Hello. I’m drowning in paperwork and would appreciate some guidance on this. I didn’t fully realize how much tackling and keeping and organizing documents are weighing on me. I’m so close to shredding what I consider useless, but have nightmares of not knowing or a provider years later saying something wasn’t paid, proving one of parents took a medication for which there is now a problem and I need to prove they took it — most of these docs stretch almost 10 years — when my caregiving started.
I’ve researched this online, but want to see if any of you have had an exception where you were sooo glad you kept a document. Should I keep…
Thank you.
Here is one system:
https://www.thenokbox.com/collections/all
Of course, it would be way too expensive unless all the paperwork has been downsized to the minimum.
Now since retired, storing paper is my pet peeve! Especially the ridiculous amount that is mailed for Medicare! I wince when I open my mailbox. So much paper and postage is wasted by Medicare providers. A year end summary would be enough.
Back in the day, companies held their files for 7 years, then were destroyed. I have several Flash Drives handy to copy 16GB of files on, the size of a pack of gum. These files need to be maintained on a regular basis. Plus those Flash Drives need to be labeled!
As far as what to keep? Everyone has a different circumstance. I'd only keep copies of what I signed.
There are two main types of POAs: Financial Power of Attorney and Health Care Power of Attorney. These are usually two separate documents, but it depends on your state.
An Advance Directive usually outlines end-of-life care wishes (DNR, life support, etc.). A Living Will (different from a Living Trust) often contains directions for burial arrangements or organ donation. And a Health Care POA or Medical Proxy will typically designate who can make medical decisions and access medical records on the person’s behalf. These documents and their contents can vary widely between different states.
In some states, like California, an“Advance Health Care Directive” will often roll some/all of these functions into one document by: designating a medical POA, determining access to medical records, specifying end-of-life care wishes, and offering instructions for burial arrangements/organ donations.
A “Living Trust” is typically an estate-planning tool to manage a person’s assets while they’re alive and then distribute them when they pass away. It’s called “living” because the person who formed the trust (often called the “settlor”, “grantor”, or “trustor”) puts property into it while they are alive. Most Living Trusts are “revocable”, meaning the settlor can change or revoke the trust while they are legally competent. When the settlor passes away or becomes incapacitated, a successor trustee steps in to manage the trust—managing trust assets while the settlor is alive (but incapacitated), and distributing assets when they pass away.
Hope that helps provide some clarity--good luck with the organizing!
I am a retired school teacher, so it made sense to keep a lot of anecdotal records. I use a larger monthly calendar to keep track of their numerous appointments along with my own appointments. I have a binder that holds their calendar with an updated list of all of their medications. I have a copy of their POA and Living Will which I store in the binder. At every appointment, I take notes on vitals, questions asked and answered, and any other information discussed. When I get home, I recopy my notes into the computer, so I have a digital record. I keep a running record of every visit as my hard copy. This also gives me a reference to refer to at each and every appointment. I do this for both parents dividing the binder between both.
Recently my father went on hospice, so I no longer have "appointments" for him, but I do keep track of visits from hospice, phone conversations, medications, and discussions with him about wishes and the like. Everything is written in my binder. He now has a DNR and I carry a copy of it as well as hang it on the refridgerator in his house. It is also a time saver when I have to rush out. All I have to do is grab the "binder" and I am good to go.
As far as medical receipts, I have began taking over my father's monthly finances, so I have a basket in the house where I keep all of his monthly bills. Once a month, I pay his bills on line, print out a receipt of payment, and staple it to the bill. I keep paid bills in a separate basket. I file those paid bills in a bank box that I have individual file folders on for each bill. I also keep his checkbook up to date and print out balanced statements from the bank. This way there is an accounting of his money and I can present it to my two siblings if asked. I have all of his past paid federal tax returns and real estate taxes. I have been doing this for 6 months, so I don't know how long I will hold on to old paid bills. I like the advice given about contacting an attorney and getting directions from a legal advisor.
My father has a Ladybird Deed on the house which allows myself and my siblings once my parents are gone, to sell the house and not go through probate. The rest will be handled probably through probate.
I also carry all important numbers in my phone for SS, his pension, funeral home, and the cemetery where they will go. All account numbers are kept in a safe at my house. Years ago my father added me on his checking account, so I can write checks off his account and see into his account. I am also on his safety deposit box.
I hope this helps.
You can take pictures of your paperwork with your phone and save also.
Other stuff, you have been given good advice. I am all for digitizing these documents and getting them electronically when possible.
I had a bankers box full of paperwork from my dad and I only handled it for 1 year. It can become beyond ridiculous. I think Medicare has something against trees :-) They would not do electronic statements, I don't know if that has changed.
The majority of her medical team used MyChart and the Yale system used it well so I was able to access medications (still kept a traveling list) and test results from there. I could even see trends going back years. All of those visit summaries were on there too so I didn’t keep hard copies of those unless I wanted to make sure new info was shared with others in the house. Bills were marked with when and how they were paid and kept 5 years.
When Mom passed her MyChart was immediately shut down which I wasn’t prepared for but in actuality it didn’t really matter because we didn’t need the info anymore. It’s so easy to get drowned in paperwork and overwhelmed by the tasks but as long as you are making time for yourself and with them your priority I found it easier to survive.
I am wondering about Medicaid too. My nephews stuff is becoming too much. I would say 5 years.
When it comes to Healthcare bills, IMO that's the financial POAs responsibility because they pay the bills not the Medical POA. The Medical POA has very little responsibility. It's not in effect till the person has been declared incompetent to make informed decisions. Their responsibility is to make sure the wishes of the principle are carried out. They have the ability to talk to doctors and medical staff. If something comes up not covered in the POA or the directive, then they make the decisi
on based on info given them and what the principle would want.
This is paid for out of the elder's funds and is for their own safety.
Meticulous records are crucial.
If you can't do it you should have a Fiduciary hired on to do it.
Do see an attorney to put an end to this quandary. It is dangerous to ask strangers about things that have legal repercussions.
Good luck.
And doconsider buying an hour of time from a Licensed Fiduciary in your area who may explain what and how to save things as well. They are often hired by the court for seniors with no family willing to serve. An attorney (Elder law) can refer you.
Maybe borrow a scanner from a neighbor. Make sure they're in a computer folder that gets backed up (or is on its own hard drive). Make sure to name it logically so it's easily searched. I start with the year (eg: "Mom2025MedSums"). Make all names similar (eg: Mom2025MedBill&Recpts). Then shred the paperwork once you've opened the files and know they successfully scanned.