Sample Letter to Doctor Requesting Medical Records

Below is a sample letter requesting medical records in a personal injury accident claim.  

Below we also talk a little bit about the challenges in collecting medical records. You can learn how to collect your client's medical records quickly and cheaply here.  

July 21, 2015

Suburban Hospital
8600 Old Georgetown Road
Bethesda, Maryland 20814

ATTN: MEDICAL RECORDS

Our Client: Brian Sequoia
SS No.: 393-29-5763
Date of Birth: March 15, 1977
Date of Accident: June 23, 2014
Date(s) of Service: June, 23-25, 2014

Dear Sir or Madam:

My law firm represents Brian Sequoia in connection with injuries he suffered in a motor vehicle crash on June 23, 2015. It is our understanding that our client was seen at your facility for these injuries. He was admitted for two days, suffering from broken ribs, a broken femur, and a closed head injury.

Pursuant to the enclosed HIPAA compliant medical authorization, please provide the undersigned with copies of all records, reports, x-rays and other diagnostic imagery, nurses’ notes, and your prognosis, diagnosis and treatment plan. Please also send the itemized billing statement for services rendered, including any HICFA forms or UB92 forms.

*Practice Tips*

Make sure you send a separate request for the medical bills. Most hospitals have separate departments for records and bills. Also make sure you appreciate who all of the health care providers are. Many lawyers assume that going to the ER is one bill. Often it generates 3 or even more bills from different providers within the hospital. 

If your efforts fail, as they often do, you need to send a stronger worded letter. 

As you know, Maryland’s Annotated Code, Health General Title, §4-309 requires that you produce these records within twenty one (21) working days of this request. We would greatly appreciate getting these records as soon as possible.  

At the time of this writing, we believe our client is no longer receiving medical care from you.  If I am wrong about this or Mr.Sequoia has since gone back for further treatement, please contact us so we may discuss sending all of the records at the conclusion of their treatment. If possible, please fax the records and/or bills to my attention at 410-760-8922.  You can also call me at 410-779-4600 if you have any questions or concerns. 

If this request has not been sent to the proper custodian, please let us know where we should send the request. Thank you for your time and assistance.

Very truly yours,

Beth Miller
Legal Assistant to Laura G. Zois
Enclosure: HIPAA

How to Get the Records from Health Care Providersgetting medical records

To be sure, it is one of the most challenging things we do administratively. We have clients that have a large number of medical providers and it just takes a struggle with one to upset the apple cart. You need to stay persistent and continue to call and write until you get the records you are legally entitled to get.

You also have to walk a balancing test in that regard. You cannot alienate the office of the doctor who is going to be the testifying treating doctor in your case. So you really have to use your judgment in how you approach health care providers who simply cannot be bothered to jump on your request for records.

In some cases, you need a stronger letter if you don't have these concerns. This is the letter we use when the sweet call and correspondence fail and this is not a provider you will need help with down the road in the litigation.

If you are a lawyer or paralegal, you need to keep in mind that your client does not understand why it takes so long to get these medical records and the delicate balance in pushing the providers versus the fear of alienating them when you need their help down the road in the case. 

Our firm documents every call and every letter to the providers. So if the client is frustrated because we have not gotten the record, it is good to be able to show quick documentation of all of the efforts you have made. 

It is also sometimes worthwhile to tell the client that if speed it what they desire, getting medical records is probably the only thing the victim can do faster than the attorneys because the doctors are far more likely to cooperate with the victim who is their patient than the law firm seeking the records.

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