Medical Records → Chronology + Demand Letter

Turn a stack of medical records into a clean chronology, an itemized specials summary, and a persuasive demand letter draft—in one Claude conversation.

The Workflow

1. 1

   Load and organize the records

   Upload the medical records and bills (PDFs, scans, or exports) and have Claude inventory and group them before extracting anything. This first pass catches missing providers, duplicate pages, and illegible sections so you know what you're working with.

   PromptCopy

   You are assisting a personal-injury attorney with a records review. I am uploading medical records and bills for my client, [CLIENT NAME], arising from a [TYPE OF INCIDENT, e.g., rear-end motor vehicle collision] on [DATE OF INCIDENT].
   
   First, inventory what I've provided. Produce:
   1. A list of every distinct provider/facility you can identify, with the date range of treatment for each.
   2. The document types present for each provider (e.g., ER records, office notes, imaging reports, PT notes, itemized bills).
   3. A "gaps and flags" list: anything illegible, any pages that appear to be duplicates, any bills without matching treatment notes (or vice versa), and any references to providers whose records are NOT in this set.
   
   Do not draft a chronology yet. Where a date, name, or figure is unclear, say "UNCLEAR" rather than guessing. We will work through the records step by step in this same conversation.

   What you get: A provider-by-provider inventory with treatment date ranges and document types, plus a gaps-and-flags list pointing you to missing records, possible duplicates, and unreadable sections to chase down before you go further.

2. 2

   Build the medical chronology

   Have Claude convert the organized records into a single date-ordered chronology. This is the backbone every later step relies on, so insist on source citations (page or Bates) for each entry so you can verify fast.

   PromptCopy

   Now build a medical chronology from these records. Output a table sorted by date (earliest first) with these columns:
   
   | Date | Provider / Facility | Type of Visit | Key Findings / Diagnoses | Treatment / Plan | Source (page or Bates) |
   
   Rules:
   - One row per encounter. Use the date of service, not the date a note was dictated.
   - Quote diagnoses and key findings closely; do not paraphrase a diagnosis into something more severe.
   - In "Source," cite the page or Bates number so each entry can be verified against the records.
   - If two records conflict on a date or finding, add a row and flag the conflict in the Key Findings column.
   - Mark anything you could not read as "UNCLEAR" with the page reference.
   
   After the table, list any treatment gaps of more than 30 days between visits, since those are common defense arguments.

   What you get: A clean, date-ordered chronology table with a source citation on every row, conflicts flagged inline, and a separate note of any 30+ day treatment gaps you'll need to explain.

3. 3

   Summarize injuries, treatment, and specials

   Ask Claude to distill the chronology into a narrative injury-and-treatment summary and an itemized table of medical specials. This is where the case value starts to take shape, so demand a per-provider billing breakdown that totals.

   PromptCopy

   Using the chronology above, produce two things.
   
   PART A — Injury & Treatment Summary (narrative, 4–6 short paragraphs):
   - The mechanism of injury and initial complaints.
   - The course of treatment in plain English (ER → imaging → specialists → PT, etc.).
   - Current status, any permanency or work restrictions noted by a provider, and any recommended future care.
   - Quote the treating providers where they state causation or prognosis; do not invent causation language.
   
   PART B — Itemized Medical Specials (table):
   | Provider | Dates of Service | Type of Charges | Amount Billed | Source (page/Bates) |
   Then give a TOTAL of amounts billed. If any bill is missing or a figure is unreadable, list the provider with "AMOUNT UNCONFIRMED" rather than estimating. Note separately any lost-wage or out-of-pocket figures I should add if I have documentation for them.
   
   Flag explicitly: every dollar figure here must be verified against the bills before use.

   What you get: A readable injury-and-treatment narrative grounded in provider language, plus an itemized specials table with a billed total and clear UNCONFIRMED markers wherever a bill is missing or unreadable.

4. 4

   Draft the demand letter

   Now have Claude assemble the chronology, summary, and specials into a persuasive settlement demand. You supply the audience, liability theory, and demand figure; Claude supplies the structure and prose.

   PromptCopy

   Draft a settlement demand letter to [ADJUSTER / DEFENSE COUNSEL NAME] at [INSURER / FIRM], re: my client [CLIENT NAME], claim no. [CLAIM NUMBER], date of loss [DATE].
   
