I don’t pretend to be an expert at admin, or caring… but I am a carer, and I have had many years in admin. I’ve recently been searching for information on how to organise my caring stuff, and found very generic advice like “keep all your paperwork in one place”. Which is good advice, but not quite as specific as I was hoping. So here’s my more specific stuff, in case it helps you with ideas.
Treat it like a job / business. I know you probably already are, but if you set specific times for specific tasks, block them into your calendar, and treat filing and administration the same way you would if it was a job, I think it’ll help. It helps me, anyway. 🙂
That also means getting cool / cute stationery, highlighters, getting a nice planner (if you like those), stickers and stuff. Treat yourself well here, make it a pleasant thing.
Firstly, yes, do keep all your paperwork together, or at least in an obvious place. I personally don’t want to be carting everything around with me, though, so one of those expansion folders isn’t for me. (It might be for you)
I went with those zip lock folders. You know, the A4 ones. I got a bundle from the stationery shop, and I’ve printed A4 labels to put in them. I wonder if a folder with different tabs would also work – you could hole punch your paperwork, or use those plastic folders to keep them in.
Following are the categories I chose, they may give some clues or help to you:
Scripts – one for me, one for my mum (she’s the person I’m caring for). I use a smaller ziplock bag for taking scripts to the chemist in. I also have a spreadsheet* with all of mum’s meds written on it, and the number of repeats for the script, and when it was last filled. I can highlight that list when I know that we’re going to need a script filled soon, and I have a date it needs to be filled by (usually a week out). I then put that date into my digital calendar.
Community Care Information – stuff like approval codes, who the community care provider is, what they provide (some provide transport, some nursing visits… you know the stuff) and telephone numbers. If you have receipts, billing information etc, they can go in here too. Phone numbers etc are also stored in my phone.
Health Information – again, one for me, one for mum. In here I keep reports, medical imaging, that sort of thing. I personally ask for a copy of any reports, that way I can read and digest the information at a later stage. I can google terms I don’t understand, and do further research on my own. I also ask questions of doctors and specialists. If you want to keep a notebook and write that information down, that would probably be really handy, too.
Appointment Paperwork – anything you’re going to need for appointments, like the above medical reports or imaging.
Referrals, Requests, Blood Tests – I actually haven’t made this folder yet, but it occurs to me that it’d be really handy. You can also use these to keep track of referral expiry dates (something I learned of recently), as well as imaging request forms, blood test / pathology forms etc.
The Meds Spreadsheet. I like having this because I like having one simple place where I can easily see exactly what medications mum is supposed to be taking, and when they’re going to run out. I find this really helpful because I can have an extra copy, in case mum has to go to hospital – you give the printout to the ambos, and they can then give it to the emergency doctors. Keeps everything simple.
Know Ailments List. If your caree is like mine, with multiple ailments and issues, as well as an extensive medications list, you might want to consider this one. I have listed her name, date of birth, UR (hospital) number, and the known issues (heart disease, cancer, etc). That way the doctor can match up the issue with the medication, and it’s all listed. I could possibly add the name of the GP and doctors she sees at the hospital, but all of those are in the hospital records. It might be helpful. I might add the GP contact details as well.
I also have my own contact details, as carer, just in case.
Chemo Cycle / Cytotoxic. I also have on the known ailments list the day of the chemo cycle, and a tick box for whether mum is cytotoxic or not. That way all the proper precautions can be taken for everyone’s safety. I also let the ambos know if she’s cytotoxic, and check if they have the right gloves etc.
Referrals Spreadsheet. I don’t have one of these, yet, but I’d like to keep one. Again, similar to having all the scripts in one place. Having something which lists all the referrals, expiry dates, and to whom they are referred, could be helpful.
Technology
Online or Phone Calendar I have an online calendar, and I put into that all appointments, reminders, when scripts are needed, when we’ve got community people coming out, etc. I find it absolutely priceless. I have it on my phone, on my computer, on mum’s phone, on the tablets. Everywhere. I can update it in any of those applications or devices, and it automatically updates everywhere / everyone. You can also put notes in, and the reminders for when you have to do things is also priceless. Because it’s online it’s shareable in all those locations, and I don’t have to freak out if I have the wrong device, or if I lose my phone, that all those appointments will be lost. (Although I would freak out)
Script Apps. There are apps from chemists that allow you to scan / photograph your scripts and send them through, so you can pick them up more quickly. I gave this one go and got impatient with having to do the photograph thing, although I can see the value in it. Maybe I’ll have more patience at some stage. I like being able to have a coffee / lunch while we wait for the scripts though. It’s a nice time out.
Scan Documents. I tend to scan things that I think are going to be useful – that way you can store it digitally if you need to, which saves trees.
Other Really Helpful Thought
Keep one chemist, if you can. Having one chemist whom you use regularly for all your scripts can be really helpful. Not only do they get to know you, and you can get friendlier service, they also get to know what medications and probably supplements, you’re taking. That’s helpful because if there are interactions which haven’t been spotted, they’ll catch those. If you’ve got a new medication, they can help you with how best to take it and all that sort of info.
It’s also really handy for the days when you’re not as organised as you’d like to be – you can phone them when you’ve run out of medications, and ask to get the script faxed to them and you can pick it up. It also helps if you’re friendly and familiar to your GP, too. Usually, for chronic / severe / complicated illnesses, you’ll be friendly and familiar to the GP and their staff… if you can extend this to the chemist, too, so much the better.
There are a few planners and things out there for carers, and advice on keeping yourself well and looking after yourself. I haven’t covered those because they seem to be pretty covered. 🙂 There are lots of youtube videos showing how to use calendars and digital planners etc; just as there is a plethora of medications reminders.
By no means is this an exhaustive list, and I’m just starting it out. If you’ve got a system that works for you and you want to share it, please do!! One of the ladies at my local chemist says she uses the calendar as her primary means of organisation (and I agree, mine is vital).
Falling Thought Leaves 