October 5

Keeping Track and Organizing Medical Information

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Keeping Track and Organizing Medical Information

by Amy Natt, MS, CMC, CSA

Q: My wife and I are trying to organize all of our medical information. Both of us have several doctors we see, and it is getting hard to keep up with all the papers we are given at appointments. Do you have a suggestion for what to keep and what to throw away?

A: What a great question, as many of us are facing mounds of paperwork and information that we are not quite sure what to do with. It is hard to tell what needs to be kept, where to keep it and what can be discarded. Then there is all the information you receive in the mail regarding the bill and insurance processing (explanation of benefits). If you have multiple appointments and medical providers, it can become overwhelming.

I would start by determining what is billing- and insurance-related and what is personal medical information. To organize the paperwork, you can use files, binders, or if you are tech savvy, scan the papers to your computer and make digital files. I personally like binders. You can create a binder that is for medical bills you receive and any related insurance benefits. If you organize your binder by provider or physician, you can match the bill to any related insurance claims that come in the mail. This will help you make sure insurance has been processed and what your medical expenses are for the year.

As far as personal medical information, you need to decide what is important to be able to access for your future care. Many physicians provide a summary of your visit, or if you are in the hospital you might get a summary of discharge orders. Your pharmacy can also provide you with a printed list of all your medications.

If you create a binder or accordion file, you can have your contact information in the front with a list of all your physicians, diagnoses and current medications. You might want to include a copy of your insurance cards and Medicare card as well. Include all of the things you are normally asked for when you go to a medical appointment. You can then create a tab for each provider you see. Include your physicians as well as dentist, audiologist and other specialists. You can keep medical information received in each section. If you take this book with you to appointments, it will also help you ask questions about your recent medical changes and updates.

If you want to be really ambitious, you can use this system to prepare for appointments as well. I have a doctor appointment planner that I often use with clients to help them organize their information. Each page has a place for the date and name of provider. You can then list questions you want to ask during the appointment and record responses. This enables you to look back at the information later to recall what was discussed. Two key points to remember:

  • Keep information in a safe, confidential location.
  • Keep information up to date.

Many providers now have patient portals as well. If using the patient portal, much of your information is accessible and stored digitally, reducing the paper you need to keep. You may also be given information regarding general privacy practices that you can review and then discard. Remember to shred documents that contain your name and any identifying information.

If you would like a copy of our doctor appointment planner, email me at amyn@agingoutreachservices.com.

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