Disclaimer: This article is for educational purposes only and does not constitute legal advice. Consult a qualified attorney to discuss your specific situation.
Detailed Answer: Documenting and Submitting Medical Records for a Tennessee Car Accident Injury Claim
When you file a car accident injury claim in Tennessee, thorough documentation of your medical treatment can make or break your case. Follow these steps to gather, organize, and submit all relevant medical records to your insurer or opposing party:
1. Request Complete Records from Every Provider
Send a written request to each doctor, hospital, urgent care center, therapist or specialist involved in your care. Be sure to include:
- Your full name, date of birth, and claim number (if available).
- Exact treatment dates (from the date of accident onward).
- A signed medical records release form under Tennessee’s Health Information Privacy Act.
2. Obtain Itemized Bills and Explanation of Benefits
Insurers often scrutinize billed charges and payments. Request:
- Itemized statements listing services, CPT codes, and dates.
- Explanation of Benefits (EOBs) showing what your insurer covered and any remaining balances.
3. Create a Chronological Medical Summary
Under Tennessee Rule of Civil Procedure 1006, you can summarize voluminous records to streamline disclosure. Your summary should:
- List each visit or procedure by date and provider.
- Note key diagnoses, treatments, and outcomes.
- Reference the corresponding page numbers in your submitted file.
For full rules, see Tennessee Civil Procedure Rule 1006: tncourts.gov.
4. Organize Documents with a Cover Letter and Index
Compile everything in this order:
- Cover letter stating you are providing medical records in support of your claim.
- Table of contents/index with tabs for each provider.
- Chronological records, bills, EOBs, and summary.
5. Submit to the Insurer or Opposing Counsel
Under Tenn. Code Ann. § 56-7-120, you must notify the at-fault party’s insurer and submit documentation within a reasonable time, typically within one year of the accident. For statute language, see: Tenn. Code Ann. § 56-7-120.
6. Preserve Originals and Track Delivery
Keep original records and send copies via certified mail or a trackable courier. Retain delivery receipts and proof of receipt for your file.
7. Prepare for Litigation (If Necessary)
If negotiations stall and you file suit, Tennessee requires medical proof under Tenn. Code Ann. § 29-26-119. Early collection makes compliance easier. See statute: Tenn. Code Ann. § 29-26-119.
Helpful Hints
- Begin requests immediately after each appointment to avoid delays.
- Use a spreadsheet to track requests, follow-ups, and receipts.
- Redact irrelevant personal data (Social Security numbers, unrelated medical conditions).
- Consult your insurer’s claim guidelines for specific submission formats.
- Keep digital backups in a secure, encrypted location.