Medical Record Review Software
for PI, Medical Malpractice & Insurance Defense Firms
Structure complex medical records into chronologies, exhibits, and damages summaries using a single desktop app — built to reduce manual review time and support paralegal workflows whether you're prosecuting an injury, defending a hospital, or evaluating a claim. 33 tools in one app — zero per-page fees. Outputs designed for professional review.
One Tool. Three Practice Areas.
RecordIQ is built for the law firms that live in medical records — whether you're prosecuting an injury, defending a hospital, or evaluating a claim. Every output is reviewable, exportable, and standards-anchored.
Faster chronologies, demand-ready exhibits
Built for plaintiff PI firms working high-volume medical records: auto chronology, ICD/CPT extraction, damages roll-up, demand letter draft, gap analysis.
See the PI workflow →Provider timelines, standards-anchored review
Plaintiff or defense, med-mal lives in the chart. Provider index, encounter splits, gap analysis, and HL7/ICD-10/CPT validation against industry standards.
See the med-mal workflow →Claim evaluation, billing audit, exposure summaries
For defense counsel and adjusters: damages analyzer, billing-vs-treatment reconciliation, gap analysis, and case summaries you can hand to the carrier.
See the defense workflow →Same desktop app, same 33 tools — different reports, different exports, different review workflows.
What You Get in 10 Minutes
Load a PDF. Click process. Walk away. Here’s what’s waiting when you get back:
Date-sorted timeline with providers, facilities, and event descriptions. Export to Excel.
Auto-generated from your case data — medical specials, treatment history, ICD codes included. Plaintiffs use it as a demand; defense uses it as an exposure summary.
Billing charges totaled, ICD-10/CPT codes extracted, provider-level breakdowns ready.
Every page classified, numbered, searchable, and bookmarked. Production-ready.
23 PHI types detected and redacted. All output AES-256-GCM encrypted. No data is transmitted during processing — by design.
Gap analysis spots treatment gaps, missing dates, and incomplete records before opposing counsel does.
Why Firms Switch to RecordIQ
RecordIQ gives you 33 tools with zero per-page fees and zero document data leaving your office. Bring outsourced record review and standalone chronology tools in-house with one secure desktop app.
33 Tools. One Desktop App.
Designed to Minimize Data Risk.
33 processing tools that cover the entire litigation lifecycle — from OCR extraction to settlement demand letters. All running offline on your machine — your data stays yours, always. All reports support dark & light themes.
Case Intelligence — The Tools That Win Cases
OCR Processing
Extract text from scanned PDFs with Tesseract OCR. Multi-strategy image enhancement improves OCR quality on blurry or degraded pages.
- Multi-page PDF support with 400 DPI processing
- 4-stage image enhancement (mild, deblur, heavy, rescale)
- Built-in OCR Quality Assessment (Excellent/Good/Fair/Poor)
- Per-page quality scoring with review flags
- Batch processing with real-time progress tracking
Chronology Builder
Automatically build date-sorted chronologies from extracted text. Export to Excel with provider names, dates, and event descriptions.
- Automatic date extraction and sorting
- Provider, nurse, and facility identification
- Bilingual support (English + Spanish date formats)
- Event descriptions derived from page content
- Professional Excel export with formatting
Page Classification
Classify every page into 21 document categories — from lab results and radiology to nursing notes, mental health, anesthesia, and consent forms.
- 21 document types (lab, radiology, progress note, surgical, pathology, nursing, PT, ED, mental health, and more)
- Confidence scoring with manual review flags
- Classification summary report
Document Search
Full-text search across all processed documents. Find specific terms, diagnoses, medications, or provider names instantly.
- Keyword and phrase search
- Results with page references and context snippets
- Multi-keyword support (comma or line separated)
Duplicate Detection
Identify duplicate and near-duplicate pages across your document set. Save time by eliminating redundant records.
