The accident date lives nowhere
Practice management systems track visits and billing. They have no field for the date of the accident - which is the date every legal deadline is calculated from.
Personal-injury case management for medical practices
Your PI cases have legal deadlines.Does your practice know which ones are at risk?
Most practice management software tracks visits and billing. It doesn't show you which cases are approaching a legal cutoff, which providers are at capacity, or what your open pipeline is worth. CaseFlow does - in one screen, updated daily.
Coming soonApp StoreComing soonGoogle Play
HIPAA-eligible stackAudit log on every PHI touchPHI confined to a single managed region
What you'll see
Every case at risk, on one screen.
Drag through seven views - manager overview, case detail, provider capacity, and attorney liaison - on desktop and phone. Synthetic data, staging build. PHI never appears in any screenshot we publish.
Manager overview · desktop
The gap
Practice management software wasn't built for personal-injury cases.
Tools like ChiroTouch, AdvancedMD, and ChiroFusion handle clinical scheduling, SOAP notes, and billing well. They are not built for tracking a personal-injury case from intake through demand. Office managers fill the gap with spreadsheets, sticky notes, and memory.
Legal deadlines slip silently
No countdown, no escalation, no alert. Cases age past their legal filing window without anyone noticing until it is too late to do anything about it.
Lien balance is stale by default
Total billed minus payments minus write-downs - calculated on a notepad or in a spreadsheet. The number quoted to an attorney is rarely the real number today.
Re-evaluation reminders get missed
California protocols require re-evaluation at 30 days or 12 visits, whichever comes first. Two clocks, both tracked manually, both easy to miss.
What ships
Built to protect what no other software is protecting.
Four risks that show up in every personal-injury practice. CaseFlow was built from the ground up to catch each one before it becomes a problem.
Know exactly when each case runs out of time
Every PI case has a legal filing deadline tied to the date of the accident. Miss it and the case is gone - no settlement, no recovery, no second chance. CaseFlow counts down every open case and flags the ones approaching their cutoff, so your team knows before a crisis, not after.
Calculated daily against every open case. Color-coded by urgency. No math required.
The right information in front of the right person
A treating provider doesn't need to see lien balances. An attorney liaison doesn't need patient contact details. An office manager needs the full picture. CaseFlow structures access around each person's actual job - so everyone sees what they need, and nothing they shouldn't.
Access is controlled by role. What each person can see is defined by their position, not by trust.
Pulls from your existing software - no double entry
CaseFlow reads from your practice management system and keeps your caseload current without your team re-entering data. When records change, CaseFlow picks it up. Your staff works from one source of truth, not three different spreadsheets.
CaseFlow never writes back to your practice management system. It only reads.
A complete, tamper-proof record of every case action
In personal-injury work, documentation is everything. CaseFlow keeps a permanent record of every action taken on every case - who accessed a record, what changed, and when. Not as an add-on, but as the foundation the platform was built on from day one.
If a regulator or attorney ever asks what happened and when, the answer is there.
Patient privacy
Your patients trust you with their information. We protect it like that.
HIPAA compliance isn't a badge we add before launch. It is the architecture. The way patient data is stored, transmitted, and accessed was designed around privacy from the first line of code - not retrofitted after the fact.
Patient data lives in one place, and only one place
No patient information flows to analytics tools, error reports, or any storage outside our secured database. The separation is built into how the system works - not enforced by a policy that can be misconfigured.
Encrypted everywhere, all the time
All data moving between your browser and our servers is encrypted with current standards. Patient records stored on disk are encrypted at rest. There is no path to a patient record that is not encrypted.
Every access to a patient record is logged permanently
Every time someone reads or changes a patient record, CaseFlow writes a permanent entry. That log cannot be altered or deleted - not by your staff, not by us. If a question ever arises about who accessed what, the answer is there.
Patient details never reach external tools
When our systems report an error or send a log, patient names, dates of birth, addresses, and contact details are stripped before anything leaves the platform. A software bug cannot leak patient information to a third-party service.
Sub-processor categories
| Category | Use | BAA |
|---|---|---|
| Edge platform / WAF | Edge compute, ingress, web application firewall | Required (Enterprise tier) |
| Managed Postgres | All PHI at rest | Required (paid tier) |
| Auth provider | User identity and MFA | Required (Enterprise tier) |
| Error tracking | Crash reporting (PHI-scrubbed before send) | Evaluating |
| Outbound email | Customer communication (no PHI) | Not required |
| Source control | Code only (no PHI) | Not required |
Specific vendor names and signed-BAA status are disclosed during sales review under MNDA. Production deploy is gated on signed BAAs across every PHI-touching category. No real patient data enters any environment until those gates clear.
California privacy - CCPA
CaseFlow serves California practices and adheres to the California Consumer Privacy Act (CCPA). We do not sell personal information. Patients may request access to or deletion of their records - deletion requests are honored subject to HIPAA minimum-retention requirements (6 years). Contact hello@urbyx.io to submit a request.
On AI features
We don't ship AI features. On purpose.
Sending patient information into an AI tool puts that data in someone else's hands. Most AI providers don't yet sign the privacy agreements that HIPAA requires (Business Associate Agreements), so any AI feature that reads a patient record would put your clinic on the hook for the AI provider's mistakes. We won't put you in that position.
When that changes, we will review carefully. We will not add AI just because every other piece of software is adding it.
What you get today: legal deadline countdowns calculated from the actual accident date, a permanent record you can hand to a regulator, and access controls that keep the right information in front of the right person. Things you can verify yourself, and things an auditor can read.
Get a demo
See it against your case load.
Tell us a little about your practice and we'll set up a 30-minute walkthrough against synthetic data first, then a follow-up against your real workflow once a BAA is in place.
- Synthetic-data demo first, with no PHI in the call.
- Walkthrough covers SOL countdown, role views, ChiroTouch ingestion.
- If we're a fit, BAA review precedes any production access.