, against about 28 hours of manual reading, estimated

    Records paralegalLoads what each provider sends without sorting the stack, and sees which office still owes notes: the chiropractor, at 31 of 34.

  2. 02Lower back path

    A body map that narrows the timeline to one injury’s treatment path

    How it works

    • Tap the lower back and the timeline narrows to its 23 visits
    • From the ambulance to the 6 mm MRI, three injections, the L4-L5 fusion and maximum medical improvement at 9% whole-person impairment
    • A visit that treated two injuries counts under both

    Case managerSees the lower back’s whole course of care at once, apart from the neck therapy that fills most of the 96 visits.

  3. 03Gap in care

    Long pauses in one injury’s care, searched for the notes written inside

    How it works

    • Any pause over 30 days in one injury’s care is drawn in the timeline as a band
    • Pages dated inside it are searched: discharge, refill, portal message, scheduling note
    • The case manager accepts the explanation or asks the client first

    Case managerReads the gap before the defense does: in a 41-day pause in back care, the refill and the 7/10 pain message sit on cited pages, not waiting for a deposition.

  4. 04Prior complaint

    A look-back that finds earlier complaints and the pages where they resolved

    How it works

    • Ten years before the crash are searched for the same body part
    • A strain after moving a sofa, with no leg pain, resolved in 14 days
    • Then 5 years 7 months with no back care before the crash

    Case managerPuts the old complaint in the chronology with the proof it healed, before the defense calls it a back that was already hurt.

  5. 05Gaps and priors

    Each flag set beside the argument the defense will make from it

    How it works

    • Gaps, priors, causation language, missing notes and endings listed as flags F1 to F6
    • Each flag carries cited evidence and a named decision
    • A discharge that ended care is marked as an ending, so neck care does not read as a gap

    Trial attorneySees what the other side will say about the pause and the prior, and what was decided about each, before approving anything for the demand.

  6. 06Diagnoses and procedures

    Diagnoses and procedure codes, each with first and last date and cite

    How it works

    • 8 diagnoses with their codes, first and last date, visit count and first cite
    • 3 lumbar injections and 1 L4-L5 fusion stand apart from 34 chiropractic visits
    • No diagnosis appears that the record does not state

    Trial attorneyGives the expert and the demand one clean list of what was diagnosed and done, each item with a page to check.

  7. 07Billed charges

    Bills matched to visits, with letters of protection and sold bills listed

    How it works

    • $284,600 billed across 11 providers, $230,310 of it under letters of protection
    • 93 of 96 visits have a note and a bill; 3 chiropractic visits were billed without one
    • A disclosure checklist tracks the letters, the coded bills and the hospital’s sold bill

    Records paralegalKnows which bill needs a note, which needs a coded copy and which needs the buyer and the price, before anyone asks what was disclosed.

  8. 08Summary for the demand

    A narrative summary for the demand, each sentence carrying its page

    How it works

    • Drafted from the reviewed rows and the decisions on the gap and the prior
    • 7 sections and 16 cites, from the crash to the charges
    • The case manager sends it; approval belongs to the trial attorney alone

    Trial attorneyApproves a summary that can be checked sentence by sentence, after 3 h 10 min of review against an estimated 28 h of manual work.

  9. 09Cited export

    A cited export for the demand, the deposition binder or the expert

    How it works

    • PDF with linked cites, Word document or spreadsheet
    • All 96 visits by injury, lower back first, with the gaps, the priors and their decisions
    • Locked until the trial attorney approves, with social security and member numbers masked

    Trial attorneyHands the expert or the mediator a chronology whose rows can each be opened at their source, without rebuilding it in another format.

Around the timeline

The rest of the chronology, from folded therapy to the audit trail

Six more views the case team opens while the file is being built.

All 96 visits on one timelineVisits by injury on the body map: head 5, neck 73, right shoulder 13, lower back 23, right knee 4.
Therapy folded by the monthRoutine sessions fold into one row a month. Opened, one chiropractic month shows three sessions billed with no treatment note.
The page behind the valueClick any MR number and the highlighted passage appears. Shown: the first lumbar MRI, a 6 mm L4-L5 extrusion touching the right L5 nerve root.
One visit, in the doctor’s wordsThe spine follow-up on day 139: pain 7/10 since therapy stopped, the causation opinion as written, and two diagnosis codes.
Each injury checked, and how it endedFive injuries against the 30-day threshold and the 10-year look-back. Only the lower back carries a gap and a prior.
Who read, decided and sentAgent runs and people’s decisions side by side, with reasons: the gap accepted on four notes, the prior disclosed, the summary sent for approval.

