Tips for Keeping Medical Information Organized

Let's face it: if you had problems with disorganization before you or a loved one became ill, you're probably not going to become well-ordered overnight.

Still, staying organized with the amount of information related to a serious health problem such as cancer can be easier than you think. New tools are available to help you keep things manageable and in one place.

One example of an organization system for cancer patients is "Barbara's Book, A Notebook Guide for Newly Diagnosed Cancer Patients." This free PDF file contains blank forms that patients and family members can download and print for record-keeping. The file was created by Barbara Jaffe, a former National Cancer Institute employee who develops informational materials for cancer patients, doctors and researchers.

Center offers patients personalized website

Some hospitals and cancer centers like M. D. Anderson offer online organizational options such as myMDAnderson, a password-protected website for M. D. Anderson patients.

myMDAnderson allows patients to:

• Register as a new patient
• Receive information about their first appointment
• Send secure e-mail messages to clinical and support staff
• Request and manage appointments
• Refill prescriptions
• Review and pay current bills
• Read individualized patient education materials

If all this high-tech help seems overwhelming, Janice Simon, an education specialist at M. D. Anderson, suggests common sense tips that don't require computer skills:

Keep everything in one place- It's preferable to keep everything in a binder.

Keep a "diary" for each doctor- Designate an entire notebook for each of your doctors in order to maintain a running log of all information pertinent to those doctors and their staff, including:

• Notes from phone conversations
• Appointment dates, times, locations, directions
• Questions to ask at upcoming appointments
• Answers given by doctors

Make a things-to-bring checklist- List items needed for doctor's appointments or other traveling information. Keep it on the computer, in a binder or a day planner, and use it to double-check everything you want to take to the appointment.

Pack a bag for appointments- To ensure that you're ready for doctor visits, pack a tote bag the night before. You might take:

• Books
• Pens and paper
• Your doctor's binder/notebook
• Directions
• Water bottle
• Snacks

Schedule appointments on one calendar- Use a weekly style calendar to mark all of your appointments. If you want, use different-colored highlighters to differentiate between a doctor's appointment and one for chemotherapy. You can also color-code according to the type of medical or non-medical event.

Delegate, delegate, delegate- Ask people to help or take them up on offers to cook meals, clean the house or mow the grass. Just remember that other people don't do it the way you do. Some people also don't know how to help specifically, so tell them.

Limit your time on each activity- If you're having trouble focusing while clearing clutter, set a timer for 15 minutes. When it dings, move on.

Question everything on your to-do list- Ask yourself: Does it really need to be done?

Make it easier to nourish yourself- Create a weekly meal plan in advance, and keep a list of the groceries and supplies you typically buy. Circle the ones you need as you run out.

Pay bills online- Set up automatic bill pay from your bank account or pay bills each month online to help ensure nothing falls through the cracks.

Keep a running to-do list- The list could include books you want to read, movies you want to see, people you want to speak with, restaurants you want to try or places you want to visit.

Make it faster and easier to call people- Have a list of frequently called numbers posted by your telephone.

File in a way you will remember- In your address book or Rolodex, enter a person's name and phone number the way you remember it. If you have a business card for Joe Smith, the landscaper, file his information under "L" for landscaper.

"Above all, use what works for you," Simon says. "The family next to you in the waiting room may use some sort of elaborate, multi-binder system, but that might not work for you.

Something as simple as a spiral notebook where you can jot down doctors' phone numbers, a medications list, a medical history and notes from a meeting with a doctor can make a big difference."