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The provider actions menu

The records requests tracker

Getting a provider’s records is its own workflow — request, follow up, receive, and file. Matter Vault tracks this per provider so nothing falls through.

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Where Records Attach

A record can attach to a provider (which works even when the provider has no bills) or to a specific bill. You either attach a document already on the case or upload a new one. Either way it’s saved to the case and indexed so you can search inside it later.

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The Four Request Types

Each provider’s Records Requests tracker always shows four types you can request and chase independently:
  • Medical Records
  • Itemized Bills
  • Records & Bills
  • Custodian Affidavit

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The Request Lifecycle

A request moves from Not Sent, to Sent, to Follow-up Sent, to Received, to Uploaded (when you attach the file), to Complete. Each provider+type keeps its own attempt history.
When you send a request, you record the method, sent date, and a response-due date, and it starts a reminder ladder — the system nudges the assigned paralegal and attorney as the due date approaches and after it passes, until the records arrive or you stop the reminders.
Mark a request received (optionally attaching the file then and there), snooze its reminders for a few days, or stop them entirely. If you need to force a request to complete outside the normal flow, an override records your reason and shows a persistent badge.
You can also send every pending request for a provider at once with Send all pending.

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The HIPAA Check

When you request medical records from a provider without a signed HIPAA on file, the app warns you — records won’t be released without one — and asks you to acknowledge before proceeding. It’s a reminder, not a hard stop, so you can still proceed when you have reason to.