Disclaimer: This article is for educational purposes only. It does not constitute legal advice. Always consult a licensed attorney for guidance on your specific situation.
Detailed Answer
When you pursue a personal injury claim in Washington, you need clear proof of your medical treatment and related expenses. Here’s how to gather and submit medical records and bills effectively under Washington law.
1. Request Your Medical Records
Under RCW 70.02.050, you have the right to receive a copy of your medical records within 60 days of your written request. To comply:
- Complete a signed HIPAA authorization form that names each provider.
- Submit the request by mail, fax, e-mail or in person.
- Follow up in writing if you don’t receive records within 60 days.
See RCW 70.02.050: Washington RCW 70.02.050.
2. Obtain Itemized Medical Bills
Ask each provider’s billing department for an itemized statement showing:
- The dates of service
- The specific procedures or treatments rendered (with CPT or ICD codes)
- The amount charged and the amount paid (if any)
Include any Explanation of Benefits (EOB) from your health insurer to show adjustments and payments.
3. Organize and Index Your Documents
Create a tabbed file or digital folder with a clear index. For each treatment date, include:
- Medical records (progress notes, diagnostic reports, discharge summaries)
- Itemized bills and EOBs
- Prescription receipts or pharmacy logs
Label each section chronologically. This structure makes it easy for the insurer or court to follow your treatment history.
4. Submit Records to the Insurer or Opposing Party
Most insurers require you to submit medical records and bills with your insurance claim. If you file a lawsuit, discovery rules apply:
- CR 26 – Mandatory initial disclosures (Washington CR 26)
- CR 34 – Request for production of documents (Washington CR 34)
- CR 35 – Independent medical examinations (Washington CR 35)
Serve your requests on the opposing party or insurer. Attach the indexed file and a short cover letter summarizing your attachments.
Helpful Hints
- Keep both paper and electronic copies of all records.
- Follow up promptly on delayed responses; note all communications in writing.
- Check billing statements for duplicate or erroneous charges.
- Maintain a treatment chronology with dates, providers and purposes.
- Consider a medical summary prepared by a nurse or paralegal for clarity.
- Respect statutory deadlines for discovery and claim submissions.
- Store records securely to protect personal health information.