Make a provider index
List every hospital, clinic, imaging center, pharmacy, therapist, and other provider connected to the injury. Include dates of service and the location where the records are held.
- Provider and facility name
- Dates of service
- Records contact or portal
- Request and delivery dates
Request the right categories
A chart and a bill answer different questions. Ask what the provider includes in its medical record, billing record, imaging files, and itemized statement before assuming one request covers everything.
- Visit notes and discharge instructions
- Imaging reports and available image files
- Itemized bills
- Referral and work-status records
Reconcile rather than estimate
Match bills to service dates and insurance explanations. Mark duplicates and adjustments, and keep disputed items visible. Do not treat a billed amount, insurer adjustment, and amount owed as interchangeable.
- Amount billed
- Adjustment or payment
- Patient balance shown
- Question or discrepancy
Review safely
Check names, dates, and missing visits, but do not alter source documents. If a record appears inaccurate, ask the provider about its correction process and preserve both the original record and the request.
- Back up the unedited download
- Keep the transmittal or portal receipt
- Share through a verified secure channel