How can I request a client's medical records and billing statements after a motor vehicle accident?

What to Send With the Request

A telephone call or informal email may not be enough for a provider to release protected information. A complete request package should normally include a request letter on the law firm’s letterhead and an authorization signed by the client.

The request letter should identify:

• The client’s full name and date of birth.
• The provider’s patient or account number, if available.
• The date of the motor vehicle accident.
• The requested date range, such as the accident date through the most recent treatment date.
• The particular medical records and billing documents requested.
• The firm’s contact information and preferred delivery method.
• Whether the request is an initial request or a request for updated records.

North Carolina treats confidential medical information as protected information. Under N.C. Gen. Stat. § 8-53, confidential medical information generally may be furnished with the patient’s authorization, subject to other applicable laws and court procedures.

Make Sure the Client’s Authorization Is Complete

The provider will usually require an authorization that permits disclosure to the attorney or law firm. A general letter of representation does not necessarily replace the client’s signed authorization.

The authorization should clearly identify the client, the provider permitted to disclose information, the law firm receiving it, and the information covered by the authorization. It should also state the purpose of the disclosure, include an expiration date or event, and contain the client’s signature and the date signed. If another person signs for the client, the provider may request documentation showing that person’s legal authority.

Review the authorization before sending it. Missing dates, an unclear description of the records, an expired authorization, or a mismatch between the client’s current and former names can delay processing. Certain categories of protected information may require additional language or a separate authorization.

Request Medical Records and Billing Information Separately

Medical records and billing records are often maintained by different departments or outside vendors. The request should contain separate, clear instructions for each category.

Medical records

Depending on the treatment involved, the request may ask for:

• Emergency department and hospital records.
• Office notes and treatment notes.
• Admission and discharge documents.
• Diagnostic test reports and imaging reports.
• Consultation reports and referrals.
• Medication records maintained by the provider.
• Therapy or rehabilitation notes.
• Work-status notes and written restrictions.

Ask for records from a defined period rather than using an unlimited request unless the broader history is genuinely necessary. A focused request can reduce delays and prevent the collection of unrelated private information.

Billing statements

Ask for a complete itemized statement showing each service date, service or procedure description, and charge. It can also be helpful to request a separate account ledger showing payments, contractual adjustments, write-offs, refunds, and the current balance. If available, request the corresponding institutional or professional claim form used by the provider.

A simple balance-due statement may not show what services were provided or how the account changed. Requesting both the itemized charges and the payment-and-adjustment history makes it easier to identify missing dates, duplicate entries, or charges associated with unrelated care.

Using the Provider’s Staff Email Address

When a provider supplies a general staff email address, confirm that it is the provider’s approved address for record requests. Ask whether the medical records department and billing office both monitor that address. If not, request the correct contact information for each department.

The email should briefly state that the firm represents the patient in a motor vehicle accident matter and that the attached documents contain the formal request and signed authorization. Avoid placing unnecessary medical or identifying information in the subject line. Use the provider’s secure portal, encrypted email process, or other approved transmission method when available.

Keep the sent email, attachments, delivery confirmation, and any reply. Ask the recipient to acknowledge receipt and identify any missing form, fee, or provider-specific requirement. These steps create a clear record if the request later needs to be followed up or resubmitted.

North Carolina Fees and Provider Liens

An ordinary patient or designated-representative request may involve copying charges. N.C. Gen. Stat. § 90-411 permits a North Carolina health care provider to charge certain reasonable fees for searching, handling, copying, and mailing medical records, subject to the statute’s limits. A separately prepared narrative or opinion may involve a professional charge beyond the cost of copying existing records.

A different rule may apply when a medical provider seeks a lien against a personal injury recovery. Under N.C. Gen. Stat. § 44-49, furnishing an itemized statement, hospital record, or medical report without charge to the injured person’s attorney within 60 days after receiving the attorney’s request is a condition for the provider’s lien to be valid. The statute also requires written notice to the attorney of the claimed lien.

The lien provision should not be treated as a substitute for a complete authorization or as a guarantee that every document requested will be supplied without charge. The request should identify the personal injury claim, ask for the applicable records and itemized statement, and request written notice of any lien the provider claims. Counsel should separately track lien notices and outstanding balances rather than relying only on the medical chart.

Check the Production When It Arrives

Do not assume that a production is complete merely because the provider sent a file. Compare the records and bills against the client’s treatment timeline. Check for:

• Missing service dates or treatment locations.
• References to imaging, consultations, or therapy records that were not included.
• Separate physician, facility, ambulance, laboratory, or radiology charges.
• Billing entries with no matching medical record.
• Medical visits with no corresponding itemized charge.
• Records created after the provider responded to the initial request.
• Any written notice that the provider claims a lien.

If treatment is continuing, calendar a supplemental request. An early production only reflects what existed when the provider processed it. Updated records and bills may be needed after later visits or when the client’s course of care becomes clearer.

How This Applies to the Request Described

Because the provider supplied a general staff email address, the attorney can use that address after confirming it is an approved intake point for protected records requests. The email should attach a focused request letter and the client’s signed authorization. It should ask for both the treatment records and a complete itemized billing statement for the accident-related date range.

The attorney should also ask whether billing requests must go to a separate office or vendor, request confirmation of receipt, and keep a follow-up date. If the provider may claim a North Carolina medical lien, the letter can request the documents and written lien notice addressed by the lien statute. Once the response arrives, the records should be compared with the bills and the client’s provider list to identify any gaps.