A repeatable medical-record review process for litigation teams
Record review is a sequence of small decisions. A repeatable process helps the team see what arrived, what it says, what is missing, and which points are ready for attorney use.
Start with the record set
Create a provider inventory. Note document dates, received page counts, and any cover-sheet discrepancies. Keep a separate list of requests still outstanding so the received record does not become the assumed complete record.
Organize the clinical story
Extract encounters and key findings into a chronology. Keep the language close to what the record actually documents. Record provenance as you go: document, page, and supporting excerpt.
Review bills alongside records
Check whether billed service dates and providers correspond to the clinical set. An unmatched bill can be a missing record, a naming difference, or another issue. It is a question to investigate, not an automatic error.
Maintain an exception queue
Log ambiguous dates, duplicate pages, unreadable scans, treatment intervals, and missing provider periods. Assign a next action and owner. Close an item only when the reason is clear enough for the team to revisit later.
Hand off with context
An attorney needs the reviewed chronology, citations, important open items, and the distinction between verified facts and pending questions. Treat the original pages as the reference during the handoff.
A strong review process makes uncertainty visible early and gives every material fact a route back to the source.
This guide is general workflow information, not legal or medical advice. Review case facts against original records and apply your firm’s professional standards.