Disclaimer: This article provides general information on Missouri law. It does not offer legal advice. For advice on your specific situation, consult a licensed attorney.
Detailed Answer
When you file a car accident injury claim in Missouri, you must prove your medical expenses and treatment. Insurance adjusters and courts rely on complete, well-organized records. Follow these steps to document and submit your medical treatment records:
- Sign and send authorizations: Obtain a HIPAA-compliant medical release form. Include your name, date of birth, addresses, and relevant service dates. Send one form to each provider (hospital, urgent care, imaging centers, specialists).
- Request complete records: Ask each provider for treatment notes, diagnostic images, lab results, and discharge summaries. Missouri law requires most facilities to retain records for at least six years — RSMo 334.036. Providers must furnish copies promptly once they receive a valid request.
- Gather bills and EOBs: Request itemized statements of charges from every provider. Obtain Explanation of Benefits (EOB) from your health insurer showing what they paid and your remaining balance.
- Organize chronologically: Arrange records by date of service. Divide them by provider in labeled folders or digital files (e.g., “Hospital – Jan 5, 2024”). Create a master table of contents with hyperlinks or page numbers for quick reference.
- Create a medical summary: Draft a one- to two-page chronology highlighting each treatment, procedure, and expense. Include provider name, date, code or description, and total cost. This summary helps adjusters and attorneys grasp your damages at a glance.
- Submit to your insurer or attorney: Send your organized records and summary via certified mail or secure electronic portal. Attach a cover letter listing each document. Keep proof of submission. For litigation, you respond to Requests for Production under Missouri Supreme Court Rule 55.08.
- Link damages to Missouri law: Missouri permits recovery of reasonable medical expenses caused by another’s negligence — RSMo 303.040. Proper documentation strengthens your claim for past and future treatment costs.
Helpful Hints
- Keep original records; work with copies.
- Track all correspondence and batch your requests weekly.
- Verify bill balances; correct billing errors early.
- Update your medical summary after each new treatment.
- Use clear filenames and date formats (MM-DD-YYYY).
- Back up digital files in two secure locations.
- Send records via certified mail or encrypted email.
- Request statements of future treatment plans and costs.
- Note gaps or missing records and follow up promptly.
- Consider hiring a paralegal or medical records specialist if you have extensive treatments.