- Exact duplicates (MD5 hash) and near-duplicates (95%+ word overlap)
- Grouped by duplicate cluster with similarity scores
- Duplicate summary report with cross-references
ICD/CPT Code Extraction
Automatically extract ICD-10, CPT, and HCPCS billing codes from your records with confidence scoring.
- ICD-10 diagnosis codes with descriptions
- CPT procedure codes and HCPCS Level II
- Code frequency analysis with page references
Bates Numbering & Exhibit Stamping
Stamp sequential Bates numbers or exhibit labels on every page of your PDFs. Essential for litigation document production.
- Bates mode: sequential per-page numbering
- Exhibit mode: A, B, C... or 1, 2, 3... per document
- 6 positions, configurable prefix & font
PHI Redaction
Detect and redact 23 HIPAA-defined Protected Health Information types directly in your PDFs. Produce litigation-ready redacted copies, designed for professional review.
- 23 PHI types: SSN, DOB, MRN, phone, email, addresses, Medicare/Medicaid IDs, NPI, DEA, VIN, and more
- Black box or labeled redaction styles
- Redacted PDF export + detailed audit report
- NLP-enhanced name & address detection (Pro)
Analysis & Reports — Turn Data Into Decisions
Provider Index
Extract and index healthcare provider names, titles, specialties, and facilities from every page. Build a complete provider directory.
- 11 provider name detection patterns
- 48 medical specialties recognized
- Unique provider summary with frequency counts
Summary Report
Generate a 6-sheet executive overview combining chronology, providers, classification, and medical codes. One report to summarize an entire case.
- 6-sheet Excel with executive summary
- Combined chronology + provider directory
- Page breakdown + medical code summary
Table Extraction
Extract structured tables from medical records — lab results, vitals, medication lists, billing, procedures, allergies, demographics, and insurance data.
- 8 medical table types auto-detected
- Dual extraction: pdfplumber + regex
- 3-sheet Excel: Index, Data, Verification
Document Splitting
Auto-split large PDFs into individual documents at section boundaries. Detects 46 header types across English and Spanish medical records.
- 46 document headers detected (23 English + 24 Spanish)
- Split by section header or custom page ranges
- Optional blank page removal
- Page preview with first/last page thumbnails
- Lossless PDF splitting via PyMuPDF
PDF Bookmarks & TOC
Insert navigable bookmarks into your PDFs. Creates a clickable Table of Contents for easy navigation in any PDF viewer.
- 49 section header types (27 English + 22 Spanish)
- Classification-based bookmark detection
- Standard PDF outline navigation
Multi-Format Export
Export reports to Excel, CSV, PDF, Word (.docx), and TXT. Professional layouts with headers, alternating rows, and page numbers.
- Excel Dark Mode — toggle under Tools menu (easy on eyes)
- CSV with UTF-8 BOM (Excel-compatible)
- PDF with professional table layout
- Word document and plain text export
Gap Analysis
Detect gaps in the treatment timeline, missing providers from referrals, and incomplete encounters like admissions without discharge.
- Date gap severity: Minor / Moderate / Critical
- Missing provider & referral tracking
- Incomplete encounter detection
Damages Analyzer
Extract and total dollar amounts from medical billing records. Essential for demand letters in personal injury and med-mal cases.
- 11 billing categories auto-detected
- Provider & category totals
- Nearby CPT/ICD code association
Case Narrative Summary
Generate a prose narrative summarizing the entire case — 10 sections covering timeline, providers, diagnoses, surgeries, imaging, and gaps.
- 10 narrative sections auto-generated
- Template-based, runs offline
- Output as Word, Excel, PDF, and TXT
Future Care Cost Estimator
Project future medical care costs from ICD-10 diagnosis codes. Essential for life care plan preparation in personal injury cases.
- 44 ICD-10 code families mapped to care costs
- Medical inflation projection (3% annual)
- Body region grouping and present value analysis
- 4-sheet report: Summary, Region, Projection, Detail
Lost Wage Calculator
Extract employment data and work restrictions from medical records to calculate past and projected lost wages.
