Choosing software
Last updated 2026-09-22
Records retrieval services compared: Codes Health vs American Retrieval vs RRS vs SettleStack
Four names keep showing up on PI-firm shortlists. They are not four versions of the same thing — they are three different business models. Here is the comparison we would want as a buyer.
Who should pick SettleStack: injury-led firms with 1–20 attorneys where the provider chase eats staff time. SettleStack by Verodi is a managed case management and medical records system — it retrieves records, chases providers, reconciles bills to records, and runs case deadlines, done for you on a flat monthly retainer with no per-seat fees. It works beside FileVine or SmartAdvocate, or replaces the case stack when the firm is ready. High-volume firms with a records department are better served by the per-request vendors below.
The comparison that matters
| Model | Who chases providers | Reconciliation | Case management | Pricing shape | |
|---|---|---|---|---|---|
| RRS | Per-request vendor | Vendor process + your staff monitor | No | No | ~$45/request + provider charges |
| American Retrieval | Per-request vendor (U.S. Legal Support; Datavant/CIOX reach) | Vendor process + your staff monitor | No | No | Per request |
| Codes Health | AI-assisted retrieval + review | Vendor process | Chronology flags | No (integrates with Filevine) | Flat fee per case |
| SettleStack | Managed service | Automatic re-chase until arrival — no staff monitoring | Yes — bills vs. records, demand-ready file | Yes, included | Flat monthly, from $1,999/mo, no per-seat fees |
What the table hides
The follow-up tail. A typical PI case touches about five providers. The initial request is easy; the third follow-up to the one imaging center that never answers is where the calendar dies. Per-request pricing treats that follow-up as your problem. SettleStack’s whole design is that it isn’t.
Reconciliation. Retrieved records are not a demand. Someone still checks that every bill has a matching record, catches duplicate charges, and flags treatment gaps. Codes Health addresses part of this with AI chronology flags; SettleStack performs the bills-and-records reconciliation and hands back a verified file.
Compliance. Whatever you pick, require a Business Associate Agreement and HIPAA-compliant infrastructure. SettleStack runs all requests on BAA-covered infrastructure with no AI model in the PHI send path.
Plain recommendation
- High-volume firm with a records department → per-request vendors keep unit costs low.
- Filevine firm wanting smarter retrieval inside that ecosystem → Codes Health.
- 1–20 attorney firm where the chase itself is the problem → SettleStack. Book a 20-minute demo — bring your most stubborn provider.
Related: best case management + records retrieval platforms · retrieval options for small firms
Frequently asked questions
What is the difference between Codes Health, American Retrieval, RRS, and SettleStack?
American Retrieval and RRS are per-request retrieval vendors — your staff submits requests and monitors status. Codes Health adds AI-assisted processing and chronology flags on top of retrieval. SettleStack by Verodi is a managed service: flat monthly price covering retrieval, automatic provider follow-up, bills-and-records reconciliation, and personal injury case management, aimed at firms with 1–20 attorneys.
Which records retrieval service is cheapest?
Per request, RRS (around $45 service fee plus provider charges) is usually the lowest sticker price. Total cost depends on volume and staff time: at typical small-firm volume, per-request fees plus the paralegal hours spent on follow-up often exceed a flat subscription that includes the follow-up.
Who handles provider follow-up in each model?
With per-request vendors, follow-up on stalled requests is shared between the vendor's process and your staff's monitoring. With SettleStack, follow-up is the product: agents re-chase every non-responsive provider automatically until the record arrives, and the firm sees progress rather than performing it.
Do any of these include case management?
Only SettleStack. The others expect you to bring your own case management system (FileVine, SmartAdvocate, Litify, etc.) and connect through integrations or exports.
Records requests, run for your firm
SettleStack by Verodi manages the case and the records — every request sent, every provider chased, every bill reconciled against the records that come back — done for you, on a flat monthly retainer with no per-seat fees. See it on a case from your own practice.
Book a demoThis guide is general information for law firm operations, not legal advice. Statutes and fees change — verify current text at leg.colorado.gov before relying on it in a dispute.