How to Help Organize Medical Appointments

It is essential for someone going through cancer treatments to have a family member or friend accompany them on each visit.  Here's some practical advice on how to faciliate information gathering and organizing for office visits, chemotherapy sessions and radiation appointments.  

Before volunteering to help ask yourself:

• Do I have the time available to make this ongoing commitment?
• Can I be helpful or am I too emotionally involved?
• My friend or relative has an absolute right to privacy--can I be discreet and respectful?
• Can I be an assertive advocate?
• Can I be counted on to be on time for appointments, especially if I offer to drive?

Define your role:

• In addition to taking notes regarding the important information covered during the appointment, is it alright for you to raise questions or ask for clarifications of things that you don't understand?  
• Will you be in charge of organizing the notebook--putting lab reports etc into  the appropriate spot, keeping track of prescriptions, all receipts?
• Will you be in charge of the parking ramp ticket? 
• Will you help make appointments?

Basic supplies:

• Notebook--a 2-3 inch three ring binder 
• Pockets or folders that fit into the binder to hold lab reports  and scans
• Business card holder-- a page that holds 10-12 cards is usually adequate
• Bring 2-3 pens and highlighters 
• Post-it Notes
• An attractive and functional bag to carry all of this--think about a Chemossentials Bag

What to bring to each appointment:

• Insurance cards--I suggest that you make at least 5 photocopies of all insurance cards--some medical facilities are very well integrated, others aren't, so having this information available is convenient.  I've also found that handing over a photocopy eliminates the possibility that you will lose track of your important cards.
• List of all medications--include dosage, MD prescribing, pharmacy phone numbers and why you are taking the drug--have 5 copies of this information too.
• List of all vitamins and supplements you are taking.
• List of all allergies to medications.
• List of past surgeries and hospitalizations.
• List relatives who have had cancer, include type of cancer and age of onset 
• List of important phone numbers--doctors, dentists, neighbors, children's schools--any one you might need to contact.
• Snacks and drinks
• Cell phone and portable charger
• A sweater--medical centers are typically cold.  

Making the appointment:

• It is likely that the first appointment was already scheduled, when making future appointments try to schedule them in person before you leave.
• Schedule lab appointments and other tests and scans the same way.
• If you  are seeking a SECOND OPINION --and you really should to that--ask your doctor's office for help in setting up the appointment--the same holds true for appointments with other specialists.

The day before the appointment:

• Call your friend and confirm the time and location.
• Be sure you have the directions, know where to park and how much it is likely to cost.
• Review your role.
• Help your friend make a list of questions, concerns, clarifications that need to be addressed.  Talk about asking for a second opinion--this is a touchy topic for many people and this may be place where you can take over and ease the burden.
• Bring some things that can distract you both while you wait.

During the appointment:

• Record information in the notebook, put all lab reports, test results and scans into notebook
• Collect business cards of MDs, nurses, business and clinic managers etc and organize in notebook
• Ask about how to get help after hours--who to call and when to go to urgent care or the emergency room
• Ask if there is a nurse manage or someone to call with any and all questions

Follow-up:

• Set up next appointment
• Schedule tests and labs
• Get prescriptions filled 
• Use system to save receipts and drug information inserts

You will likely decide that there are other things that you need to and can do to help organize a medial appointment.  The information you record and organize will be used to make vital treatment decisions. Setting up a system that is easy for your family member or friend to access, understand and review is crucial.  

Here's another thing to consider-- being there during this time can also be a wonderful way to get closer to your friend or family member. Be creative and insert as much fun and joy into the process as you can.   Don't overlook this unique opportunity.