Medical records play a crucial role in many legal proceedings, especially in personal injury cases, workers’ compensation claims, malpractice lawsuits, and other matters where health-related issues are central. When a case involves medical facts, using medical records effectively during a deposition is essential to ensure the accuracy and strength of your case. Understanding how to appropriately introduce, reference, and question witnesses about these records during a deposition can be the difference between winning or losing a case.

Here’s a guide on how to appropriately use medical records during a deposition:

1. Know the Relevance of the Medical Records

Before introducing any medical record during a deposition, it’s essential to assess its relevance to the case at hand. Medical records should be tied to the key issues of the case. For example, in a personal injury case, medical records documenting injuries, treatments, and recovery can provide crucial evidence of the extent of damages suffered by the plaintiff. In malpractice cases, they can help establish whether medical standards were met.

Relevance is a critical factor, as irrelevant or extraneous medical information may confuse the witness, waste time, or even harm your case.

2. Obtain and Review the Medical Records Ahead of Time

Preparation is the key to success during depositions, and this is especially true when medical records are involved. Prior to the deposition, ensure that you have all relevant medical records in hand, thoroughly reviewed, and organized. Look for:

• Important dates (such as the onset of injury or diagnosis)
• Key treatments and procedures
• Any discrepancies or inconsistencies
• Physician’s notes and diagnoses
• Medications and their side effects

Reviewing these documents will allow you to identify potential areas of questioning and ensure you don’t overlook important details.

3. Obtain Proper Authorization for Use

Medical records are often protected under HIPAA (Health Insurance Portability and Accountability Act), and it’s important to ensure that all necessary releases and permissions are in place before introducing any records during a deposition. Without proper authorization, you may be barred from using certain records or may face sanctions from the court. Ensure that the deponent (and any relevant parties) have signed the appropriate medical releases.

4. Introduce Medical Records Clearly and Transparently

When presenting medical records during a deposition, transparency is key. Start by clearly identifying and marking the medical records as exhibits. This ensures that both parties understand what documents are being referenced. It also allows for a clear record for the court reporter and avoids confusion. When referring to a specific part of a record, make sure to direct the witness to the relevant section, whether it’s a note, chart, or diagnosis.

For example:

• “Mr. Smith, I’m handing you Exhibit 5, which is a copy of your medical record from Dr. Johnson dated January 10, 2023. Please look at the note on page 3. Do you see where it says ‘soft tissue injury to the neck’?”

This method keeps the conversation focused and organized.

5. Be Cautious of the Witness’s Expertise

While medical records are valuable pieces of evidence, they may require explanation from someone with expertise in the field. If you are deposing a non-medical witness, such as the plaintiff or defendant, they may not fully understand technical medical terms or diagnoses.

In this case, avoid using overly complex medical jargon without explanation. Always be prepared to simplify the terminology or to ask questions in a way that allows the witness to understand and respond accurately.

Example:

• Instead of asking, “Did the MRI report show a herniated disc at the L5-S1 level?”, you could ask, “The MRI results mention a problem with the discs in your lower back. Can you describe how this affected your ability to move or work?”

6. Ask Specific, Focused Questions

When using medical records during a deposition, ask specific questions that help to clarify the facts. Use the records as a tool to obtain precise information that will support your case.

For example:

• “According to this medical record from Dr. Adams dated May 15, 2023, you reported a headache. Can you describe how frequent these headaches have been since that time?”
• “This record indicates that you were prescribed pain medication following your surgery. How long did you continue to take this medication?”

Avoid general questions that could lead to vague or non-specific answers. Instead, focus on extracting detailed information that will support the claims in your case.

7. Use the Records to Impeach Inconsistent Testimony

One of the powerful aspects of using medical records during a deposition is their ability to expose inconsistencies in the deponent’s testimony. If a witness provides testimony that contradicts what is documented in their medical records, you can highlight this discrepancy.

For example:

• “In your deposition, you stated that you did not experience any pain after your accident. However, this medical record from Dr. Williams dated June 5, 2023, clearly indicates that you reported severe pain in your left shoulder. Can you explain the difference?”

Impeaching testimony using medical records can significantly impact the credibility of a witness.

8. Avoid Overloading the Witness with Information

While medical records contain important facts, overwhelming the witness with an abundance of details can hinder the deposition process. Introduce the most relevant parts of the medical record and focus on the specific issues that are pertinent to your case. Bombarding the witness with excessive records or complex medical information may confuse the witness and detract from the central issue.

Instead, prioritize key information and ask questions that tie directly to the legal issues being addressed.

9. Use Medical Records to Support Your Legal Argument

Medical records aren’t just for impeachment or clarifying testimony—they can also be used to reinforce your legal argument. For example, if you’re arguing that a plaintiff’s injuries were severe, you can highlight the records documenting extensive treatment, surgeries, or ongoing issues. Conversely, if you’re defending a claim of injury, you can point out records that suggest the injuries were not as severe as the plaintiff claims.

Always use the medical records strategically to strengthen your case and to address key points that align with your legal argument.

Conclusion

Using medical records in a deposition is a powerful tool, but only if used appropriately. Preparation, clarity, and focus are crucial when navigating medical records in a deposition setting. By ensuring that the records are relevant, well-organized, and properly introduced, you can maximize their effectiveness and contribute to the strength of your case. Always be aware of potential challenges, such as the complexity of medical terminology and the importance of authorization, to ensure a smooth and productive deposition process.

And the most important step, choose a court reporting company that specializes in medical malpractice, such as Durham Court Reporting.  Book now:  https://durhamcourtreporting.com/schedule/  or call:  919-682-7757.