In injury and disability matters, the medical record is often the heart of the case. Getting complete records on time depends on sending the right request to the right place, then following up on schedule.
What a complete request includes
- A signed authorization that meets the provider's requirements, or other legal basis for the request.
- The patient's full name, date of birth and any other identifiers the provider asks for.
- The exact date range requested.
- The record types: office notes, imaging reports, billing records, or the complete chart.
- Where and how to deliver the records, and how fees will be paid.
Send it to the right place
Many providers use a release-of-information department or an outside vendor. Call first to confirm where requests go, what format they accept and whether they charge in advance.
Track every request
Keep a log with the provider, the date sent, the method, the date range, the fee and every follow-up. Follow up on a fixed schedule, and note who you spoke with each time.
When records arrive
Check them against the request: date range, record types and page count. Note gaps right away, while there is still time to ask again. Our records request letter builder drafts the cover letter for counsel's review.
General information. Requirements for authorizations and requests vary; the supervising attorney decides what is sent.
This article is general information, not legal, tax or regulatory advice. Rules change; confirm current requirements with the responsible agency or a licensed professional.
