Records on Time

What Records on Time does

Records on Time (legally Rob Levine Legal Solutions) is a B2B medical record retrieval service purpose-built for personal injury and adjacent litigation law firms. Its core offering retrieves medical records from healthcare providers, processes them via OCR, organizes them by provider and dates of service, and delivers them directly into a law firm's case management system. The platform maintains bilateral integrations with seven major legal CMS products (Neos, Needles, SmartAdvocate, Litify, FileVine, Clio, CasePeer) and direct connections into 400,000+ EHR-enabled provider portals including Epic, Aetna, MyChart, Medicare, and VA Health, enabling same-day EHR-based delivery and traditional 21-day paper-fallback retrieval.

The underlying technology stack combines an integration interoperability layer (extracting client/provider data from the CMS and writing records, bills, expenses, and notes back to native tabs), OCR with accuracy checking and compression, secure time-limited encryption for client authorization, and a ticket-based communication system that mirrors all correspondence into the CMS notes tab. The company is HIPAA compliant and SOC 2 Type 1 and Type 2 certified, with a public trust profile on Sprinto.

Records on Time's revenue model is a flat $49.95 per-record transaction fee with no monthly subscription or long-term contract required, allowing firms to pass the fee through to clients as a case expense. EHR-based retrieval carries zero provider fees, yielding ~$150 per-record savings relative to traditional retrieval. Distribution is sales-led: account executives conduct 160+ cold calls daily, supplemented by 10-12 industry events annually, a self-serve HubSpot demo booking flow, and a content/podcast engine. Primary customers are U.S. personal injury law firms across enterprise, mid-market, and SMB segments, with adjacent exposure to workers' compensation, mass tort, and medical malpractice practices. Records on Time operates as a privately held division of Rob Levine Law, headquartered in Providence, Rhode Island, with a San Juan, Puerto Rico presence; it rebranded from Rob Levine Legal Solutions in May 2026 to sharpen its medical-records positioning.

Name

Records on Time

Legal name

Rob Levine Legal Solutions

Website

https://recordsontime.com

Company type

Private

Founded year

2026

Operating status

Operating

Headcount range

51–100 employees

Short description

Records on Time is a B2B medical record retrieval service for personal injury and adjacent litigation law firms, offering CMS-integrated retrieval from 400,000+ EHR providers with same-day delivery, OCR processing, and direct posting of records and expenses into firm case management systems.

Ownership category

akta.pro rank

Product category

Legal Technology Services — Medical Record Retrieval

NAICS

Legal Services (5411)

SIC

Services-Computer Processing & Data Preparation (7374)

akta.pro primary industry

Patient Chart Abstraction, Data Migration & EHR Archiving/Decommissioning (HLACAAAM)

akta.pro secondary industry

Record Locator Services (RLS) & Longitudinal Record Aggregation (HLACABAH)

Keywords

• Medical record retrieval
• EHR portal integration
• Case management integration
• Legal process outsourcing
• Personal injury support

Headquarters

HQ city

San Juan

HQ country

Puerto Rico

HQ region

Latin America

Offices1 record

Markets served

GTM type

B2B

Offering type

Services

Cost components

Personnel, Operations, Technology or R&D, Marketing or Sales, Infrastructure

Revenue model

1. Medical Record Retrieval Fee: Flat-rate per-record retrieval fee of $49.95. Fee can be passed through to clients as case expense. No provider fees when using EHR retrieval. No monthly subscription or contract required.

Pricing tiers

Go-to-market motion1 record

Distribution channels3 records

Marketing channels8 records

Core offering

Records on Time provides outsourced medical record retrieval services for personal injury law firms. The service pulls records from 400,000+ healthcare provider EHR portals (same-day) or via traditional HIPAA-compliant methods (~21 day average), processes them through OCR, organizes them by provider and date of service, and delivers them directly into the law firm's case management system along with costs, bills, and notes via bilateral CMS integrations with Neos, Needles, SmartAdvocate, Litify, Filevine, Clio, and CasePeer. Pricing is a flat $49.95 per record with no monthly subscription, no long-term contracts, and zero provider fees when EHR is available.

Product overview

Records On Time is a B2B legal technology company offering a suite of medical record retrieval solutions for personal injury law firms. The core product is the Medical Record Retrieval Service, a fully CMS-integrated platform that pulls records via EHR portals (Epic, Aetna, MyChart, Medicare, VA Health) or traditional HIPAA-compliant methods, processes them through OCR, and delivers organized records directly into the firm's case management system with costs posted to expense tabs. Same-day EHR delivery covers 400,000+ providers with zero provider fees; traditional retrieval averages 21 days. The company also offers Legal Ascend, a mastermind and consulting program for law firm growth, and maintains bilateral integrations with seven major CMS platforms (Neos, Needles, SmartAdvocate, Litify, Filevine, Clio, CasePeer).