Inside the 41-day gap, a refill and a pain message the defense would skip

Four findings from one client’s records, each on a cited page before the demand went out.

Care that kept going in the gap

Inside the 41-day pause sit a muscle-relaxant refill and a portal message rating the back at 7/10, and the first spine slot fell on the gap’s last day.

Three visits billed with no note

The chiropractor billed three visits at $550 each, $1,650 in all, with no treatment note in the records received. The records paralegal asks the office for those notes alone.

A hospital bill sold to a funder

The surgical hospital sold its $152,960 bill to a funding company, so the buyer and the price join the disclosure checklist.

Causation in the surgeon’s own words

The spine surgeon calls the extrusion causally related to the collision, and the first MRI shows no significant degenerative change at L4-L5. Both reach the trial attorney with their pages.

The case manager decides each flag, and the trial attorney signs the file

Nobody approves a chronology they built.

Case manager
Sees
The timeline, the flags with their evidence, and the draft summary
Signs
Decides each gap and prior with a reason, then sends the file on
Records paralegal
Sees
Each provider’s pages, the missing notes and the disclosure checklist
Signs
Approves each records request before it reaches a provider
Trial attorney
Sees
The flags beside the defense’s likely argument, and causation as the doctors wrote it
Signs
Approves the chronology and the summary, and owns causation
Firm administrator
Sees
The gap threshold, the look-back, roles and retention
Signs
Sets thresholds and roles; decides nothing on a case

Six agents sort, read and flag; causation and approval stay with lawyers

Each agent below stops where a lawyer or paralegal has to decide.

Record sorter

Puts each page in order by provider and date of service, numbers the set and folds duplicates.

  • Never deletes a page: a folded duplicate stays one click away
Encounter reader

Reads each visit’s complaint, findings, diagnoses, procedures and medications, scanned or electronic, citing the page for each value.

  • Never writes a diagnosis the record does not state
Body mapper

Places each visit on the injuries it treated and builds each injury’s treatment path.

  • Never decides causation
Gap and prior finder

Flags long pauses in care, earlier complaints and causation language, and searches inside each gap for notes, refills and messages.

  • Never calls a gap unexplained without searching inside it
  • Asks; does not conclude
Bill matcher

Matches each bill line to its visit and code, and lists letters of protection and sold bills.

  • Never changes a charge
  • Never contacts a provider, client or insurer
Chronology writer

Drafts the chronology and the narrative summary for the demand, each sentence cited.

  • Never sends anything outside the firm

Before a case team trusts medical chronology software

What is medical chronology software?

Medical chronology software turns an injured client’s medical records into a dated timeline of visits, diagnoses, procedures and bills, each pinned to its Bates page. This solution sorts the pages, reads each visit, places it on the injury it treated, flags gaps and old complaints, matches the bills and drafts the summary for the demand.

What does it do with a gap in treatment in a personal injury case?

It measures each injury’s care on its own, so a pause in back care shows up even while neck therapy goes on. Before a gap is called unexplained, the agents search the pages dated inside it. The case manager accepts the explanation or asks the client, and records a reason.

What if the client hurt the same body part before the crash?

The look-back reads the years before the crash for complaints to the same body part. Each one appears with the pages where it started and where it resolved, beside what the defense is likely to argue. Disclosure is the case manager’s call; the agents recommend.

Can the trial attorney check each entry against the record?

Yes. Each value on a row, and each sentence in the summary, carries its page number, and a click shows the passage on that page. Causation language is quoted as the doctor wrote it, and whoever built the chronology cannot approve it.

How is an AI medical chronology kept accurate and private?

Agents read and people decide. The agents write no diagnosis the record does not state, leave causation to the attorney and contact no provider, client or insurer. Exports hide social security and member numbers, and the audit trail keeps each read and decision.

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Find the gap in care
before the defense reads it.

Pick a file your team already took to demand, and we’ll rebuild its timeline, gap search and cited summary with you.

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