When accuracy and expert analysis matter
No software to install, no training for your staff. If your medical assistant or paralegal can attach a PDF, they can run a case start to finish.
Step 1
Registration is just who you are: your practice or firm, your work email, and who needs a login. We set up your secure workspace the same business day, with an individual account for each physician, assistant, attorney, and paralegal. No shared logins, no forwarding email chains. Registered organizations skip this step forever; you log in and go. Case details like the matter type, the posture, and your deadline come with each case you send, and that's how we match your records to the right reviewer.
Step 2
We send a secure upload request for the case, itemized so you can see what's been provided and what's still outstanding. Drag the PDFs in, whether that's a single file or fifty, hundreds of pages or tens of thousands. Everything is encrypted in transit and at rest. Generally the same business day your records arrive, we count them and send your confirmation with the invoice: how many files we received, the total page count, and the exact amount: pages times your tier's published rate. There's no quote to wait on, because the price is arithmetic. Want your number even earlier? The instant estimator tells you before you upload. Records that trickle in from providers later? Add them to the same request; they're counted and confirmed the same way.
Step 3
One click on the pay link, card or ACH, and review begins with a committed completion date. Returning clients can opt in to auto-charge on the confirmed count, so review starts the day records arrive with no waiting on accounts payable. Then the work: records are sorted by provider and date, and the treatment history is built into a medical chronology by a nurse practitioner, physician assistant, or physician whose clinical experience matches the case matter. Our reviewers work with AI-based tools that help organize the record and surface findings. They then read the actual PDFs and verify the summary against the source records. Nothing ships on software's word alone.
Step 4
When the case is finalized you get an email, with no patient information in it, telling you the summary is ready in your account. Nothing follows it, because your case was paid before review began: no invoice, no follow-up, no accounting loose ends. Download the chronological summary as a PDF, with a Word copy on request. Completed cases stay available in your account for years after delivery, so the file is there when trial rolls around eighteen months later. Keep a copy in your own case file too.
Security
Medical records in an email inbox are a breach waiting to be reported. NaviCase was built portal-first so that protected health information never travels by email, in either direction.
Files are encrypted in transit and at rest in HIPAA-eligible cloud storage. Downloads run through expiring, access-controlled links.
Access is scoped to your organization. Every user has an individual account with multi-factor authentication. No shared logins, ever.
Upload and download activity is written to system audit logs. If you ever need to show chain of custody for the record set, it exists.
Where NaviCase acts as a business associate or subcontractor business associate under HIPAA, the applicable Business Associate Agreement governs the engagement. Ask us during onboarding.
Common questions
Standard turnaround is six to ten business days, committed at payment. Need it sooner? A two to five day rush adds 25% of the case total, and next-day service adds 50%. Both are confirmed at intake.
PDFs are ideal, but every accessible, readable file in your confirmed case is counted and reviewed, whether that's Word documents, images, or mixed scans. If a file is corrupted, password-protected, or won't open, we'll tell you and ask for a replacement.
Yes. If your records arrive Bates-stamped or pre-sorted, we work within your structure and keep the summary consistent with it.
Only the NaviCase clinician assigned to your case and quality-review staff, under access controls and confidentiality obligations. Every reviewer is based in North America and actively engaged in clinical practice. No offshore processing, ever.
Yes, openly. AI-based tools help organize the record and surface findings. Then the practicing clinician on your case reads the actual PDFs and reviews and verifies the deliverable against the source records before anything is delivered. AI makes us faster; the clinician makes it accurate.
Your invoice generally arrives the same business day your records do, with the exact total, pages times rate, and a secure pay link, card or ACH, handled by our payment processor with saved payment methods and a billing portal for history and receipts. Payment is what starts the review, so there's never an invoice outstanding after delivery. Returning clients can opt in to auto-charge on the confirmed count so review begins the day records arrive. Invoices reference your case number, never the patient. Established volume accounts can move to monthly consolidated billing on negotiated terms.
Only when you order them. The Record Summary and Summary + Analysis tiers report the record without opinions. The Expert Medical-Legal Review tier adds a board-certified physician's written opinions on causation, permanency, disability, and future care, under a separate physician-specific engagement.
No quotes and no retainers. Onboarding takes a day. Upload, pay your exact page-count price, and we start.
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