 A paperless society is hard to imagine when swimming in a sea of paperwork generated by medical reports, insurance forms, legal papers, and other important documents that are the result of cancer. If you have just been diagnosed, do yourself a favor, before you begin treatment and set up and easy system for managing your cancer journey.
While each doctor and facility keeps its own records about you and your treatment, it's important to keep your own Personal Health Record (PHR). Your Personal Health Record is separate from your formal medical records and serves as a central repository with critical information from all your care providers. Use our Helpful Patient Forms to create your own PHR.
Cancer can leave you feeling helpless, so effectively managing your paperwork may give you a small sense of control and make it a bit easier to manage logistics, such as filing insurance claims or completing tax forms. Furthermore, PHRs help patients play an active role in their own health care and make important decisions about treatment. Studies show that patients who are more involved benefit from better outcomes.
Getting Set Up
The ideal arrangement is to designate one place in your house. Keep bill-paying supplies (such as pen, checkbook, stamps, calculator, etc.) at that location. This would be preferably by your computer so you can also pay bills online if that is an option available to you. Store your document near this location.
Select your file storage method. Whether you prefer a 3-ring binder, a file cabinet or a cardboard box; either will work fine. Office supply stores can help you with your storage solutions.
Create a file for each of the various kinds of cancer-related documents you will be storing, such as:
Bills from providers (make a separate file for paid and unpaid bills): When you receive a bill from a provide, place it in the "Unpaid Bill" file. Make note of when it is due, whether insurance has made payments and if installments payments are available. Many providers are willing to break large bills into smaller payments over a few months if you call them and make arrangements. Attach or make note of phone or personal conversations on the bill and be sure to include who you spoke with and on what date. When a bill is paid in full, file it in the "Paid Bills" file.
Medical papers: Keep pathology reports from biopsies, operative reports from surgery, treatment reports and hospital discharge summaries. Keep notes during visits and phone calls with you cancer care team. This file can be taken with you on doctor visits.
Insurance papers: Create a folder for each insurer if you have multiple insurance companies including Medicare and life, disability, and long-term insurers. If you file a claim with the insurer, keep a copy of each claim.
Receipts for other expenses: File pharmacy receipts, and other receipts such as travel expenses during your cancer care here.
Other Items to File:
- Information about financial assistance organizations
- Living will and durable power of attorney for health care
- Contact Information
- Reimbursement received
- Copies of checks and credit card receipts for co-pays and other health care costs
Keep Things Consistent
Once you have your system in place, use is consistently. Set a regular date to pay bills, and file documents quickly so they do not pile up or get lost. Place the documents in the file in a consistent order, such as newest in front.
This will also be helpful during treatment or when you are just not up to dealing with paperwork. A consistent and systematic method will be easier for a trusted helper to jump into your role and take over when needed.
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