Getting Organized During Cancer Treatment

Getting Organized

Welcome back! This blog provides financial resources and information for people living with cancer. In this post, I want to focus on getting and staying organized before, during and after cancer treatment.

Going through cancer treatment is already an overwhelming journey. Between doctors’ appointments, tests, and treatments, the last thing you want to deal with is a mountain of medical paperwork. However, despite feeling like things are often out of your control, organizing your paperwork is one aspect you can take charge of. With the right tools and strategy, you can make this daunting task much more manageable. Below is a guide to help you stay organized, reduce stress, and keep track of all the essential documents during your cancer treatment.

Which Organizer is Best?

When it comes to organizing your medical paperwork, the first step is choosing the right tools. While some might opt for a file drawer, others may find a portable binder or a box with dividers works best. An affordable and effective option is a multi-pocket 3-ring binder with an accordion-style expanding file folder. The accordion file can either have a snap or a zipper closure, which ensures your documents stay safe and secure.

Alternatively, you could use two separate binders: one to take to your appointments and another to keep at home. Binders come in various sizes, but it’s important to choose one that fits the 8.5 X 11-inch documents that you’ll be receiving. Smaller binders are easy to carry around but may require folding your documents, which can lead to confusion when you need to find something quickly.

Key Sections for Your Travel Folder

When organizing the folder or binder that you plan to take with you to appointments, it’s helpful to create specific sections for easy access. Below are some key sections that will help you stay on top of things:

1. Calendar
   If you prefer using a digital tool, a number of calendar apps can be downloaded onto your smartphone. Choose one calendar app to track all your appointments. If technology isn’t your strong suit, a pocket calendar may be a good option for you. Ensure it has enough space to jot down appointment times, locations, and any follow-up actions.
2. Business Cards & Contacts
   Cancer treatment involves many specialists, and you’ll likely receive a lot of business cards. Regularly sort through these cards and move the ones you need less often to a dedicated home folder. Additionally, this section should include a list of important contacts. At times, when you’re feeling overwhelmed, you may forget your own or a loved one’s phone number. Having a call-list on hand can be incredibly helpful.
3. Test Results
   Store only the most recent test results in this folder. Older results, like blood tests from six months ago, can be filed at home. This will help you stay organized and ensure that the latest information is easy to find when needed.
4. Medication Sheets
   Keep an updated list of your prescribed medications. At each clinic visit, take the time to update this list. Only retain the educational sheets for medications that you are currently prescribed. This will help you avoid unnecessary clutter in your folder.
5. Doctor Visit Notes
   If your cancer treatment team offers an online portal for medical notes, results, etc., you likely won’t need to keep printed visit notes. However, if they don’t, hold onto notes from your past 3-4 visits. Also, add initial consultation notes from any providers you’ve seen for a single visit.
6. Prescriptions & Receipts
   This section should contain all prescriptions and receipts from your appointments. Keeping a running list of your medication prescriptions and receipts will help you track any out-of-pocket expenses.
7. In case of an emergency- If you do not have access to your medical records via an online app/portal (such as MyChart), take your folder/binder if you need to seek care in an emergency room, urgent care, or a new clinician. This will save time and provide accurate information to the new care team.

Keeping Track at Home

At home, creating a file system to manage paperwork is equally important. A designated file folder for each medical provider is a simple yet effective way to stay organized. During every appointment, expect to receive several pieces of paperwork, including co-pays, receipts, bills, and Explanation of Benefits (EOB) from your insurance company. On average, each appointment could generate up to 8-10 pieces of paper.

Once you return home, immediately file the receipt in the corresponding folder for that provider. Keeping a small tablet in each folder to track your out-of-pocket expenses is also a great idea. Once you meet your insurance deductible, you may find that your insurance covers 100% of future services.

Technology: A Digital Alternative

For some, managing physical paperwork can feel like a never-ending task. If this sounds like you, don’t worry. There are several apps available that can help streamline the process. Simply take pictures of your documents, upload them to the app, and file them digitally. Apps like SimplyWise offer a variety of bill organizer tools, which can help you track medical expenses and documents in a more organized way. Always ensure you’re familiar with the confidentiality policy of any app or online file storage system before uploading sensitive medical information.

Handling Incoming Mail

When you receive EOBs in the mail, carefully examine the date of service and the provider. Stapling receipts to the EOB can help keep everything related to a single visit together. Review the EOB to verify if any payment is still due on your part. If you notice an unusually high charge, don’t hesitate to contact your insurance company to inquire about the discrepancy. Remember, your insurance works for you. If something doesn’t look right, reach out to the member services number on the back of your card.

Conclusion

Organizing your medical paperwork may seem like a minor task compared to the larger challenges of cancer treatment. However, creating an efficient system to manage the constant flow of documents can reduce stress and help you stay in control during your cancer journey. By using the right tools, setting up a reliable filing system, and incorporating digital tools, you’ll be better prepared to manage your paperwork and focus on what truly matters—your recovery and well-being.

In my next post, I will focus on your next steps once you receive a bill from your medical provider. I hope this information is helpful.  If you would like to continue this conversation, please click on the Subscribe button at the top of the Blog page. I would love to hear your comments as well as resources that have worked for you. Please share this information with your family and friends.

Keeping you in my prayers,

Jackie

For introductory information and to understand the mission of this blog, please see the Introduction