Quick. In five seconds or less can you recall the exact date and time of your last doctor’s visit? Could you remember when your next prescription refill is due? If one of your children or your spouse was suddenly rushed to the hospital, could you quickly gather all the necessary health insurance papers and relevant medical records?
If you answered no to any of the above questions, you’re not alone. Of all the records we keep in our home filing cabinet, few are as important as our medical records. Not only do they inform our doctors of any special care we require, but they also help us stay up- to-date on our medical progress and help us plan for future medical needs. In the event of a medical emergency, the more organized you are before the crisis, the better your chances for coming through the event with the least number of complications.
Perhaps the biggest challenge of storing personal medical records is the sheer amount of paperwork itself. After all, every doctor’s visit, every pharmacy prescription, and every insurance payment generates at least one to two sheets of paper. For example, one 30-minute doctor’s visit alone could easily result in five or more pieces of paper–diagnosis information, doctor’s bill, prescription and drug info sheet, health insurance authorization and insurance statement. With so many papers to keep track of, it’s no wonder many people give up and just toss it all into a “to do” pile.
However, when it comes to medical information, there are four main categories of paperwork you need to retain: 1) prescription information, 2) general health information, 3) specific medical condition information for each family member, and 4) health insurance information. Look through all the medical records you currently have stored and divide the papers into these four categories.
For prescription information, keep a record of the drug name and dosage amount for each prescription. Also keep note of refill dates and the number of refills remaining. File any drug info sheet your pharmacist gives you, as these may help you quickly identify any drug interactions or dangerous side effects.
General health information may include articles you’ve read about lowering cholesterol, losing weight, or any other topic of interest to you. This information does not need to relate to any specific person or ailment. In contrast, specific medical condition information for each family member should include everything related to a particular disease or ailment someone has. Keep a separate file for each condition and each family member so nothing gets confused.
When organizing your health insurance information, keep a record of every payment and authorization. Also make sure you have the most updated listing of what services are covered and which doctors participate in your health plan. Having accurate insurance information could save you both money and time in the long run.
Filing System for Organizing Medical Claim Info:
1. Insurance Policy Guidelines for Primary Policy
2. Claims to be submitted to Primary Policy Holder
3. Claims submitted, but not paid by Primary Policy Holder
4. Insurance Policy Guidelines for Supplemental Policy
5. Claims to be submitted to Supplemental Policy Holder
6. Claims submitted to Supplemental Policy Holder, but not paid
7. Claims paid
Your Paper Prescription In the past, there were only four things you could do with all this paper: toss it, stack it, file it the traditional way, or convert it to electronic form using a scanner. Now a fifth option is available–a software program that allows you to keep your information in paper form in your filing cabinet. The incredible search power of the computer enables you to find anything you want in five seconds or less.
This software, Kiplinger’s Taming the Paper Tiger(www.thepapertiger.com) published by Monticello Enterprises of Sunnyvale, CA, and based on the book Taming the Paper Tiger, utilizes one simple principle: Clutter is Postponed Decisions
