Why These Records Matter
Medical records and bills are the backbone of most injury claims. They help show (1) the injury is real, (2) the injury is connected to the crash, and (3) the financial impact of treatment.
They also help us prepare a demand letter that is organized and complete. Insurers often review records closely for anything they can use to question the claim—like gaps in care, inconsistent histories, or treatment that looks unrelated—so completeness and accuracy matter.
What We Mean by “Medical Records” vs. “Medical Bills”
- Medical records usually include visit notes, ER notes, imaging reports (like X-ray/CT/MRI reports), therapy notes, discharge instructions, work notes/restrictions, and provider opinions documented in the chart.
- Medical bills show the charges for services. Depending on where you went, bills may come from multiple separate groups for the same visit.
What to Request
- Core documents:
- Emergency visit records (if any), including triage notes and discharge instructions
- Imaging reports (radiology reports) and, when needed, imaging on disc/download
- Follow-up clinic records (primary care, urgent care, orthopedics, etc.)
- Physical therapy/chiropractic records (attendance, progress notes, discharge summary)
- Any specialist records related to the crash symptoms
- Helpful add-ons:
- Itemized statements (line-item billing) when available
- Billing ledgers showing payments, adjustments, and balances
- Health insurance explanations of benefits (EOBs) if you have them (often helpful for tracking where bills came from and what was paid/adjusted)
Do You Need to Confirm Every Place You Got Treatment?
In most cases, yes. Here’s why confirming every provider matters:
- Completeness: If one provider is missing, the insurer may say the file is incomplete and delay evaluation.
- Consistency: Different offices may document the crash history differently. We want to spot and address inconsistencies early.
- Hidden “separate bills”: A single ER visit can generate multiple bills (facility, physician group, radiology, labs). People often don’t realize they saw multiple billing entities.
- Accident-related vs. unrelated care: If a visit included both crash complaints and an unrelated issue, we need to identify that so the claim stays accurate and credible.
How to Request Them (General Steps)
- Identify the holder: Records may be held by the facility, a separate physician group, a therapy office, or a third-party records vendor.
- Authorization: Most providers require a signed HIPAA-compliant authorization before releasing records and billing. If you retained a firm, you may have already signed releases so the office can request them for you.
- Follow-up: Keep a simple log of what was requested, when, and any responses. If something is taking too long, a documented follow-up often helps keep the process moving.
What to Do If You’re Not Sure You Remember Every Provider
- Check your paperwork: Discharge instructions, appointment cards, and portal messages often reveal the correct legal name of the billing provider.
- Check your mail/email/text billing notices: Many billing companies send separate notices weeks later.
- Review your EOBs (if you used health insurance): EOBs often list the provider name and date of service, which helps rebuild the treatment list.
- Tell us what you do remember: Even partial details (approximate date, type of place, and reason for visit) can be enough to track it down.
What to Do If Records Are Delayed, Missing, or Incorrect
- Delayed: Ask whether the request went to the correct department/vendor and whether fees or identity verification are holding it up.
- Missing: Sometimes only “records” arrive without “billing,” or only a summary arrives without itemized detail. A targeted follow-up request can fix that.
- Incorrect: If a record has a wrong date, wrong history, or mixes in unrelated issues, you can request an amendment/correction process through the provider. Providers do not always change records, but they may add an addendum or clarification.
- Coordination help: When there are many providers, having counsel coordinate requests can reduce duplication and help ensure the demand package is complete.
How This Applies
Apply to the facts: Because you treated at multiple facilities after a rear-end crash, confirming every treatment location helps us build a clean timeline and avoid missing “separate bills” tied to the same visit. With liability still being disputed and questions about who was driving, a complete medical file also helps keep the focus on documented injuries and consistent histories while the firm prepares a demand letter.
What the Statutes Say (Optional)
- N.C. Gen. Stat. § 1-52 (Three-year limitations period) – sets a three-year deadline for many injury-related civil actions.
- N.C. Gen. Stat. § 131E-97 (Confidentiality of patient information) – explains that hospital medical records and related financial records are not public records.
Conclusion
The records and bills we request are meant to document your injuries, connect them to the crash, and prove the treatment costs in a way an insurer can evaluate. Confirming every treatment location is usually important, especially when care happened at multiple places and billing is split among different groups. Your next step is to send your best list of all treatment locations and dates you remember (even if incomplete) so we can fill in any gaps efficiently.
