Detailed Answer
1. Gather Comprehensive Medical Documentation
Start by collecting every record related to your treatment after the crash. This includes hospital reports, ambulance records, emergency room notes, diagnostic imaging (X-rays, MRIs), specialist consultations, physical therapy bills, prescription receipts, and mental health evaluations. Ensure you request complete files from each provider.
2. Use a HIPAA Authorization Form
Under federal HIPAA rules, you have the right to request your protected health information. Complete and sign a HIPAA authorization form for each provider. Send the signed forms by certified mail or secure portal. For details on federal privacy standards, visit HHS HIPAA Regulations.
3. Organize Records Chronologically with an Index
Create a numbered index that lists each document by date, provider, and type of service. Group records in date order. Staple or bind them in sections (e.g., hospital stays, outpatient visits, therapy). A clear index helps adjusters and attorneys review your claim efficiently.
4. Reference New Jersey PIP Statute and Provider Statements
New Jersey’s Personal Injury Protection (PIP) statute requires proof of medical expenses up to $250,000. Reference N.J. Stat. § 39:6A-4.2 when submitting your bills. Attach written statements or affidavits from each provider confirming services rendered, dates of treatment, and outstanding balances.
5. Submit to the Correct Recipient with a Cover Letter
Send your organized packet to the insurance adjuster handling your claim. Include a cover letter that summarizes the enclosed index, claim number, PIP coverage limit, and contact information. Mail via certified mail with return receipt or secure electronic submission. Retain copies of everything you send.
Disclaimer: This article is for informational purposes only and does not constitute legal advice. Consult a qualified attorney to discuss your situation.
Helpful Hints
- Request records promptly—some providers take several weeks to process requests.
- Keep an unredacted copy of every record before sending to insurers.
- Follow up in writing if the insurance company requests additional documentation.
- Track deadlines: PIP carriers must acknowledge receipt within 30 days (NJ DOBI Bulletin 11-18).
- Consider hiring a medical record retrieval service to streamline requests.