   Use the chronology, injury summary, and specials we built above. Structure:
   1. Introduction — parties, date of loss, and the demand at a glance.
   2. Liability — a clear statement of why the insured is at fault, based on these facts: [BRIEF LIABILITY FACTS]. Note our jurisdiction is [STATE] for the applicable negligence standard.
   3. Injuries & Treatment — the narrative, tied to the providers.
   4. Damages — itemized specials with the total, plus a reasoned discussion of general damages (pain, limitation, impact on daily life and work).
   5. Demand — a settlement demand of [DEMAND AMOUNT] with a response deadline of [DEADLINE].
   
   Tone: firm, professional, confident—persuasive but not inflammatory. Do not cite specific case law or statutes unless I provide them; if a citation would strengthen a point, insert "[ATTORNEY TO ADD CITATION]" as a placeholder. Every date and dollar figure must trace to what we built above. Leave bracketed placeholders for anything you don't have.

   What you get: A complete, well-structured demand letter draft in your voice—intro, liability, injuries, itemized damages, and a dated demand—with bracketed placeholders wherever facts, figures, or citations still need your input.

5. 5

   Verify every date and figure against the records

   Do not send anything yet. This is the non-negotiable lawyer-in-the-loop step: the draft is only as good as your verification of it. Go line by line against the source records and your own judgment.

   What you get: A demand letter you can stand behind. Confirm each chronology date, diagnosis, and provider against the actual records; re-add the specials total yourself and reconcile it to the bills; resolve every UNCLEAR/UNCONFIRMED flag and bracketed placeholder; check the liability theory and demand figure against your case strategy; and confirm no provider, treatment gap, or causation statement has been overstated. The letter goes out over your signature—own it.

Example Output

Illustrative example — names, facts, and figures are fictional.

MEDICAL CHRONOLOGY — Maria Delgado (DOL: 03/14/2025)

| Date | Provider | Type | Key Findings / Diagnoses | Treatment / Plan | Source |
| 03/14/2025 | Lakeside Regional ER | Emergency | Cervical strain; lumbar strain; contusion L shoulder. Neuro intact. | X-rays (neg. fracture); NSAIDs; f/u PCP | ER 0007 |
| 03/19/2025 | Dr. A. Nguyen, PCP | Office | Persistent neck/low-back pain; reduced ROM cervical spine | Referral to ortho + PT; muscle relaxant | PCP 0021 |
| 04/02/2025 | Coastal Orthopaedics | Specialist | C5-C6 disc protrusion per MRI; lumbar strain | Continue PT; re-eval 6 wks | ORTHO 0044 |
| 04/09/2025 | Bayview Imaging | MRI | C5-C6 disc protrusion w/ mild foraminal narrowing | Report to ortho | IMG 0058 |
| 04/15/2025–06/30/2025 | Restore PT | Physical Therapy | 18 visits; gradual ROM improvement, residual stiffness | HEP; discharged w/ restrictions | PT 0061–0139 |

Treatment gaps > 30 days: none.

ITEMIZED SPECIALS
| Provider | Amount Billed |
| Lakeside Regional ER | $4,210.00 |
| Coastal Orthopaedics | $1,875.00 |
| Bayview Imaging (MRI) | $2,300.00 |
| Restore PT (18 visits) | $3,960.00 |
| TOTAL BILLED | $12,345.00 |

[VERIFY every figure against the bills. Bayview total UNCONFIRMED — second page of invoice not in file.]

Tips

• •Work in one conversation and go in order. Each step feeds the next—if you jump straight to the demand letter, Claude is writing without the chronology and specials it should be drafting from.
• •Demand source citations (page or Bates) on every chronology row and specials line. It turns verification from a re-read of the whole file into a quick spot-check, and it's the single biggest time-saver here.
• •Re-total the specials yourself. Have Claude show its per-provider math, then add the column by hand—a wrong total in a demand letter is the kind of error that hands the adjuster leverage.
• •Keep Claude from inflating the case: instruct it to quote diagnoses and provider causation language verbatim and to flag UNCLEAR rather than guess. Overstating an injury or a prognosis is worse than leaving a placeholder.

Prompts used in this workflow

Related Reading

• Claude AI for Personal Injury Lawyers
• Claude AI for Litigation: Depositions, Motions & Trial Prep
• Litigation Practice