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Organizing Medical Records
When making a PCS move, or when handling an unexpected medical crisis, dealing with medical
professionals that are not already familiar with your exceptional family member's case can
sometimes be frustrating.
Learning about your medical needs will be easier for your new physician if you already have
pertinent medical records organized and on hand for them to review. The first step is to decide
how you want to store your medical records.
The Exceptional Family Member Program tool kit includes a resource called the Special Care
Organizational Record, or "SCOR". The SCOR is a downloadable workbook designed to manage the
complex process of organizing all of this valuable information. You can order the SCOR from Military
OneSource.
One option is to use a 3-ring binder with tabs or pocket dividers to organize records into sections.
Another option is to use a large accordion envelope with multiple sections. If you have a
computer and document scanner available you could organize your exceptional family member's medical
records on a CD or thumb drive.
Whichever method you choose for organizing and storing medical information, you will need to
decide how you want to categorize the information you keep.
It may help to ask yourself:
What medical information do you find yourself looking for most often?
What information do care providers need when caring for your family?
The categories you come up with for your health record may include: Immunizations, medications,
test results, contact information of attending doctors, and treatment history to include any
hospitalizations or notes pertaining to medical appointments. Some people also like to keep a
calendar for tracking medical appointments as part of their record.
You may also want a section for recording and storing financial paperwork. This might include
keeping a log of phone calls with your insurance company, as well as invoices, receipts, and
hospital bills.
Now that you have decided how you will begin organizing and storing your records, the final
step is to gather the information you already have and assemble the record. Then make it a habit to
take your medical record with you whenever you go to appointments.
Before you leave your appointment, always ask for copies of any notes the doctor has made during the
visit and update your records immediately. The trick to keeping your records up to date is to
update them as new information becomes available and not put it off.
By taking the time to organize your family's medical records you will be saving yourself the
hassle of searching for medical information when you need it, and that you are taking an active
role in making sure your family gets the best medical care available.