Disclaimer: This article provides general information and is not legal advice. For advice tailored to your situation, consult a licensed attorney in Virginia.
Detailed Answer
When you submit additional medical evidence to an insurance company for your personal injury claim, it’s crucial to follow up effectively to keep your claim on track. Under Virginia law, insurers must handle claims promptly and in good faith (Va. Code §38.2-516). Use these steps to ensure clear communication and timely responses:
1. Verify Receipt of Documents
Wait 5–7 business days after mailing or emailing your medical records, then contact the adjuster to confirm receipt. Ask for the date of receipt and who in the company reviewed your files.
2. Confirm Next Steps and Deadlines
Request a timeline for review and decision. Virginia’s statutes of limitations require filing a personal injury lawsuit within two years of the injury (Va. Code §8.01-243), so knowing when you might need to act helps you avoid missing critical deadlines.
3. Use Clear, Written Communication
Follow up in writing—either by certified mail with return receipt or a confirmed email—to create a paper trail. Reference your claim number, date you sent the evidence, and attach a copy of the records if possible. Maintain copies of all correspondence.
4. Keep Detailed Notes
Document every call and email: note the date, time, person spoken to, and summary of the discussion. These records help if disputes arise over whether the insurer acted in good faith.
5. Escalate If Necessary
If you don’t receive a timely response (for example, 30 days after follow-up), escalate internally by asking to speak with a supervisor or claims manager. Remain polite but firm about needing an update.
6. Involve the Virginia Bureau of Insurance
If the insurer unreasonably delays or denies your claim without justification, file a complaint with the Virginia Bureau of Insurance. They oversee compliance with Va. Code §38.2-516 and can investigate unfair practices.
Helpful Hints
- Send follow-up letters via certified mail with return receipt to track delivery.
- Summarize lengthy medical records in a cover letter highlighting key points (diagnosis, treatment dates, prognosis).
- Be polite but persistent; adjusters handle many files and may overlook your submission.
- Keep copies of all medical documents, correspondence, and notes in a dedicated file.
- Consider hiring an attorney if the insurer’s delays or denials become unreasonable.