How to Gather and Submit Medical Records and Bills to Support an Injury Claim

Disclaimer: This article is for informational purposes only and does not constitute legal advice. Consult a licensed attorney to address your specific situation.

Detailed Answer

When you file a personal injury claim in Vermont, well-organized medical records and bills serve as crucial evidence of your damages. Below is a step-by-step guide to gathering, organizing, and submitting these documents under Vermont law.

1. Identify Every Healthcare Provider

List every provider who treated your injury—hospitals, urgent care clinics, specialists, physical therapists, chiropractors, and even pharmacies. Include names, addresses, phone numbers, treatment dates, and account numbers.

2. Request Copies of Medical Records

Under Vermont’s patient access law, 18 V.S.A. § 9426, healthcare providers must furnish you copies of your records within 30 days. Submit a written request with:

• Your full name and date of birth
• Specific date ranges of treatment
• A signed authorization (HIPAA release form)

Providers may charge reasonable copying fees. Keep receipts for reimbursement or negotiation.

3. Obtain Itemized Medical Bills

Request an itemized statement for each provider. This statement should break down each service, supply, or procedure and list any payments by you or your insurer. Itemized bills allow you to show the court or insurance adjuster exactly what you paid and why.

4. Organize Your Documents Chronologically

Create a binder or digital folder with tabs for each provider. Chronologically sort records and bills within each tab. Number each page and prepare an index. A clear index saves time during discovery and trial.

5. Understand Vermont Discovery Rules

Under the Vermont Rules of Civil Procedure, you must share relevant documents with the opposing party during discovery. Rule 26(a)(1) and Rule 34 govern initial disclosures and production of documents. For details, visit the Vermont Judiciary’s rulemaking page: Rules of Civil Procedure.

6. Submitting to the Insurer or Opposing Counsel

1. Include a cover letter with your claim number, your contact information, and a list of enclosed documents.
2. Attach a signed HIPAA release if the insurer requests direct access to your records.
3. Mail via certified mail or upload through the insurer’s secure portal. Keep proof of transmission.

7. Track and Update Continuously

Every new treatment generates more records and bills. Update your binder or digital file after each appointment. Prompt updates demonstrate diligence and strengthen your claim.

Helpful Hints

• Make and keep copies of all records and bills before sending originals.
• Use a spreadsheet to track treatment dates, amounts billed, and payments received.
• Confirm receipt of records with providers to avoid delays.
• Ask for free or reduced records if you cannot afford copying fees.
• Keep a medical diary of symptoms and recovery progress to add context.