Why These Records Matter
In an accident claim, you typically need proof of two separate things: (1) the time you missed and what you would have earned, and (2) the medical care you received and the related costs. Insurance adjusters and defense lawyers usually look for clear, third-party documentation—meaning paperwork created by your employer and your medical providers, not just your own notes.
Medical paperwork also matters because it helps show timing (when symptoms were reported and treated) and damages (the financial impact of care). North Carolina law also has specific rules about how medical charges can be proven in a civil case, and why having the actual billing records matters—not just estimates or verbal summaries.
What to Request
- Core documents (missed work / lost wages):
- An employer wage verification form or letter confirming your pay structure (hourly/salary), your typical schedule, and the exact dates and hours you missed because of the accident.
- Pay stubs from before and after the accident (to show your normal earnings pattern and any drop).
- Attendance/timekeeping records (clock-in/clock-out reports, schedule printouts, or HR attendance summaries) if your employer uses them.
- PTO/sick leave records showing what you had to use (this helps document the real impact even if you were “paid” through leave).
- Core documents (medical visits):
- Visit notes (often called office notes, progress notes, or ER records) showing complaints, exam findings, and treatment.
- Discharge instructions and any work restrictions or “out of work” notes (if issued).
- Imaging reports (X-ray/CT/MRI reports) if imaging was done.
- Itemized bills and/or billing ledgers showing dates of service, codes/line items, and charges.
- Helpful add-ons (often overlooked):
- Pharmacy printout showing accident-related prescriptions and costs (if applicable).
- Out-of-pocket receipts for medical supplies related to treatment (if applicable).
- Appointment confirmations (useful when a provider’s records are slow to arrive and you need to show visit dates).
How to Request Them (General Steps)
- Identify the holder: For wages, it’s usually HR/payroll. For medical proof, it may be separate departments or vendors (records vs. billing), even within the same provider group.
- Use the right authorization:
- Employment info release (wages): Some employers will not release wage/attendance details without a signed release from you.
- Medical-records authorization (medical proof): Many providers require a HIPAA-compliant authorization before releasing records to a law firm.
- Be specific about the date range and purpose: If your claim involves one accident, it’s common to request records for a defined window (for example, from the date of the accident forward) and from the providers who treated you for those injuries.
- Track what you sent and when: Keep a simple log of requests (date sent, who it went to, what you asked for). This helps if something is missing later.
What to Do If Records Are Delayed, Missing, or Incorrect
- If wage paperwork is confusing: Ask HR/payroll whether they prefer hours missed, days missed, or both. The goal is a clear, employer-confirmed total that matches their timekeeping system.
- If your employer won’t complete the form: A law firm can often send a formal request with a signed release and ask for payroll/attendance records that support the same information.
- If medical records are incomplete: Request both records and billing. It’s common for one to arrive without the other unless you ask for both.
- If something in the chart is wrong: You can ask the provider about their process to request a correction or addendum. Providers do not always change records, but documenting the issue early can prevent later confusion.
- If you’re worried about “signing away privacy”: Ask whether the authorization can be limited by provider, date range, and type of records. In many cases, a narrower request still gets what the claim needs.
How This Applies
Apply to your facts: Since you received paperwork to claim lost wages, the cleanest approach is usually to list the dates/hours you missed as accurately as you can, then have your employer confirm the pay rate and time missed on the verification form (or in a letter). For the medical-records authorization, signing it generally allows the law firm to request your treatment records and billing from the providers who treated you after the accident so the claim can be documented, but you can ask what date range and providers the firm intends to request before you sign.
What the Statutes Say (Optional)
- N.C. Gen. Stat. § 8-53 (medical provider-patient communications) – Medical information is generally confidential and is typically released with patient authorization (or under limited legal exceptions).
- N.C. Gen. Stat. § 8-58.1 (proof of medical charges) – In civil cases, medical charges are commonly proven using records showing amounts paid or required to be paid, and the statute addresses presumptions about reasonableness and necessity.
Conclusion
To support missed work time, focus on employer-confirmed proof: pay rate, schedule, and the exact dates and hours you missed. To support medical visits, focus on provider-created proof: treatment notes plus itemized bills that match the dates of care. A medical-records authorization usually lets your law firm request those records for the claim, and you can often narrow it to the accident-related time period and providers. One practical next step is to gather your recent pay stubs and a list of missed-work dates before you return the wage form.
