Those of you who know me in real life know that I am the last person you would called "organized." Up until the last few months my organization system has consisted of a series of piles of paper. Now if you were to ask me where a particular paper was I would know it was 6 sheets down from the top and would be able to find it within seconds. If my husband or one of my kids moved said pile to look for something or because it was in their way the pile was dead to me. I would search the house for hours for the pile and wouldn't find it because it was moved a foot to the right. But I almost never pay a bill late or lose things despite my house looking like a hurricane blew through it. I have a very dear friend whose house is always immaculate, but she can't find anything.
Since becoming Guardian and Conservator for mom, PTA Treasurer, Book-keeper for my little non-profit chapter and my volunteer work with scouts I had no choice but to become organized. It's not perfect, but it is helping take the stress out of finding things. There are just too many facts swimming in my head for me to keep track.
I've been receiving lots of compliments on how I'm so organized for my mother's records so I felt I would share with you how I've done it. Maybe this will help you with your medical records or records with your medically challenged loved one. I will say I enjoy the satisfaction of being able to pull out my notebook and immediately find records and dates when others feel the information is impossible to find or they disagree with me. The notebook became an invaluable tool when dealing with the Assisted Living Facility this past two weeks. And I can almost feel the fear in people when I whip it out.
My older sister a few years ago mentioned to me that she decided to make sure she got all her children's doctor's business cards and put them in a scrap book for her husband just in case anything happened to her. I landed in the hospital earlier this year with flu complications. With my health history there have been a few times I've been almost certain I wouldn't live to see morning so this made me feel the need to keep records that I could leave behind for my family in case something happens to me. Car accidents, construction accidents, work accidents happen often enough and none of us truly knows how long we have on this Earth. So I started a system of keeping business cards of doctors in baseball card holders. Then I started putting cards from people who have worked on the house, cut my hair or give me quotes for work. It's really wonderful having them all in one place and all I have to do is open the folder and see which card I need within seconds.
So I started to feel I needed to keep really good records for my mom. You never know when you need to have the fax number of the pharmacy or the address of a doctor quickly. So I'll describe below how I have set up my records.
I keep one notebook with me to carry to and from appointments. This is the list of things I have in the notebook. I made a smaller one for my sister for her to keep track. I keep most things in plastic sleeves so they can be removed quickly when needed, but often viewed without having to be removed. Other things just have punched holes so I can access and write on them without having to fiddle too much.
1. A pocket for keeping receipts, scripts, checkbook, pen or anything little that can easily fall out and float away
2. A calendar I printed from a website. This allows me to write down mileage for medical visits, dates of doctor appointments and I also put notes about what I did on visits with my mother. If I clip her nails I write it down. If I had to give her a bath I write that down. If I have a problem I write that down and write when it's resolved.
3. A contact sheet. This is for the people I speak to on the phone and need to write down their information. This way I don't have dozens of slips of paper floating everywhere.
4. Photocopies of my guardianship/conservatorship qualification letters so I can give a copy on the spot
5. The originals of the qualification letters so if someone needs to see the original it's immediately available
6. Photocopies of insurance cards
7. Medication delivery record since that's clearly needed now
8. Copies of medical orders and med lists and prescriptions. Appointment sheets if printed for me
9. Some medical records, insurance letters, pharmacy information and similar information
10. Directions if I've had to print any
11. Baseball card sleeves filled with the business cards of people I talk with, insurance cards and appointment cards. I always ask for two of everything if possible so my sister has one as well.
12. Ledger paper to record checks written
I keep a notebook at home which contains:
1. Bank statements
3. Account numbers that I may need to find quickly
2. Medical records that I don't need to carry with me, but should keep on hand
3. Lawyer information that details my requirements as conservator
4. Mom's birth certificate and Marriage certificate
5. Copies of my reports for the court
6. Originals of the order written by the lawyer dictating our responsibilities as guardians and conservator
7. Anything else I feel is important that I'd like to be able to find quickly
And I have a 12 month pocket folder for all receipts so they are easy to find. I also have a monthly financial report I created with the help of Excel and my husband. I modeled it after the PTA's reports. Volunteering has helped me get so much training for free and has helped me immensely.
It has eased my mind that I have things organized. Unfortunately spending time on this has taken away from organizing my house. Some days I can barely walk in it without stepping on something. I need to get my kids or hubby to start doing more chores. Or hire a maid who works for free. Yeah I don't think those things are going to happen either.
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