How Do I Obtain and Submit Accurate Medical and Billing Records for My North Carolina Car Accident Case?

After a car accident in North Carolina, insurers demand official records directly from medical and rescue providers. Submitting bills you receive at home—such as EMS or ambulance invoices—won’t satisfy insurers. You must obtain itemized bills and records from each facility. This ensures accuracy and speeds up your claim. Under North Carolina’s “direct billing” practice, insurance companies require proof that bills came straight from the hospital, urgent care facility, or rescue squad. If you already have a copy, call the provider’s billing or records department and request they send it to your attorney’s office or your insurer’s address. Provide your case number, date of treatment, and facility name to avoid delays. Once your provider emails or mails records, check with your law firm or adjuster to confirm receipt. Keep a log of every request, date called, and the name of the person you spoke with. If the provider charges a fee, ask if they will defer or waive it due to your accident case—many will agree to do so. If one provider still hasn’t submitted records after repeated requests, escalate the issue. Send a follow-up letter or email to the facility manager. You can also sign a medical records release form allowing your attorney to make formal requests under HIPAA guidelines. Always keep a copy of your signature and release form for your files. By taking these steps, you’ll provide your attorney or adjuster with a complete set of medical bills and records. These documents form the foundation for calculating your damages and preparing a demand to the at-fault party’s insurer.

• Request each provider’s records directly—don’t rely on client-copied bills.
• Provide case numbers and treatment dates to the billing office.
• Keep a detailed log of calls, emails, and written requests.
• Use a signed HIPAA release if providers won’t respond to informal requests.
• Confirm receipt with your law firm or insurer before moving forward.

Need help gathering your records? Our attorneys at Wallace Pierce Law know how to handle these requests quickly. Contact us by email at intake@wallacepierce.com or call (919) 313-2729.

Pre-demand verification in North Carolina is the step before sending a formal settlement demand to the at-fault party’s insurer. Your attorney compiles all medical records, bills, treatment notes, and any out-of-pocket expenses into a single document. This “pre-demand” package helps you confirm that nothing is missing or incorrect. Once you or your attorney gathers every medical and billing record, the law firm creates a draft package and sends it to you for review. You’ll see a summary of your treatments, dates, costs, and notes on ongoing or future care needs. Review each entry carefully. If you spot a missing bill, incorrect charge, or omitted treatment, notify your attorney right away. After you sign off on the pre-demand verification, the law firm prepares the settlement demand. That demand letter outlines your injuries, medical expenses, lost wages, pain and suffering, and any other damages. Your attorney forwards it to the at-fault party’s insurer, along with copies of all supporting records. The insurer then has an opportunity to review and respond. They may offer a settlement, request more information, or deny the claim. Your attorney will negotiate on your behalf, using the verified pre-demand package to support your position. If negotiations stall, you may consider filing a lawsuit in North Carolina courts. Most cases settle before trial, but having solid pre-demand verification strengthens your case if litigation becomes necessary.

• Review the draft verification for missing records or errors.
• Confirm out-of-pocket costs like prescriptions and travel.
• Return the signed document promptly to avoid delays.
• Allow your attorney to prepare and send the formal demand.
• Be ready to discuss counteroffers or additional documentation.

If you’d rather not handle these details alone, Wallace Pierce Law has experienced attorneys ready to guide you. Email us at intake@wallacepierce.com or call (919) 313-2729 for a free consultation.