- Employer, title, and salary extraction
- Work restriction detection (TTD, TPD, light duty)
- 5-sheet output: Wage Detail, Restriction Log, Employer Summary, Projection, Summary
- Future projection with 2% wage growth
Compliance & Production — Litigation-Ready Output
Production Set Builder
Assemble litigation-ready document productions with Bates numbering, PHI redaction, and a complete production index.
- Sequential Bates stamping across documents
- Integrated PHI redaction (SSN, DOB, MRN, etc.)
- Production index and transmittal letter
- Confidentiality stamps
Smart Folder Organizer
Auto-organize your flat output folder into a clean, numbered case folder hierarchy with a file manifest.
- Numbered subfolders (01_OCR, 02_Chronology, etc.)
- Optional case name for root folder
- _Index.xlsx file manifest
Deposition Analyzer
Parse deposition transcripts to extract Q/A exchanges, identify witnesses, catalog exhibits, and flag medically-relevant testimony.
- Q/A extraction with witness & attorney ID
- Exhibit index and objection log
- Medical testimony flagging (50+ keywords)
- 6-sheet output report
PDF Merge & Compress
Combine multiple PDFs into a single document with custom ordering, or compress oversized files for e-filing and court submissions.
- Merge with auto-generated bookmarks
- 3 compression quality presets (Low/Medium/High)
- Batch processing for multiple files
Batch Queue
Queue multiple folders for automated overnight processing. Select tools, add folders, and let RecordIQ handle the rest.
- Multi-folder queue management
- 7 processing tools selectable per batch
- Per-folder output with real-time progress
Pro Intelligence — Advanced Automation
Advanced Pattern Matching Pro
NLP-powered entity detection engine using spaCy. Enhances accuracy across all processing modules with medical context awareness.
- NLP-enhanced entity detection (names, dates, orgs)
- Smarter provider name extraction
- Medical context & terminology detection
- Lemma-based search for flexible matching
- All processing occurs locally; cloud access is only required for license verification or optional diagnostic uploads
Report Studio Pro
Create branded report templates with your firm's colors, logo, and fonts. Every export matches your professional identity.
- Firm branding: logo, colors, fonts, footer text
- 6 color presets (Navy, Burgundy, Slate, Green, Classic, Blue)
- 8 column layouts (Chronology, Demand, Deposition, etc.)
- Cover page with 3 styles (Professional, Minimal, Classic)
- Export/import templates as JSON for team sharing
Accuracy Libraries v3.16
Five specialized libraries that boost extraction accuracy across all processing modules — better date parsing, provider validation, and OCR tolerance.
- Fuzzy date parsing catches missed dates
- Provider name validation & normalization
- Phone/fax validation for PHI detection
- Fuzzy text matching for duplicates & search
- OCR typo tolerance in headers & labels
Universal Redaction v4.2
Detect and redact 40+ categories of sensitive information — PII, financial data, privilege markers, trade secrets, and Canadian identifiers. Supports HIPAA Safe Harbor and PIPEDA requirements.
- 40+ PII types across 7 category groups
- Credit cards, SSN, EIN, passport, bank accounts
- Attorney-client & work product privilege markers
- Canadian SIN, OHIP, provincial health numbers
- Selective redaction by PII type or category
Universal Classifier v4.2
Classify documents into 23+ categories aligned with EDRM e-discovery taxonomy — pleadings, contracts, invoices, tax documents, family law, court orders, and more.
- 23 document categories + fallback
- Specificity-weighted keyword scoring
- Per-page classification with confidence scores
- EDRM taxonomy alignment for e-discovery
- Excel + JSON output with summary statistics
Financial Analyzer v4.2
Parse financial documents — invoices, bank statements, tax returns, medical bills — and extract dollar amounts, categorize expenses, and detect discrepancies.
