Organizing Medical Files


Organizing medical records at home can be a daunting task. While more and more processes may be done online, there is still a substantial amount of paperwork for each medical procedure. The cumulation of years of paperwork can make finding the document you do need - more difficult. Organizing your medical records can save you time, money and can help you manage your health care more efficiently. The following EMA Care instructions will help you in organizing medical records:

1. Purchase:  A large binder, paper hole puncher, section dividers, plastic file holders

2. Divide and label section dividers:

a. Medication

b. Labs and radiology

c. Doctor Referrals

d. Hitchayvut (guarantee of payment from the kupah)

e. Family doctor

f. Specialists (cardiologist, dermatologist, etc.)

g. Hospitalizations

The first page of the binder should be your EMA Care case management report. This will include your personal summary and the steps needed to get your health care in order. The document is an overview of your health condition, health goals, points of contact (family, physicians, etc.), and a to-do list of what you need to accomplish for yourself.

Organize each section according to the date, with the most recent on top. You should print all lab test results and radiology reports from your kupah website. This enables you to share this information with doctors, not in your kupah. All the most recent reports from the above categories need to be saved and filed accordingly. Keep radiology CD reports. The most recent general practitioner-patient summaries need to be saved and filed under the family doctor.

You can get rid of the following:

1. Duplicate documents

2. Hitchayvut for tests and appointments which have already taken place, or if the date has expired (check the bottom of the page)

3. Lab studies that are 2-years-old or more and are not related to any present conditions. Keep older lab reports if still related to a present condition or if it is the latest lab report you have.

4. "Old fashion" X-rays – the large pictures. X-rays nowadays should all be recorded on CDs or through electronic transmission.

5. all general summaries from your Kupah family physician (except the most recent). These documents are cumulative, so the most recent one should include all previous diagnoses.

6. Outdated prescriptions

7. Outdated list of medications – only keep the list on the EMA Care assessment form or make one complete list. Don't forget to include over-the-counter medications and supplements.

8. Old pregnancy records (IF APPLICABLE). Your birth summaries will be under hospitalizations, and the other documents aren't necessary. When you get pregnant again, you will have your history in the hospitalization record.

9. Hospital files 2 years or older. You should keep ALL hospitalization summaries, but when you are discharged with 20 pieces of paper, most aren't needed after 2 years. This includes post-hospitalization instructions and copies of all of your hospitalization records.

These EMA Care tips will help you get your medical files organized, an important step to receiving better health care. EMA Care can help you organize your medical files and your complete health care through our incredible case managers.

EMA Care provides medical concierge, case management, and patient advocacy services to tourists, students, and Israel residents. You can contact us at Schedule your free consultation today.

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