FAQ

Closeout is settlement software for personal injury law firms. It runs the liens and the money on a case, from the first medical record to the day it closes: reading the documents, identifying and negotiating medical liens, preparing the disbursement, and keeping a record of every step.

No. Your case management system runs the case: intake, calendaring, treatment records and the demand. Closeout runs the liens and the money alongside it. The two work side by side, and Closeout syncs matters and documents with Clio.

All customer data is hosted on Amazon Web Services in the United States, on managed, hardened services.

Email security@usecloseout.com. We acknowledge reports within one business day with a live owner.

The carrier on the letter is usually not the party that gets the check. Closeout keeps a subrogation directory that traces each plan to the entity that actually holds the recovery right, and returns the recovery vendor behind the carrier, the remit-to address, the contact, and what that vendor requires with a payoff request before it will respond. It also records what a vendor accepted on the firm's previous cases, so nobody re-learns a carrier the firm has already dealt with.

Every document is read the day it arrives, not when someone gets to it. Closeout pulls the carrier, dates, providers and amounts, each value cited to the page it came from, and flags reimbursement and subrogation language wherever it appears, including the plan wording that does not use the word lien. It surfaces Medicare, Medicaid, ERISA, hospital and provider claims, and tracks each one through to resolution rather than leaving it on a spreadsheet.

Closeout builds a dated medical chronology and matches every charged line to the treatment event that supports it, then prices each charge against Medicare benchmarks. That gives an opening position and a realistic range, and the reduction request is drafted from the arguments the file actually supports, so the number in the letter can be defended rather than guessed.

Yes. It drafts the payoff request for the lienholder, sends it, and moves the lien forward the moment one goes out, so the status on the case reflects what has actually happened rather than what someone remembered to update.

Closeout applies guidance for the jurisdiction being worked in, and every argument it puts in front of a paralegal carries a citation to the authority behind it. Made-whole and common-fund treatment differ by state and by plan type, so the guidance is scoped rather than generic, and a paralegal can see the source before relying on it.

Yes. Ask Sol answers questions about one case or the whole firm in plain English, from your live data. Within a single case the answer cites the document behind it, so a paralegal can open the page it came from instead of taking the answer on trust.

Every payee sits on one balanced screen: the client, each lienholder, the firm's costs and the firm's fee, reconciled to the cent against the settlement. Nothing is released until the client has signed the statement and an attorney has authorized the disbursement, and that order is enforced by the system rather than remembered. Closeout never holds client funds; the disbursement is made from the firm's own IOLTA.

The statement goes out for electronic signature through a secure client portal. The client reviews the figures, gives ESIGN consent, and signs; the consent and the signing record are captured with the document, and a certificate of completion is attached to the signed copy.

Every action, decision and dollar is captured in a tamper-evident, hash-chained audit trail with the actor, the timestamp and exactly what changed. Any closeout can be replayed step by step long after it closed, which is what a client, a lienholder or a bar examiner is asking for when they question how a case was handled.

Closeout handles protected health information as a business associate and signs a HIPAA Business Associate Agreement with your firm before you go live. There is no HIPAA certification body, so no vendor can truthfully be “HIPAA certified”: what you should ask any vendor for is the signed BAA and the controls behind it.

No. Closeout has not undergone a SOC 2 audit. SOC 2 also produces an attestation report from a CPA firm rather than a certification, so “SOC 2 certified” is not a status any company holds. We are glad to work through your security questionnaire in detail.

Closeout serves US firms and stores data in the United States, so the GDPR rarely applies to this work. Faxing is the one feature that carries data outside the country, through a provider in Canada under a Business Associate Agreement. Where the GDPR does apply, our Data Processing Agreement covers processing on your behalf, and California residents’ rights under the CCPA and CPRA are set out in our Privacy Policy.

Yes. Data is encrypted in transit with TLS 1.2 or better, and at rest with AES-256, applied to every document and record by default.

No. Medical records, liens and every other document you upload are processed under a zero-retention agreement with our AI sub-processor, and are never used to train models.

No. Each firm’s data is isolated at the database layer with row-level security, so a query can only ever return your own firm’s records.

Yes. A firm administrator can request a full structured export at any time. On termination, data is deleted or de-identified within 30 days, except records we are required to retain.

Access is role-based: attorneys, paralegals and administrators each see what their role allows. A firm administrator manages who is on the account and can remove access immediately.

Yes. Every action is written to a tamper-evident audit trail with the person who took it and an exact timestamp, and a firm administrator can review or export it. It is the record you produce if a closeout is ever questioned.

Not yet. SSO is on our roadmap; if it is a requirement for your firm, contact us and we will walk through timing.

Yes. Because Closeout handles protected health information, we provide a HIPAA Business Associate Agreement, which your firm reviews and accepts before going live.

Our current sub-processors are listed on the Subprocessors tab, each bound by a data processing agreement and, where it handles protected health information, a Business Associate Agreement.