Organizing by Case
Use the following organizational approach for managing multiple cases on Medximity:
- Tag all communications and record requests with your internal case number.
- Download and archive records promptly upon delivery.
- Maintain a log of all HIPAA authorizations and their expiration dates.
- Track provider response deadlines (30-day HIPAA response window).
Preserving Evidence
- Download the chain of custody PDF for every records request.
- Save copies of all communications — Medximity retains them, but local copies protect against any disruption.
- Note the timestamp and verification status of every document received.
Spoliation Prevention
If a litigation hold is in place, notify relevant providers through the platform to preserve all records related to the patient and case. Medximity's timestamped communication provides evidence of the hold notification.
Data Retention
Medximity retains all attorney communications and record request documentation for the life of your account. If you close your account, you'll receive a 30-day notice to download all records. See our Privacy Policy — Data Retention for full details.