Disclaimer: This article is for informational purposes only and does not constitute legal advice.
Detailed Answer
1. Identify and Authorize Records
Begin by listing all health care providers who treated you for the injury—hospitals, urgent cares, specialists, therapists and labs. Complete a signed HIPAA authorization form for each provider. Under federal law (45 C.F.R. § 164.524), facilities must release records once you provide valid authorization. Many Connecticut providers use a standard form; ask their medical records department or download from their website.
2. Request Records from Providers
Submit your authorization and a written request to each provider’s records office. Include:
- Your full name, date of birth and patient ID.
- Dates of treatment relevant to your injury.
- A clear statement: “I request complete medical records, including office notes, imaging, lab reports and billing records.”
- Your contact information and willingness to pay reasonable duplication fees (see C.G.S. § 52-190a).
Providers must respond within a reasonable time—typically 30 days.
3. Collect Itemized Bills
Ask each provider for itemized bills that show the date of service, procedure codes and cost. Detailed billing supports the financial damages portion of your claim. Verify each charge against your insurance Explanation of Benefits (EOB) to avoid duplicate items or billing errors.
4. Organize and Summarize Records
Once you receive records and bills, organize them chronologically in a binder or digital folder. Create a one-page summary highlighting:
- Dates of key treatments.
- Procedures performed.
- Total charges per provider.
This summary helps adjusters or opposing counsel grasp your medical timeline at a glance.
5. Submit to Insurer and Opposing Party
Send your organized packet—records, bills and summary—with a cover letter to your insurer’s claims adjuster and, if you filed a lawsuit, to the defendant’s attorney under Connecticut disclosure rules (see C.G.S. § 52-190a and § 52-190b). Use certified mail or a courier service with tracking. Keep copies of everything you send.
6. Meet Deadlines and Follow Up
Connecticut imposes a two-year statute of limitations on negligence claims (C.G.S. § 52-577). Submit records well before any scheduled mediation, hearing or trial date. After submission, follow up in writing if you do not receive confirmation within 10 business days.
Helpful Hints
- Request digital records when possible to save time and copying fees.
- Track every request and delivery with a simple spreadsheet.
- Ask for a narrative summary from your primary treating physician for context.
- Review each record for accuracy and request corrections if you find errors.
- Keep originals in a secure place and work from duplicates.
- Consider consulting with an attorney if the insurer disputes the records or damages.