Managing medical appointments can feel like a full-time job. Following a few simple steps can help ensure nothing falls through the cracks and reduce the stress of staying on top of it all. Here's an expert-crafted step-by-step approach:

1. Make a list of your loved one’s healthcare providers, documenting their complete contact information.

2. Review where your loved one is keeping their appointments — on a desk calendar, refrigerator, etc. If there are any upcoming appointments, transition them to an online calendar for yourself and your loved one if they are willing. If your loved one isn’t tech-minded and appointments aren’t easy for them to track right now, purchase a desk calendar, appointment book, or hanging calendar to document them for your loved one. 

3. Make sure to document any new appointments, including date, time, location, who the appointment is with, or type of appointment, such as a surgical procedure, dental cleaning, etc., and who will accompany your loved one to their appointment.

4. Make sure to utilize the reminder feature on online calendars. We recommend setting a reminder for the day before and the day of the scheduled appointment. 

5. Utilize the calendar application’s notes feature to document any preparations for the appointment, such as not eating or drinking before the appointment, being prepared to pay the $5 office visit copay, etc.

6. Many medical providers offer appointment reminders, so we recommend you sign up.

7. When seeing a new provider for the first time, see if they offer new patient forms on their website or contact the office to get them and prepare them in advance. 

8. Do your due diligence in researching the condition(s) the appointment is for. Jot down any questions you or your loved one may have.

9. If you have read or heard about a new treatment you think might help, bring the article(s) or information and share it with the doctor. 

10. Bring any documented medical history, including medication lists, allergies, test results and other records, condition lists, and notes describing symptoms. Additionally, if you have power of attorney, have a copy of the document ready. If no power of attorney exists, work with your loved one after the visit and prepare one as appropriate.

11. Ensure you have completed all HIPAA consent forms documenting who has rights to personal health information for your loved one. List all family members or designate one primary person. It is best to list more than one person as a backup. 

12. If you or your loved one are seeking treatment from a specialist, ensure they know who referred you to their practice. Go the extra mile and ensure the referring provider has sent their notes to the specialist.

13. Designate one family member as the primary caregiver or hire a private social worker or care coordinator to assist you with managing your loved one’s appointments. This person would be responsible for scheduling all appointments, documenting them on the calendar, arranging transportation to and from the visit, coordinating with family members if a family member is going to accompany them to the visit, etc.

14. To better manage provider appointments, communicate with your loved one and their provider, request medication refills, etc., and obtain access to your loved one’s online patient platform.