How to Organize Medical Records for a Personal Injury Claim?

by | Last updated on Aug 23, 2023 | Published on Jun 12, 2023 | Medical Record Review

One of the most important aspects to consider when managing personal injury cases in a law firm is ensuring that the firm has a set of organized and complete medical records. Without proper documentation, it can be difficult to prove the extent of the injuries suffered by the claimant. Medical records help to establish the extent of the claimant’s injuries, the treatments undergone, and the costs associated with the medical care.

Medical records are also important because they help to establish a timeline of events. Information from these records can be used to determine the level of compensation your client should receive for his or her pain and suffering, lost wages, and other damages. Proper medical record organization helps attorneys to easily collect relevant medical facts related to the case.

Often lawyers gather several types of records including those related to doctors’ visits, diagnostic tests and imaging results, hospital records, physical therapy records, admitting charts, prescriptions, copies of notes from doctors or nurses, results from exams and tests, pharmacy billing records and more.

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Steps to Organize Medical Records for a Personal Injury Claim

Organizing medical records is crucial when filing a personal injury claim. Once you’ve gathered your client’s medical records, the next step is to organize them in a way that’s easy to navigate and understand.

Here are some tips for organizing records:

  • Gather all relevant medical records: Collect all medical documents related to the claimant’s injury, including hospital records, doctors’ notes, test results, prescription receipts, and any other relevant medical documentation. Ensure to get records from all healthcare providers your client has visited.
  • Create a filing system: Set up a dedicated folder or binder specifically for the records. Use dividers or separate folders for different healthcare providers or types of documents to keep everything organized. Keeping everything together will make it easier to find the records you need when you need them.
  • Organize by date: Organize the medical records by date, starting with the most recent records first. This will help you establish a clear timeline of events and make it easier to track the progression of the injuries.
  • Keep the records in chronological order: Arrange the records in chronological order, starting from the initial injury and continuing through each subsequent medical visit or treatment. This will help provide a clear timeline of the medical treatment and recovery.
  • Label each record: Label each record with a brief description of what it contains and the date it was received or generated. For example, you might label a record “MRI Results” or “Physical Therapy Notes.” This will make it easier to find the records you need when you need them.
  • Include contact information: Make sure to include contact information for each healthcare provider, including their name, address, phone number, and any other relevant details. Being an attorney, this information may be necessary to request additional records or contact the providers for clarification.
  • Organize by category: Consider organizing the medical records by category, such as diagnostic tests, treatment plans, surgery records, rehabilitation notes, and billing statements. This categorization can help you to quickly locate specific information, while handling the case.
  • Maintain an ongoing record: As the claimant continues to receive medical treatment and gather additional records, be diligent in adding them to the organized system. Keeping a comprehensive and up-to-date record will support the progress of the claim.

By following these steps and organizing medical records systematically, law firms will have a comprehensive and well-structured set of documents to support the personal injury case they are handling.

Common Mistakes to Avoid When Organizing Medical Records

When it comes to organizing medical records, there are several common mistakes to avoid. These include:

  • Failing to obtain all records
    Make sure to obtain records from all the healthcare providers, including primary care physicians, specialists, hospitals, and physical therapists. Failing to obtain all relevant records can weaken the case and make it more difficult to prove the extent of the injuries.
  • Failing to organize the records
    Failing to organize the records can make it difficult to find the information needed. Make sure to organize the records in a way that’s easy to navigate and understand.
  • Failing to keep track of medical bills and expenses
    Failing to keep track of medical bills and expenses can make it hard to prove the costs associated with the claimant’s medical care. Make sure to keep a log of all of the bills and save all of the receipts.

Remember to consult an experienced medical record review company to get the medical records properly organized and thus strengthen your claim.

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