Medical Records Request Tracking Log and Helpful Tips

Medical records are vital to the success of an injury claim. Use this free tracking log to ensure you’ve gathered all your treatment records.

When you’ve been injured because of someone else’s negligence, you have the right to seek compensation from the at-fault party. However, insurance companies won’t just mail you a check.

It’s up to the injured party to prove the scope and severity of their injuries in order to get fair compensation. Your medical bills and records will be the cornerstone of a successful injury claim or lawsuit.

Use this free tracking log to make sure you’ve requested and received all the medical records and bills related to your personal injury claim.

Click on the image below to download the PDF Tracking Log:

Medical records request tracking log
Medical records request tracking log

How to Use the Medical Records Request Tracker

The amount of compensation you can get from the insurance company is largely based on the cost of your injury diagnosis and treatment, supported by your medical records.

You’ll need copies of your medical bills to add up your medical expenses. Your medical records are equally important because the records verify the necessity of your medical treatments, and justify the time you missed from work.

You can maximize your injury compensation from the insurance company by making sure you’ve gathered bills and records for every medical visit, test, and treatment you received after the accident.

Tips for Gathering Medical Records

It helps to have a calendar in your injury claim file to keep a record of every medical appointment date, time, and location. The calendar makes it easier for you to request bills and records for every service date you may have seen a doctor or therapist.

Capturing Every Bill and Record

Request bills and records for every injury-related medical service, including the ambulance that arrived at the scene, the emergency room, urgent care clinics, medical provider visits, imaging studies and other tests, lab work, and physical therapy.

Some medical services generate more than one bill. For example, if you have imaging studies like X-rays or an MRI, there will be a bill from the medical facility where you had the test, and a separate bill from the radiologist who interpreted the results. Likewise, if you’re rushed to the emergency room, you’ll have a bill from the hospital, and a separate bill from the ER physician.

When you see the same provider several times, like a physical therapist, be sure to get bills that cover all your treatment dates. It’s okay to have bills that cover more than one treatment date so long as the bills itemize the dates of service.

Get copies of all your medical bills even if you don’t pay anything out of pocket. You’re entitled to compensation for the full cost of your medical expenses. The bills must reflect the actual cost of your medical care before any offsets for Medicare, Medicaid, VA, or private health insurance.

Be sure to get bills for prescription and over-the-counter medications, as well as medical supplies or devices like bandages, crutches, shower chair, etc.

Formally Requesting Bills and Records

Get the full name, address, and telephone number for each provider and facility that treated you. Verify where to send your request for bills and records. Many doctors and hospitals have a separate medical records department or service.

Call ahead to find out if you must use their HIPAA-compliant form. If not, write your own medical records request letter.

While on the phone, find out if there is a copy fee for your records, and how that will be handled. Ask if they will send your records with an invoice for the copy fee, or if the copy fee must be paid in advance.

Keep notes with the name and date for each person you speak to about your records. Retain copies of your request forms and letters for your file.

Update the Medical Records Request Tracker for each bill and records request, including the date your request is mailed. If you haven’t received the requested bills and records in 30 days, follow up by phone and in writing.

Collecting all your medical bills and records is a tedious but necessary job that will help you get the full amount of compensation you deserve for your injuries. This free tracking sheet should help make that job a little easier.