Differentiator

Problem solved

Functional benefit

Products and services

• Medical Record Retrieval Service The primary service enabling personal injury law firms to request, track, and receive medical records entirely within their case management system. Records are pulled from healthcare providers via EHR portals or traditional HIPAA-compliant methods, OCR-processed, organized by provider and dates of service, and delivered directly into the firm's CMS with costs posted to the expense tab. Flat $49.95 per record, no subscription required.
• EHR Retrieval Service Electronic Health Record retrieval enabling direct, secure access to provider portals (Epic, Aetna, MyChart, Medicare, VA Health) with client authorization. Delivers records in as little as one day with no provider fees, part of the core medical record retrieval service.
• Same-Day Medical Record Retrieval Same-day retrieval service for medical records via EHR integration, enabling records retrieval in as little as 1 day from connected providers without leaving the law firm's CMS.
• Traditional Medical Record Retrieval Fallback retrieval process using standard HIPAA-compliant methods when EHR is unavailable or the client does not complete portal authorization. Includes direct provider follow-up, invoice processing, and manual record organization with an average turnaround of approximately 21 days.
• CMS Integration Platform Bilateral integration layer connecting Records on Time's retrieval service with law firm case management systems. Pulls client and provider data from the CMS and delivers records, bills, expenses, and communication logs back into the respective CMS tabs across seven supported platforms.
• Legal Ascend Mastermind Group A law firm growth and mastermind program for personal injury attorneys covering marketing strategy, intake optimization, operational efficiency, technology integration, and human resources development. Includes weekly Zoom sessions, bi-annual in-person retreats, breakout rooms, one-on-one mentoring, and a private community. Priced at $1,995 per month.

Quantifiable outcome

• Saves ~$150 per record through EHR eliminating provider fees
• +5 more outcomes

Named customers5 records

Segments4 records

Ideal customer profiles4 records

Technology focussed Yes

API detail

Has API

No

API docs

API detail

Core technology

AI maturity

App detail

Integration7 records

AI capability4 records

Feature5 records

Partnerships

Seven partnerships are on record, tiered core.

• CliocoreTechnology or IntegrationFull bilateral CMS integration with Clio case management system. Records On Time pulls client info, provider data, and HIPAA forms from Clio; delivers records, bills, expenses, and notes directly back to the appropriate matter. Supports continuous data sync throughout the day.
• FileVinecoreTechnology or IntegrationCMS integration enabling requests from Medical Tab, delivery to Medical Tab, and communication logging to Activity Tab within FileVine.
• LitifycoreTechnology or IntegrationIntegration with Litify matter management allowing requests from Matter, delivery to Expenses Tab, and notes to Litify Notes.
• SmartAdvocatecoreTechnology or IntegrationIntegration with SmartAdvocate enabling requests from Medical Provider Tab and delivery to Disbursements Tab.
• NeedlescoreTechnology or IntegrationCMS integration with Needles allowing requests initiation directly from Records Tab.
• NeoscoreTechnology or IntegrationIntegration with Neos extracting client info from Case File, requests from Request Tab, delivering to Documents Tab and Value Tab.
• CasePeercoreTechnology or IntegrationCMS integration with CasePeer enabling verification from Client Tab, requests from Medical Treatment Tab, and delivery to Cost Tab.

Scale indicators6 records

Recent moves7 records

Expansion highlights6 records

Broad incumbents

• ABC Legal Services: ABC Legal Services is an established national legal support provider offering process serving, record retrieval, and court filing. Comparable because its record retrieval line competes directly with Records On Time in serving law firm customers with multi-jurisdiction document needs.
• U.S. Legal Support: U.S. Legal Support is one of the largest U.S. legal support services firms, offering court reporting, record retrieval, and litigation support. Comparable because its record retrieval division targets the same PI and mass tort law firm customers and competes on national footprint.
• Thomson Reuters: Thomson Reuters is a large incumbent providing legal information, practice management, and litigation support to law firms. Comparable as a broad incumbent that could expand into adjacent record retrieval services and competes for law firm software wallet share.
• Esquire Deposition Solutions: Esquire is a nationwide court reporting and legal support firm with record retrieval capabilities for litigation clients. Comparable because it offers adjacent litigation support services to overlapping plaintiff law firm customer segments.
• Veritext Legal Solutions: Veritext is a national legal services company providing court reporting, deposition, and record retrieval. Comparable because its record retrieval offering serves the same plaintiff-side law firm market that Records On Time targets.

Direct peers

• Hudson Global: Hudson Global provides outsourced medical record retrieval services to law firms and insurance carriers. Comparable because it offers the same pay-per-record retrieval model Records On Time uses, serving overlapping PI and insurance defense client bases.
• MedChart: MedChart is a medical record retrieval platform that automates requests to healthcare providers on behalf of legal and insurance clients. Comparable because it competes directly for the same PI law firm demand and emphasizes EHR portal connectivity and digital consent workflows.
• Magna Legal Services: Magna Legal Services provides end-to-end litigation support including record retrieval, court reporting, and trial services to law firms. Comparable because its record retrieval line directly competes with Records On Time for the same PI and mass tort customers.
• ChartRequest: ChartRequest is a direct competitor offering EHR-based medical record retrieval with online ordering, status tracking, and EHR portal integration for law firms and other requesters. Comparable because it targets the same personal injury and legal clients with the same pay-per-record pricing model and EHR-driven value proposition.

Emerging players

• Clio: Clio is a leading cloud-based legal practice management platform that Records On Time integrates with. Comparable because Clio sits in the same law firm workflow stack and could at any point launch or acquire native record retrieval features, making it both a partner and potential competitive threat.

Market position

Strengths5 records

Weaknesses5 records

Competitive moat6 records

Key risks6 records

Key highlights7 records

Customer concentration

• Xx.com/recordsontime
• YouTubeyoutube.com/@Recordsontime
• Facebookfacebook.com/recordsontime
• LinkedInlinkedin.com/company/records-on-time

Compliance3 records

Revenue estimate

Valuation estimate

Number of profiles

Profiles11 records

Funding overview

Funding rounds

Investors

Funding detail is available on the Subscription and Enterprise plan.Contact sales →

M&A

Investments

M&A and investment is available on the Subscription and Enterprise plan.Contact sales →

Frequently asked questions about Records on Time