Disclaimer: This article is for educational purposes and does not constitute legal advice.
Detailed Answer: How to Document and Submit Medical Treatment Records
1. Gather All Medical Records
After a car accident, collect every record related to your injury. Include emergency room reports, hospital admission records, physician progress notes, diagnostic tests (X-rays, MRIs, CT scans), physical therapy and rehabilitation notes, and prescription receipts. To request records, submit a written HIPAA release to each provider’s medical records department. Follow up by phone if you do not receive records within 30 days.
2. Organize Records Chronologically
Arrange your records by service date. Use separate folders or digital subfolders for each provider. Label each document clearly with the date and provider name (e.g., “ER Report – 05/12/2023”). Chronological order helps insurance adjusters and attorneys follow your treatment journey.
3. Include Itemized Bills and Explanation of Benefits (EOB)
Attach all itemized bills showing services rendered alongside your health insurer’s Explanation of Benefits. Highlight your out-of-pocket expenses to demonstrate the financial impact of your injuries. This documentation supports the value of your claim.
4. Create a Summary Chart
Draft a one-page table summarizing your medical care. Include columns for date of service, provider name, type of treatment, and total charge. Add notes on pending bills or scheduled future treatments. This chart gives adjusters and attorneys a quick reference to your treatment timeline.
5. Submit Documentation to Your Insurer
Review your auto policy for claim submission guidelines. Common methods include your insurer’s online portal, certified mail with return receipt, or email (if accepted). Send complete packages and keep copies of all documents. Record the submission date and request written acknowledgment.
6. Track Important Deadlines
Oklahoma enforces a two-year statute of limitations for personal injury claims. Under 12 O.S. § 95(3), you must file a lawsuit within two years of your accident. See 12 O.S. § 95(3). Missing this deadline can bar you from pursuing compensation in court.
Helpful Hints
- Use digital scans with OCR to search records by keyword.
- Save records in PDF format and name files consistently (e.g., “2023-05-12_ER_Report.pdf”).
- Request medical records promptly; providers may charge fees or delay responses.
- Keep a call log and note the name of the person you spoke with when requesting records.
- Double-check your summary chart against original documents to ensure accuracy.
- Contact the Oklahoma Insurance Department for assistance with insurer disputes.