I just graduated from undergrad last year and now working my first job post graduation. Still learning the ropes of being a paralegal for a PI plaintiff firm. What’s the best way of obtaining physician billing records? Most hospital billing departments don’t know that information and there is no established method at my firm for obtaining them from clients treatment locations.

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Medical bills are the worst part of the job. I fax or mail the original request and follow up by phone. Make sure you check the bills because a lot of providers don’t submit them to the carrier. Compare the bills to the PIP ledger.

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It’s a listing of all bills submitted and paid by the auto insurance

If it’s a big organization, you can use CIOX or Chartswap. For PT clinics and other smaller places, you can just call them and ask for their records/bills dept info and send them a medical/billing/radiology request.

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Chartswap but don't forget that many hospitals have portals so you can make an account (with your clients permission) and download them directly. Most private providers are easy.

You can use the 3rd party providers to help you, like CIOX. I always told my clients to keep and send me a copy of every bill they received in that mail. Look at the PIP logs and EOBs (health ins and PIP). You will at least get a name and usually and address. If you’re not familiar with that hospital or facility you can google it and call around and eventually get where you need to be. Keep and excel list of the hospitals and their individual physician/rad/etc billers and how to contact them. In Florida, most of these providers had specific ways to request the bill if you’re the attorney repping their patient. It’s hard when you’re new but if you deal with the same providers over and over it starts to just be routine

CHARTSWAP

Remember most hospitals have 3td party billing as well as theirs. There is a 3rd party er doctor (usually on Chartswap) and radiology. I also made a word document for everytime I learned a new fax number, email, and portal. Saves my life. Have a list for every time you send a request with the date sent too and where.

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