FAQ
Frequently asked questions
About RecordFlow
- What is RecordFlow?
- RecordFlow is a service that organizes medical records for personal-injury and PIP law firms. You upload a patient's records as PDFs or a ZIP file, and RecordFlow reads every page, sorts them into chronological order by date of service, removes duplicate and non-medical pages, and returns a single clean, organized PDF.
- Who is RecordFlow for?
- RecordFlow is built for personal-injury and PIP (personal injury protection) law firms and their paralegals: anyone who needs a patient's medical records sorted chronologically by date of service before a demand letter, arbitration, or trial.
- Who operates RecordFlow?
- RecordFlow is a product of S2Reason LLC. All support, billing, and privacy requests go through support@s2reason.com.
How it works
- How does RecordFlow sort records by date of service?
- RecordFlow reads every page of the uploaded files, identifies the date of service on each page, strips duplicate and non-medical pages, and reassembles the remaining pages into one PDF ordered chronologically by date of service, across any number of source providers or files.
- What file types does RecordFlow accept?
- RecordFlow accepts PDF files and ZIP files containing PDFs.
- Do I need to review the output before using it?
- Yes. RecordFlow uses automated OCR and AI to read and order records, and while it is built to be accurate, automated output can contain errors. You should review the organized record before relying on it in a demand letter, arbitration, or trial.
Duplicate pages
- Does RecordFlow remove duplicate pages from medical records?
- Yes. RecordFlow removes duplicate pages from a patient's medical records on every case. A file uploaded twice is dropped whole, and repeated pages are found by reading the text on every page and comparing pages that share a date of service, across every source file and every provider in the case. Pages that are similar but not clearly identical are kept rather than removed.
- How does RecordFlow decide that two pages are duplicates?
- RecordFlow compares the text OCR reads off each page, not the image. Fax headers, portal timestamps and printed-on footers are stripped before the comparison, because a second copy of a page almost always differs in exactly those places. Exact and near-exact matches are removed automatically. Anything less certain goes to a separate AI check that sees the surrounding records, and if that check fails or does not clearly resolve, every page is kept.
- Does RecordFlow merge duplicate medical bills?
- No. RecordFlow removes duplicate pages, which is a different job from merging duplicate charges. A duplicate page is the same sheet of paper arriving twice, and taking it out changes nothing about the money. A duplicate charge is one service restated across a ledger, a claim form and an explanation of benefits, and deciding which appearances are restatements changes the amount in dispute. RecordFlow does the page side and neither prices nor reconciles charges. It is also page-level deduplication of one patient's records, not the master-patient-index matching that hospital systems mean by duplicate records. The charge side is Desk, a separate S2Reason product for medical bill review, described at s2reason.com.
Pricing
- How much does RecordFlow cost?
- RecordFlow is priced per case by page count, with no subscription: $5 up to 100 pages, $9 up to 200 pages, $17 up to 400 pages, $25 up to 1,000 pages, and $35 up to 5,000 pages. Your first case is free, so you can see the output on your own records before paying. Cases over 5,000 pages are quoted individually. Send the approximate page count to support@s2reason.com and RecordFlow replies within one business day with the price.
- What happens if my case is over 5,000 pages?
- Cases over 5,000 pages are not auto-priced. Email support@s2reason.com with the approximate page count and RecordFlow will provide a custom quote.
Security and privacy
- Is RecordFlow HIPAA-compliant?
- RecordFlow processes records only on cloud infrastructure covered by signed Business Associate Agreements (AWS and Google Cloud). Records are encrypted in transit and at rest, are accessible only to the RecordFlow team handling your case and never combined with another firm's records, are automatically deleted 30 days after upload, and are never used to train AI models. A BAA is available on request by emailing support@s2reason.com.
- How long does RecordFlow keep my files?
- Uploaded records and the organized output RecordFlow generates are automatically and permanently deleted 30 days after upload. Download and save your organized PDF before that window closes.
- Does RecordFlow use my records to train AI models?
- No. RecordFlow never uses uploaded records to train AI models. Records are read only to organize the specific case they belong to.
- Can I get a Business Associate Agreement (BAA)?
- Yes. A BAA is available on request. Email support@s2reason.com and S2Reason LLC will provide one for your firm.
Still have a question? Email support@s2reason.com and a member of the S2Reason team will respond.