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Organize + Energize: Organize Your Medical Files in 5 Easy Steps

Tuesday, October 11, 2016

 

October is Organize Your Medical Files Month. Are your personal medical files organized?  Can you find something when you are searching for it or do you waste time, get frustrated and give up? You may have different types of medical information, but if it is just thrown into one folder labeled medical or thrown into a pile, it isn’t really efficient.  

Develop a working filing system going forward. Set up files for each category of information that you have. You can keep them in a file drawer or keep them contained in a portable file box. Choose which system fits for you and your family. Next time you go to search for a receipt or insurance payment, it will be exactly where it’s supposed to be.

Here are 5 tips to get you on your way:

Grab all your medical files and bring them to a cleared flat surface.  Just like any other organizing project, you won’t know what you have unless you take everything out of the file. 

Start sorting and categorizing. Think about the categories of information that you have. You may have:

  • Medical Receipts
  • Explanation of Benefits
  • Lab work/Test Results
  • Insurance Information
  • Family member’s information
  • Medication information
  • Don’t forget your pets

 

Shred anything that is no longer useful to you. There may be papers that you thought you might have needed just in case, but now you no longer need them. 

Create hanging files for each of the categories. If want to break out the categories, you can also create manila folders labeled within the green hanging files. 

To locate files quickly, file in alphabetical order.  It will be easier to locate a file if it is in alphabetical order as opposed to having your eye wander to try and find a folder. 

This may seem like a daunting task to some, but you’ll waste more time and mental energy stressing about it. Going forward you’ll be able to know exactly where medical information gets filed when it arrives in the home. The piles won’t form and as soon as it arrives, you can immediately file it. When you need to refer to a piece of medical information, it will be at your fingertips. 

 

Kristin Carcieri-MacRae, is an organizing & efficiency expert and owner of Organizing in RI. Kristin teaches her clients that living an organized lifestyle will save them time and money, decrease their stress levels and help them become more efficient and productive. Her articles have been published in local and national magazines. Kristin's CD, Organizing Basics, is a 1-hour guide for the person who wants to get organized but doesn't know where to begin. She is also available for organizing workshops.

 

Related Slideshow: 5 Organizing Blunders

Avoid these mistakes and your project will take less time than you expected. You won’t be as stressed or as overwhelmed as you anticipated. You will be amazed at what you have accomplished. You will be motivated and energized to tackle another project.

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Not planning ahead

Getting organized is a process and you have to have a plan on how to conquer your project. You can’t tear apart an entire room all at once. You need to break the project down into small pieces. Plan to tackle your project in 3-hour increments. If you work longer than 3 hours at a time, you are setting yourself up for burnout. Plan ahead to try to avoid distractions and stay focused.

Click here for more tips on how to avoid distractions.

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Purchasing the incorrect supplies

I know you are excited to get organized, but don’t rush out to the store and purchase products just because you like the way they look. Get organized first. Figure out what you need to contain, and then purchase your container to match the items you need it to hold.

Click here for more on choosing the right container.

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Not letting others know about your system

Once you set up the organized system, you have to get everybody in your home on board. Show them the systems and how you are going to function with this system going forward. Label everything if you must, so everybody gets in the habit of putting items away. Remember, the simpler the system, the easier it’s going to be to maintain.

Need help creating those systems? Go here.

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Not maximizing your space

Use every inch of space and use it well. Take everything out of the area you are organizing. You can’t get a clear visual of the space if it is filled with clutter. Shifting items around is not going to work.

Here are more tips on maximizing your space.

Prev Next

Repeatedly clearing spaces

You are creating more work for yourself if you continue to clear spaces once a month. Create a system and allow everything in your home to have its own place, and you will never have to clear a space again.

Prev Next

Kristin Carcieri-MacRae

Kristin Carcieri-MacRae, the founder and owner of Organizing in RI, has always enjoyed finding creative ways to streamline the environment around her. She has appeared on air on Patricia Raskin's Positive Business Radio and her articles have been published in the Rhode Island Small Business Journal and New England Home Life. Kristin's CD, Organizing Basics, is a 1-hour guide for the person who wants to get organized but doesn't know where to start. She is also available for organizing workshops. Tune into her weekly radio show, Organize, Energize! on Mondays at 8:30am on www.talkstreamradio.com.

 
 

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