Build a provider index
List each facility, clinician, pharmacy, imaging provider, therapist, and transport service. Record dates of service and where records or bills are stored.
Track the billing chain
Note the charge, amount submitted to insurance, adjustments, insurer payment, patient payment, and amount still shown as due. An explanation of benefits is not a provider bill.
Connect the medical timeline
Keep referrals, diagnoses, work restrictions, future appointments, and care instructions in chronological order. Do not add conclusions the records do not state.
Ask before sharing broad records
Confirm the recipient and purpose of any authorization. Ask whether an overbroad request can be narrowed.