- 10 financial document types recognized
- 8 expense categories (medical, legal, housing, etc.)
- Multi-currency support (USD, CAD)
- Automatic discrepancy detection
- 4-sheet Excel (transactions, categories, timeline, discrepancies)
Privilege Log Pro v4.2
Generate privilege logs designed to support FRCP Rule 26(b)(5)(A). Automatically detect attorney-client privilege, work product, settlement communications, and more.
- 7 privilege categories with legal basis citations
- FRCP-aligned column structure
- Metadata extraction (author, recipient, date, subject)
- High/Medium/Low confidence scoring
- Sequential log entry numbering
Completeness Checker Pro v4.2
Identify missing medical records with 5-vector completeness analysis — cross-reference referrals, orders, results, companion records, and facility mentions.
- Provider referral-to-record cross-reference
- Order-to-result matching (imaging, lab, procedure)
- Companion record detection (surgery→anesthesia/pre-op)
- Bilingual Spanish/English pattern matching
- 4-sheet Excel (missing, order-result, companions, summary)
Demand Letter Generator Pro v4.2
Generate FRCP-aligned personal injury settlement demand letters with itemized specials, pain & suffering calculations, and Colossus-optimized formatting.
- AAJ/ATLA 15-section industry-standard format
- Multiplier & per diem pain/suffering calculation
- Auto-populate from OCR‑processed records
- Itemized medical specials with provider detail
- Lost wages & future care cost integration
- 8 letter types (PI, med mal, premises, auto…)
Case Report Orchestrator Pro
Run multiple analyses in a single click and generate a unified case report designed for professional review. Combines chronology, damages, providers, gap analysis, and more into one deliverable.
- One-click multi-analysis across all modules
- Unified case report with executive summary
- Configurable module selection per case type
- Professional Word, Excel, and PDF output
Security & Accessibility — Built for Compliance
Security Center
Monitor your security posture and HIPAA compliance efforts from a single dashboard. Track encryption, audit logs, key rotation, backups, and sessions.
- Real-time compliance status overview
- Encryption key rotation tracking
- Automated backup scheduling (daily/weekly/monthly)
- Config integrity monitoring (SHA-256 drift detection)
- Session management & inactivity timeout
- Currently preparing for a SOC 2 Type I audit
Security Training Checklist
Built-in security awareness training for legal staff. Eight-section interactive checklist covering PIN management, encryption, PHI handling, and audit compliance.
- Supports HIPAA §164.308(a)(5) security awareness requirements
- 10-item quarterly review checklist with evidence capture
- Covers encryption, PHI, access control, and network safety
- Accessible from Help → Security Training
Accessibility (Section 508)
Interface designed to support WCAG 2.1 AA with high contrast theme, keyboard navigation, font scaling, and screen reader support for inclusive access.
- High Contrast theme — WCAG AAA 7:1+ contrast ratio
- Font scaling: 75% to 150% (6 presets in Settings)
- Full keyboard tab order across all 32 interactive tabs
- 85+ accessible widget names for screen readers
- VPAT 2.5 (Section 508) published
Built with HIPAA safeguards in mind.
Designed for trust.
RecordIQ was architected from day one as an offline-first application. Your clients' Protected Health Information never touches the internet — because RecordIQ's document processing requires no internet connection.
AES-256-GCM Encryption
All processed data encrypted at rest with AES-256-GCM (FIPS 197 standard). Keys generated locally, never transmitted.
No PHI Transmitted During Processing
All OCR, analysis, and report generation happen entirely on your workstation. Offline-first security architecture.
Tamper-Evident Audit Logs
HMAC-chained append-only audit trail of every action. Supports HIPAA compliance documentation.
Hardware-Bound Licensing
Each license locked to CPU, motherboard, disk serial, and BIOS serial. Prevents unauthorized license sharing.
BAA Available
Business Associate Agreement available for covered entities. Security controls designed with SOC 2 principles in mind.
