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Use complete, legible records organized by date and provider. Keep originals. For medical records, include complete certified copies and the certification; clearly identify any partial delivery.
Each email should state its purpose, the patient’s name, your relationship if writing for someone else, contact details, and the specific question or request. Group related questions and request acknowledgment of important records.
Scan to PDF and name files
- Use a scanner or your phone’s document-scanning function and save as PDF. Check that pages, signatures, and seals are complete, upright, and legible.
- Save each document separately with all its pages in order. Do not combine unrelated documents in one PDF.
- Format: YYYY-MM-DD description initials.pdf. Example: 2026-02-18 hospitalization summary ABC.pdf. Avoid accents, ñ, and special characters in filenames.
- Use the issue date or main event date. If using an estimate or receipt date because the original is unknown, explain that in the message; do not present an estimated date as certain.
- If you mention an attachment, confirm it is included and list the files sent. Blurred photographs or cropped pages may need to be resent.
Shared folder and in-person delivery
If the office directs you to use Dropbox, collect the separate files in one patient-identified folder. Follow the office’s access instructions and email the link. Confirm the office can open it; do not publish the link or make medical records public. Email for help or an alternative.
Arrange in-person document delivery by email beforehand. The office’s guidance lists business days Monday through Friday, 9:00 a.m. to 3:00 p.m., at 37 Calle Arecibo, San Juan, PR 00917. An appointment must be confirmed; staff may receive the records, and delivery does not imply a consultation with the attorney.
When directed to deliver records for an expert, include complete certified records and a signed, dated narrative. Confirm the assigned expert, amount, and payee with the office before preparing a check or money order. Expert payment goes to the professional, not toward attorney fees.
Clear and careful communication
Keep related emails in the same thread and confirm your understanding of important conversations in writing. Reserve calls for urgent or scheduled discussions. Respond promptly; acknowledge receipt and explain if you need more time.
Use “Reply all” when copied recipients should receive the information; check recipients before sharing documents. Preserve relevant messages and posts and avoid premature accusations or medical conclusions. Do not withhold information needed for treatment.
The answer for your situation depends on the facts and records. An inquiry does not suspend legal deadlines or guarantee that the office will accept the case.