Detailed Answer
When you pursue a personal injury claim in Missouri, thorough medical documentation is essential. Properly gathering and submitting your medical records and bills helps establish the extent of your injuries and the costs you incurred. Below are the steps you should follow and relevant Missouri law considerations.
Step 1: Identify All Health Care Providers
Make a complete list of every provider who treated you for the injury: hospitals, urgent care centers, specialists, physical therapists, chiropractors, imaging centers, and laboratories. Include their contact information and the dates of treatment.
Step 2: Request Your Medical Records
Under federal HIPAA rules (45 C.F.R. § 164.524), you have the right to access your records. Missouri law further requires providers to deliver requested records within 30 days (RSMo § 191.227). Submit a written request to each provider’s medical records department. Specify the date range and types of documents (e.g., progress notes, test results, imaging reports). Keep copies of all requests.
Step 3: Gather Itemized Bills and Explanation of Benefits
Request itemized billing statements from each provider. An itemized bill breaks down each service with corresponding CPT or HCPCS codes. Also collect Explanation of Benefits (EOBs) from your health insurer to show what was paid versus what you owe.
Step 4: Organize and Verify Documentation
Arrange records chronologically and cross-check for completeness. Ensure treatment dates on bills match the medical records. Identify any missing gaps and follow up promptly with providers.
Step 5: Understand Admissibility Under Missouri Rules of Evidence
Medical bills and records are admissible as a “business record” hearsay exception under Missouri law: RSMo § 490.720. To qualify, a records custodian should provide an affidavit or testify that the records were made in the regular course of business.
Step 6: Submit Records to the Insurance Adjuster
When filing a claim with an insurer, include a cover letter summarizing your injury and listing attached records and bills. Use organized tabs or a table of contents so adjusters can quickly find key documents. Send by certified mail or secure electronic upload to confirm receipt.
Step 7: File in Court (If Needed)
If settlement efforts fail and you file a lawsuit, attach relevant records and bills as exhibits to your petition or disclosure statements under Missouri Supreme Court Rules. Be mindful of the statute of limitations for personal injury: generally five years from the date of injury (RSMo § 516.140).
Disclaimer: This article is for educational purposes only and does not constitute legal advice. Consult a licensed attorney to address your specific situation.
Helpful Hints
- Start your record requests early—providers have up to 30 days to respond.
- Keep both digital and paper copies of all documents.
- Track submissions and follow up with providers and insurers.
- Use clear labels (e.g., “Hospital Records – March 2023”).
- Review EOBs for write-offs to avoid billing discrepancies.
- Consider a medical chronology chart to summarize treatments and costs.
- Preserve originals; provide only copies unless a provider requires the original.