Here’s a Method to Keep Track of Doctor Referrals

Dear Overwhelm Slayer,

I have to make appointments with multiple medical professionals due to a traumatic brain injury (TBI). I’m frustrated trying to keep up with the information associated with making these appointments because I have to schedule the specialist first and then contact my primary care doctor for a referral. The problem is that I often wait weeks to get the referral. Meanwhile, I have papers associated with the specialist that I need to put somewhere so that I can locate them once I received the referral.

I have a medical file cabinet. I could put the folder into one of the drawers. Another option is to put the information into my “pending” file bin. In either case, I’m afraid that I won’t remember the name of the doctor once I receive the referral. Then I’ll waste time trying to remember the name of the doctor and/or where I’ve put the folder. At any given time, I have 10 folders for different physicians.

Please give me an idea of how to handle this.

Signed, Frustrated in Phoenix

Dear Frustrated in Phoenix,

I’m sorry to hear about your TBI. I’m sure it’s impacting multiple areas of your life.

It sounds like you keep this information in paper format rather than digitally since you mention the medical file cabinet. It also seems that the file cabinet works well for reference files about your doctors, treatments, etc. The issue seems to be with the information that is “in motion.” 

One idea is to create a table. It could be on a legal pad or on the computer, printed out so you can write on it. Here’s a sample with additional information below it.

A couple of ideas for the Location, which are all contingent on having a chart format that works for you:

• If you generally have 1-5 pieces of paper about the doctor, you could paperclip them together. Then they could go into 1 of 3 folders that you only use for this task. One folder labeled Doctors A – G, another labeled Doctors H – P, the third labeled Doctors Q – Z. (These folders could be in the front of 1 drawer of the medical file cabinet or in a temporary location. For a transitory place, I suggest a specific filing bin that can sit on your desk.) Once you have the referral, the doctor information would get a permanent folder and go into the medical file cabinet. 
• If your Primary Care usually gives you the requested referral,
  • put the information into a permanent file folder and put it into the medical file cabinet. You’ll know the doctor’s name because it will be on the chart OR
  • place the papers into permanent file folder, then put it in a temporary and visible file bin that sits on your desk.

There are many ways to effectively manage these papers. Hopefully, one of my suggestions sounds doable to you. If not, I hope my options have sparked other ideas for you.

As you continue your recovery, feel free to schedule a 30-minute, no-obligation Exploratory Call if you think my Overwhelm Slayer Coaching Program might help you optimize your time, manage your paperwork, and cross off your to-dos during your rehabilitation and beyond.

Signed, Janice, the Overwhelm Slayer