How to Close Out Medicals in Tennessee Workers' Compensation

Why Tennessee Has a Unique Medical Closure Process

Tennessee's workers' compensation system requires a formal medical closure to release the employer from further payment obligations. Unlike some states that allow informal settlement, Tennessee mandates a written "Medical Closure" form signed by the treating physician, the claimant, and the employer's representative. The state's Department of Labor and Workforce Development (DLWD) uses this document to verify that the claimant's medical needs are fully addressed and that the claim is no longer active.

Key Documents and Where to Get Them

The core forms are:

• Medical Closure (Form 103) – Available on the DLWD website or from the employer's workers' comp carrier.
• Certification of Discharge – Physician's note confirming the claimant is medically cleared.
• Claimant's Release of Information – Consent for the carrier to share medical data for closure purposes.

All forms must be filled out in block print, with clear signatures and dates. The carrier's portal typically allows electronic submission, but paper copies may be mailed to the carrier's claims office.

Step‑by‑Step Closure Procedure

1. Confirm Medical Completion: The treating doctor reviews the claimant's chart and writes a discharge summary.

2. Complete Form 103: The physician signs the Medical Closure, the claimant signs to acknowledge receipt, and the employer's representative signs to confirm no further medical services are needed.

3. Submit to Carrier: Upload or mail the completed forms. The carrier verifies the signatures and checks that all medical bills are paid.

4. DLWD Notification: Once the carrier processes the closure, it automatically notifies the DLWD. The claim is marked "Closed" in the state system.

5. Keep Records: Store the signed forms and any related correspondence for at least five years, in case of audit.

Common Pitfalls and How to Avoid Them

• Missing Signatures: A single unsigned signature can delay closure for weeks.

• Incomplete Medical History: If the physician's discharge summary lacks detail, the carrier may request additional documentation.

• Late Submission: The DLWD requires closure within 60 days of the last medical service. Delays can result in extended liability.

What Happens After Closure?

Once closed, the employer is released from future medical payments, and the claimant's benefits cease unless a new injury or medical condition arises. The carrier may still retain a small administrative fee for processing the closure. Employers should update their payroll systems to reflect the end of benefits and adjust any ongoing medical insurance obligations.

Quick Reference Table