It’s January! Time to clean out the closets and your health information

January is seen as a time to re-energize and re-organize. Closets, finances, weight loss efforts and even basements get a redo. But have you ever thought about reorganizing your health information? Knowing that illness doesn’t discriminate, it’s best to be prepared. January is the perfect time to either create a system to organize your health information or reorganize your existing one.

Getting started

Create a storage system for your records

An accordion file works well for storing documents. This allows you to create tabs for easy identification and continued filing. Some suggestions for tabs include the following:

·      Basic health information

·      Personal medical history

·      Family medical history

·      Primary Physician

·      Specialists

·      Dentist

·      Immunizations

·      Medications

·      Insurance forms

·      Test results

·      Legal Documents

Record basic information

Create a document that includes basic information about you and your physicians. Then, put in your file under “basic information” and update quarterly.

·      You: Include your allergies, medications (be sure to include any over the counter and herbal medications), diagnoses and any surgeries. Be sure to include dates.

·      Your physicians: This should include their names, contact information and why you are seeing them.

Gather your history

Anytime you see a new physician or undergo a procedure or test, you are asked about your medical history. For some patients it’s easy to recall, but for others it’s easy to forget. Writing down all of your diagnoses, medications, allergies, surgeries, and illness takes the guessing out of it and can significantly impact your medical care. Be sure to include:

·      Surgeries (include dates)

·      Any serious illnesses and when they occurred

·      Current and past medications (be sure to include any adverse reactions)

·      Injuries and emergency care

·      Blood transfusions (be sure to include any reactions)

·      Mental health issues including episodes of depression or anxiety

·      Alternative therapies (acupuncture, energy therapy, etc.)

Write your family history

Family history is sometimes just as important as your own personal history. Determining your risk for illness can be directly related to the illnesses of your family. Be sure to ask questions if you don’t know and record the following information about your mother, father, siblings, and grandparents (maternal and paternal):

·      Serious illnesses

·      Unusual reactions to medications and surgeries (such as anesthesia)

·      Mental health disorders

·      Cause of death if they are deceased

Create a timeline of tests and physician visits

Creating a timeline allows any new physician or practitioner to get a quick look at past events that may impact future tests and treatments.  This makes it easier for him or her to better understand you as an individual patient and allows for better care.

Get into the habit of updating your system every time you see a physician, get test results, have a new medication prescribed or undergo a surgical procedure. It’s much easier to maintain your record throughout the year than to wait until next January!

Maintaining an accurate and current health record is critically important.  If you need help, consider hiring a patient advocate. An advocate has the knowledge and experience to help create your personal comprehensive health care record.  It’s the best gift you can give yourself or someone you love.

Take care and be well

R. Thompson, MSN, RN

To learn more about patient advocacy and how you or your loved one may benefit from advocacy services, contact Uppta @