How to Document and Submit Medical Treatment Records for a Car Accident Injury Claim in Wyoming
Disclaimer: This article is for general information only and does not constitute legal advice. Consult a qualified attorney for your specific situation.
Detailed Answer
When you file a car accident injury claim in Wyoming, detailed medical records form the backbone of your case. You must collect, organize, and submit all relevant treatment information accurately. Below is a step-by-step guide:
1. Request Your Records under HIPAA
Under the federal Health Insurance Portability and Accountability Act (HIPAA), you have the right to obtain complete medical records. Contact each provider—hospitals, specialists, physical therapists—and submit a signed authorization form. Providers generally must respond within 30 days.
2. Gather Itemized Bills and Explanation of Benefits (EOBs)
Request itemized billing statements that break out charges for doctor visits, diagnostics (X-rays, MRIs), prescriptions, and therapy sessions. Also obtain EOBs from your insurer, showing what was paid and what you owe. This prevents “stacking” disputes later.
3. Organize Records Chronologically
Create a master file—digital and hardcopy—organized by date. Use tabs or folders for each provider. Include:
- Admission and discharge summaries
- Physician notes and progress reports
- Testing results (radiology, lab)
- Rehabilitation and therapy notes
- Prescription histories
4. Prepare a Medical Summary
Draft a concise, one-page summary outlining injuries, dates of treatment, procedures performed, and total costs. Highlight any gaps or inconsistencies. This helps adjusters and attorneys quickly grasp your medical journey.
5. Submit to the Insurance Adjuster
Check your insurer’s preferred submission method. Many companies accept secure portal uploads or certified mail. Include:
- A cover letter with claim number, accident date, and your contact details
- The medical summary
- Copies of all medical records and bills
Retain proof of delivery. Under Wyoming’s Unfair Claim Settlement Practices Act (W.S. § 26-9-109), an insurer must acknowledge and respond to communications promptly.
6. Address Outstanding Balances
If providers place liens on your claim, notify them of your accident claim and anticipated settlement. Negotiating reductions before submission can strengthen your net recovery.
7. Preserve for Litigation
If litigation becomes necessary, your organized records will serve as key exhibits in discovery under the Wyoming Rules of Civil Procedure, Rule 26(b). Meet all deadlines; in Wyoming, the statute of limitations for personal injury is four years from the date of injury (W.S. § 1-3-105).
Helpful Hints
- Always keep duplicate copies—digital backups and paper files.
- Use clear labels or file names with dates and provider names.
- Track each request: note the date you sent authorizations and the date records arrived.
- Follow up promptly if records are incomplete or missing pages.
- Maintain a list of all medical expenses, even those paid out of pocket.
- Consider hiring a medical records retrieval service if you have many providers.
- Review your policy’s deadlines for submitting proof of loss to avoid denial.
By taking these steps, you ensure that your car accident injury claim in Wyoming is supported by a clear, organized, and complete medical record package. This strengthens your position in negotiations or court.