Medical records follow-up log for law firms (free)

Keep one line for each letter, fax, call or portal check. The log records what happened, the next action and the next date, so another team member can pick up the request.

Download Excel workbook Download CSV

Free to copy and adapt. No sign-up.

This template is for administrative tracking only. It is not legal advice.

How to use the template

Check proof of sending, the records contact and any recent arrivals before following up.
Write the entry on the same day as the contact. Every line ends with a next action and date.
Escalate refusals, authorization problems and final follow-ups to the attorney or case manager under your firm’s rules.

Download the workbook for all tabs, or use the CSV for a single table. To use Google Sheets, upload the Excel file or import the CSV. Delete the example rows and the final NOTE row in each CSV before adding your own records. Store files in your firm’s approved system and link to them; keep passwords, identity numbers and document contents out of the tracker.

Follow-up log

Follow-up log
Date	Case	Provider	Method	Contact	Stage	What they said	Next step	Next date	By
EXAMPLE 28 Apr	24-118	Orthopedic group	Fax	Records dept	Partial	(no reply yet)	Partial-records letter sent for visit notes after 2 May	5 May	Paralegal A
EXAMPLE 5 May	24-118	Orthopedic group	Call	J., records clerk	Partial	Notes after 2 May are with their retrieval company	Send partial letter to retrieval company	12 May	Paralegal A
EXAMPLE 26 Mar	24-118	City urgent care	Portal	—	1st	Portal shows request received, in process	Check portal	2 Apr	Paralegal A

Phone note

Phone note
Field	Entry
Date / time	—
Called: number	—
Spoke to: name, role	—
What they said	—
What they need from us	—
Promised by (date)	—
Next step and date	—

When to escalate

When to escalate
Situation	Why it goes up
The provider says it can't or won't release the records	That decision and what to tell the client sits with the attorney
The provider wants a fee you weren't expecting or one above the amount your firm lets staff approve	Someone with authority has to approve or dispute it
The provider says the authorization isn't valid or wants a different form	The attorney decides how to respond and what the client needs to sign
The provider says there are no records for those dates	It may affect the case, so the legal team needs to know
A firm deadline is coming and the records are still missing	The attorney decides what to do next
The request has gone past your firm's own limit for how long a request can stay open	That's what the limit is for

Questions before you start?

Is this different from the request tracker?

Yes. The tracker holds the current state of each request. This log keeps the history of contacts, including who was reached and what they agreed to do.

What should a phone note include?

Record the date, time, contact name, request discussed, response, promised action and next date. Keep the note with the relevant request.

How often should staff follow up?

Use the interval approved by your firm for that matter. This log does not prescribe legal response times or replace attorney review.

Keep the next step clear.

Medical records request tracker template for PI firms Track medical records requests in Filevine Clio medical records tracking, with or without the PI Add-On Client document reminders with MyCase and Gmail or Outlook Filevine automations: what to automate first in a PI firm Workflows for personal injury firms

Spend less time chasing client documents.

Runnrr sets up the recurring steps in your existing tools. Start with one workflow and agree the checks with your team.

Book a Demo Call