Frequently Asked Questions
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Getting Started
Arctrieval helps legal professionals eliminate the delays, costs, and frustration of requesting and managing medical and billing records. These delays often stall case resolution and deny justice to injured clients.
Our innovative software streamlines the record request process, making it faster, more straightforward, and more cost-effective to access protected health information (PHI).
The initial onboarding and account configuration takes 30 to 45 minutes via a web meeting.
With the hands-on training and case management integration assistance, most firms are fully operational within one week.
Absolutely. Our customer success and training program ensures you get the most out of Arctrieval. We offer hands-on onboarding, live training sessions, and ongoing support to help your team adopt best practices and maximize efficiency.
Yes! We offer live demos and free walkthroughs tailored to your firm’s workflow. You’ll see how the software works and how quickly your team can start using it.
Instead, we offer a live, personalized demo so you can see exactly how it works. Once you’re ready, you can get started with a monthly subscription—no long-term contracts, no commitments. We’re here to help you get results, not just test software.
We don’t offer a free trial—but we’ve found that’s actually a good thing.
Here’s why: Arctrieval is a different kind of solution. It’s not a plug-and-play tool—it’s a smarter, more effective way to request and manage medical and billing records. Free trials often don’t provide the time, training, or context needed to truly see the value, and users can end up feeling frustrated or overwhelmed without the right guidance.
Product Functionality
Arctrieval is not a traditional record retrieval service. Outsourcing the same broken process doesn’t solve the core issue—it just relocates the inefficiency.
Instead, Arctrieval is a software-driven productivity tool that empowers your in-house team. It replaces manual, repetitive tasks with a structured, automated workflow. By using Arctrieval, your staff can eliminate up to 80% of the time typically spent chasing incomplete or missing records.
Even better. Arctrieval enhances the productivity of your existing team.
Rather than replacing your staff, Arctrieval equips them with tools to automate and streamline the record retrieval process, cutting down follow-up time and reducing costly delays caused by manual errors or incomplete submissions.
Unlike services that rely on third-party HIPAA Authorizations—where providers control the process and pace—Arctrieval uses individual right of access requests under HIPAA 45 CFR §164.524, giving the attorney and client control.
This regulatory pathway compels healthcare providers to respond within 30 days—or face potential enforcement actions by the Office for Civil Rights.
Combined with our software automation, this method ensures faster, more reliable results.
If you follow our methodology and use the software as designed, you should expect to receive:
- 90% of records within 30 days
- Remaining requests are typically fulfilled within 45–60 days
- A dramatic reduction in follow-up calls and administrative workload
We don’t offer a free trial—but we’ve found that’s actually a good thing.
Here’s why: Arctrieval is a different kind of solution. It’s not a plug-and-play tool—it’s a smarter, more effective way to request and manage medical and billing records. Free trials often don’t provide the time, training, or context needed to truly see the value, and users can end up feeling frustrated or overwhelmed without the right guidance.
Integrations & Compatibility
Yes. Arctrieval integrates with leading case management systems including:
- Clio
- Filevine
- Litify
- SmartAdvocate
- Smokeball
Integration with MyCase is coming soon, followed by CASEpeer and NEOS.
Yes, Arctrieval has a fully documented REST API.
Pricing & Billing
Arctrieval is a flat-rate monthly subscription based on the number of users in your firm.
- No per-request or per-page fees
- Unlimited requests included with your subscription
Each plan includes a monthly allotment of fax pages. Overages are charged at just $0.06 per page—40–50% less than typical fax services.
If you choose to use our integrated mail service, we’ll estimate the cost in advance. You’ll only pay for printing, supplies, and postage.
We always recommend using email first, fax delivery as the second choice, and U.S. Mail as the final delivery method.
You continue to receive invoices directly from medical providers or their vendors.
You maintain full control—deciding which invoices to pay, when, and whether to dispute or reject charges, depending on your case strategy and applicable state laws.
Yes. You can upgrade or downgrade your subscription anytime to match your firm’s needs.
Performance & Turnaround
Most firms receive 90% of records in 30 days or less using Arctrieval’s automation and the Individual Right of Access. Even complex requests are typically fulfilled within 45 days. Our method avoids the delays common with traditional HIPAA authorizations.
Average turnaround times can be misleading. For example, if nine out of 10 requests are returned in four days but one takes four months, the “average” is still 15.6 days. However, your case is still delayed four months while you wait for the missing records.
What matters is the absolute time it takes to get medical and billing records. A better question is: “What’s the longest it should take, and what happens if it’s late?”