Organizing Your Medical and Developmental Records

December 6th, 2019 by Kimberly Belzer Organizational Tips

What to do with all these doctor/therapy reports

Ok, you now have a regular schedule of doctors and therapist appointments.  You are proud of yourself for getting yourself and your child to each one and keeping them straight in your head.  But every appointment they give you more and more paperwork.  Then the insurance company calls and needs an evaluation from Dr. A to get a treatment approved from Dr. B.  You start feverishly shuffling through all the papers on your table hoping to find what you are looking for. An hour later and tons of stress you find it.  Stop, there is a better way to do this and keep what little of your sanity is left. 

Why Organize?

It only makes sense that you organize these reports because chances are you will need them over and over again.  You will always be advocating for your child and these reports are valuable in proving a need is there for a particular treatment, therapy, service or medical equipment.

Important things to Keep

1)Dates for surgeries, procedures, hospital visits to include ER visits  2) developmental evaluation reports  3) list of all medications and prescribing doctors  4) list of medical equipment and company purchased from and any warranties on said equipment 5) contact information for specialist, therapists, dentist, case managers, hospital and insurance company  6) medical test and results 7) vaccination records  8) Calendar of past and future appointments 9) list of allergies 10)birth certificate 11) About me page ( To help people working with your child better understand them and any triggers they might have)

How to organize all this information

Once all your records are gathered you can do a couple of things with them 1)  You can create a folder on your computer and have subfolders in that folder such as medications, equipment, etc and scan your records into the computer under the correct folder headings. If you do it this way make sure you back up your computer. If you are like me you need to be able to put your hands on your documentation quickly when you need it. I would then suggest that you organize them nicely in a Medical Grade Binder These binders are great because you can wipe them clean, they are sturdy and hold over 600 pages of documentation and are hard to destroy.

For your records keeping forms, you can either purchase a Ready Made Medical Records Book with forms that you may or may not need or you can purchase a downloadable package of 12 organizational forms that you can copy over and over making organizing your child’s records easier. Forms such as diagnostic reports, immunizations, lab results, all about me and more. Once you purchase the forms you will receive a zip file with all the forms for you to keep and use over and over.

The last way to organize your records is through an online records portal such as My Health Record . There is pro’s and cons in using these types of services. They can be difficult to upload your documents, not accessible when you need them or can cost you monthly fees and more.

Hope this information helps. You will be glad you did this when a doctor calls and says he needs a past medical record.

Happy organizing 🙂

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