From Scanned Records to
Organized Intelligence
Three simple steps to transform stacks of records into actionable, searchable data.
Load Your Documents
Select a folder of scanned PDFs or images. RecordIQ accepts PDF, TIFF, PNG, JPEG, and BMP — any format your scanner produces.
Process & Analyze
Click Process. RecordIQ extracts text, classifies documents, builds chronologies, detects duplicates, identifies billing codes, stamps Bates numbers, redacts PHI, indexes providers, calculates damages, and generates reports — all from rule-based, deterministic processing you run and review. No black box, no off-device inference.
Export Encrypted Results
Get organized Excel reports, searchable text, and chronologies — all AES-256 encrypted. Open securely anytime with your local key.
One Product, Six Perspectives
Whether you're evaluating, implementing, auditing, litigating, managing, or using RecordIQ daily — here's what matters to you.
Managing Partners
ROI: 33 tools bring outsourced record review and standalone chronology software in-house.
Risk: Zero document data leaves your office. No generative AI hallucinations. BAA available. SOC 2 principles in mind.
Bottom line: Faster case prep, lower overhead, defensible compliance posture.
Firm Administrators
Operations: One desktop install per workstation. No servers to maintain. No subscriptions per user. One annual license covers unlimited processing.
Training: Self-explanatory interface — paralegals are productive on day one. No IT tickets. No onboarding delays.
Budget: Bring outsourced review in-house with one flat fee. ROI is modeled to be immediate once per-page outsourcing is replaced — see the illustrative cost models in our blog.
IT & Technical
Architecture: Standalone desktop EXE. No server, no Docker, minimal cloud dependency — license activation only. No external network sockets opened during processing.
Encryption: AES-256-GCM (FIPS 197), PBKDF2-SHA256 (600K rounds), HMAC-SHA256 audit chain, DPAPI key wrapping.
Deployment: Extract ZIP, run EXE. No installer. No admin rights needed. Windows 11 x64.
Compliance & Auditors
Standards: security practices informed by SOC 2 principles (not yet certified) (security and compliance best practices).
Documentation: BAA template, DPA, Privacy Impact Assessment, Breach Notification Procedure, VPAT (Section 508).
Audit trail: HMAC-chained tamper-evident logs, 19 event types, 6-year retention.
Attorneys
Case prep: Chronologies, damages summaries, gap analyses, and demand letters structured directly from your records — designed for professional review and validation.
Traceable output: Every data point traces back to a source document with page numbers, ready for attorney review.
Bilingual: Spanish/English medical records processed natively. ICD-10/CPT extraction, provider indexing, and narrative summaries in minutes.
Paralegals & Staff
Workflow: Load a folder of PDFs, click Start, get organized Excel reports. Chronologies, provider lists, damages totals, and case summaries — designed to save hours of manual work.
No training needed: Each tab is self-contained. Select files, click Process, open results. Bilingual English/Spanish built in.
Your data is safe: Everything encrypted automatically. PIN-locked. Full audit trail.
Built for a Friend. Made for Everyone...
This is a true story.
This project didn’t start in a boardroom. It didn’t come from a market analysis or a pitch deck. It started with talking to my friend about how her day at work went.
She’s a paralegal at a law firm. Every week, she’d sit at her desk and scan through thousands of pages of medical records. By the end of the day, her eyes were so tired she could barely stand to look at the computer screen...
— Ulises Rodriguez Ruiz, Founder & Developer, RecordIQ Software LLC
Read the Full Story →Three Plans, One Goal
Zero per-page fees. Unlimited pages. Fully offline by design. Request a demo to find the right fit for your firm.
