This IME referral checklist helps Missouri attorneys, employers, insurers, and other requesting parties prepare a clear referral question and well-organized records. A complete packet can reduce avoidable follow-up and help keep the evaluation focused on the issues that matter.
This checklist explains what to assemble before requesting an IME from Garcia Family Medicine in Blue Springs, Missouri. It is general educational information, not legal advice, and case-specific requirements may differ.
1. Define the purpose of the IME
Begin with a short cover letter that identifies the matter, the requesting party, and the clinical questions the physician should address. Depending on the case, questions may involve:
- Current diagnoses and objective findings
- Whether reported symptoms are consistent with the available records and examination
- Possible relationship between a condition and the reported event or exposure
- Functional limitations, work restrictions, or return-to-work considerations
- Maximum medical improvement when clinically appropriate
- Impairment ratings when specifically requested and applicable
- Prognosis or anticipated care needs within the requested scope
- Reasonable-accommodation questions tied to essential job functions
Avoid broad requests such as “evaluate everything.” Specific questions help define the scope and make the final report more useful.
2. Include the core case documents
A referral packet commonly includes the following materials when they are relevant and available:
- Referral letter and numbered questions
- Claim, incident, or injury summary
- Relevant treating-clinician notes and hospital records
- Diagnostic imaging reports and, when requested, the images themselves
- Laboratory, pathology, or specialty-test results
- Prior evaluations, operative reports, therapy notes, and functional testing
- Relevant pre-existing or subsequent medical records
- Job description and the physical or cognitive demands of the position
- Work-status notes, restrictions, attendance history, or accommodation documents when relevant
- Depositions, statements, surveillance, or other case materials the requesting party wants considered
Send only materials that are appropriate for the purpose of the evaluation. If an important document is unavailable, identify the gap rather than leaving the physician to guess whether the record set is complete.
3. Organize the records before sending them
Organization matters, especially in record-heavy cases. A chronological, searchable PDF with a simple index is easier to review than multiple unlabeled files. Remove exact duplicates, preserve legibility, and label imaging or media files clearly. If records arrive in stages, include a short supplemental index so the physician can see what changed.
4. Provide job-demand information when function is at issue
For return-to-work, fitness-for-duty, or accommodation questions, provide the actual essential functions of the job rather than relying only on a job title. Useful details may include lifting, carrying, standing, walking, sitting, reaching, driving, shift length, safety-sensitive duties, environmental exposures, and required concentration or pace.
Federal employment guidance generally limits disability-related medical inquiries and examinations to information that is job-related and consistent with business necessity. Medical information also requires appropriate confidentiality. Employers and counsel should determine the lawful scope before sending a referral.
5. Confirm the logistics and deadline
- Full name and contact information for the examinee
- Case or claim number
- Primary contact for scheduling and records questions
- Interpreter, mobility, sensory, or other access needs
- Preferred evaluation window
- Hearing, mediation, deposition, or administrative deadlines
- Any required report format or rating framework
- Billing contact and authorization information
Report timing depends on the complexity of the issues, the volume of records, the examination required, and the questions presented. Garcia Family Medicine provides a case-specific estimate after the referral materials are reviewed. No universal turnaround time is promised.
6. Know what happens after the referral
After the referral is received, the practice reviews the requested scope, record volume, scheduling needs, and report requirements. The requesting party may be contacted to clarify questions or obtain missing information. Once the evaluation is scheduled and completed, the physician prepares a report addressing the agreed questions within the limits of the available information and clinical expertise.
An IME is an evaluation, not treatment, and it does not establish an ongoing physician-patient relationship. For a broader overview, read our guide to Independent Medical Evaluations.
Frequently asked questions
How far in advance should an IME be requested?
Send the referral as early as practical. Record-heavy matters, specialized questions, and fixed legal or administrative deadlines may require additional planning.
Can Garcia Family Medicine review records before an examination date is selected?
The practice can review the referral information needed to define scope, scheduling, and anticipated work. The process depends on the individual case.
Can the report answer specific questions from counsel or an employer?
Yes, when the questions are within the physician’s clinical expertise and the agreed scope. Numbered, focused questions are recommended.
Does the IME include medical treatment?
No. An IME is an independent evaluation performed for the requesting matter. Urgent medical concerns should be directed to an appropriate treating clinician or emergency service.
Request an IME in Blue Springs, Missouri
To discuss an IME referral, call (816) 330-7575 or contact Garcia Family Medicine. We review each referral individually and provide case-specific information about scope, scheduling, and fees.
Sources and further reading: Missouri Department of Labor guidance on medical examinations and evaluations; U.S. Equal Employment Opportunity Commission guidance on disability-related inquiries and medical examinations.