How to Organize Medical Records | eHow.com

How to Organize Medical Records | eHow.com

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step 1

Use a large three-ring binder with dividers to organize the information.
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Step 2

Collect all contact information, including doctors’ names, telephone numbers, fax numbers and addresses, in one section.
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Step 3

Keep a calendar in another section to record all appointments.
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Step 4

Maintain a log book for medical phone calls, indicating the person you talked with and when, what was said and what decisions about the course of treatment were made.
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Step 5

Keep a separate log of phone calls with your insurance company. Again, log the person you talked with, when, what was said and what follow-up is required.
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Step 6

Create a section to record prescriptions: what the medications are, when they were prescribed, who prescribed them, what they are for, and which pharmacy fills the prescriptions.
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Step 7

Make a separate section for receipts and financial paperwork, including insurance explanations of benefits (EOBs for short). Keep everything sorted by the date of service.
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Step 8

Visit the medical records office of your doctor or hospital on a regular basis to get copies of reports, transcripts and other doctors’ records. You will need to show identification, sign a release form (including separate releases for HIV/AIDS and mental health records), and pay a copying fee. File these in reverse chronological order, so the newest record is on top.
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Step 9

Visit your medical center’s film library if you have imaging studies (such as CT scans, MRIs or X-rays). Get duplicates of films, but realize there will probably be a charge for these. It’s often easiest and cheapest to have a radiologist make copies of imaging studies when the images are first made. Be sure to ask.
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Step 10

Make extra photocopies occasionally of the most important records and store them with a trusted person.
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Step 11

Keep records portable by devoting a briefcase or small rolling suitcase to them. This way you’ll be able to take them to all medical appointments.

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