Standard
15 core tools • 1 user/workstation • unlimited pages
HIPAA support • FIPS 197 • PIPEDA Support
- OCR Processing & Chronology Builder
- Classification, Search & Duplicates
- ICD/CPT Codes & PHI Redaction
- Bates/Exhibit Numbering
- Splitter, Bookmarks, Merge & Compress
- Folder Organizer, Export & Compliance
- Email support & continuous updates
Pro
All 33 tools • 1 user/workstation • unlimited pages
HIPAA support with BAA available
- Everything in Standard
- Provider Index, Summary & Tables
- Batch Queue (multi-folder overnight)
- Gap Analysis, Damages & Narrative
- Future Care, Lost Wages & Lien Tracker
- Production Set, Deposition & Privilege Log
- Demand Letter, Completeness & Financial
- Universal Redaction & Report Studio
- Priority support & HIPAA BAA included
Enterprise
For firms with 5+ workstations
- Everything in Pro
- Volume licensing
- Dedicated account manager
- Custom onboarding & training
- SLA with phone support
Frequently Asked Questions
By default, all OCR processing, analysis, and report generation run entirely on your workstation — no internet connection required for document processing. Patient data remains on your machine. The only optional network activity is user-initiated diagnostic uploads, which are automatically scrubbed of all PHI before transmission.
RecordIQ is designed to support HIPAA compliance and includes safeguards such as access controls, audit logging, and Business Associate Agreement (BAA) availability. However, we do not guarantee HIPAA compliance, and compliance ultimately depends on how the service is configured and used by each customer. For more information, please review our Security Whitepaper and Government Compliance pages.
RecordIQ processes multi-page PDFs (scanned and native), TIFF, PNG, JPEG, and BMP files. It handles all formats commonly produced by scanners and document management systems.
Yes. RecordIQ includes built-in bilingual English/Spanish support across all processing modules. Medical terminology, document headers, and keyword detection work in both languages automatically — no configuration or toggle required.
You can still access all previously processed and encrypted data — your encryption keys remain on your machine. You simply won't be able to process new documents until you renew. We'll remind you 30 days before expiration.
Each license key is for one workstation (hardware-bound). If your firm needs multiple installations, contact us about Enterprise volume pricing with significant discounts for 5+ licenses.
RecordIQ automatically maintains multiple encrypted backup copies of your encryption keys with automated backup scheduling. We strongly recommend including your key backups in your firm's disaster recovery procedures.
Security and privacy are core to our platform design. We follow industry best practices and align our systems with recognized security and compliance frameworks where applicable.
Our software is designed with HIPAA safeguards in mind, along with guidance from established standards including NIST SP 800-171, FIPS 197, PIPEDA, FRCP, and NIST SP 800-88, as appropriate to the system and use case.
We are currently preparing for a SOC 2 Type I audit as part of our ongoing security and compliance program.
Our system is designed to produce deterministic outputs, ensuring consistent and predictable behavior based on defined inputs and system rules.
We continuously review and improve our security posture, including access controls, data handling practices, and infrastructure safeguards.
Key Security Principles:
- Security and privacy by design
- Alignment with recognized industry frameworks (where applicable)
- Controlled and auditable system behavior
- Ongoing compliance readiness (SOC 2 Type I (not yet certified))
- Deterministic system processing
See our Government Compliance page for detailed control mappings.
No. The RecordIQ desktop application uses deterministic pattern matching — not generative AI, not large language models — for all document processing. Once text is extracted, the same extracted content produces the same analysis output every time. No data is transmitted to any cloud service for processing. This reduces AI hallucination risk and supports defensible work product.
All temporary files and intermediate processing data are securely deleted after each session following NIST SP 800-88 guidelines — overwritten, not just removed from the file system. Your original source files are never modified. Encrypted output reports remain accessible only with your encryption key. Minimized residual data on disk.
See RecordIQ in Action —
Request a Demo
Tell us about your firm and we’ll send you a personalized walkthrough included — no credit card, no commitment included.
No credit card. No commitment. No long-term contracts. Your data is never shared or sold. Cancellation and refund terms in our EULA. Windows 11 64-bit.