In the last year, I began managing my father's care. This includes taking over assets (POA) and managing them, organizing insurance, doctors and visits, Ubers to appointments, and moving him to Independent Living. I mostly use Google Drive (docs and sheets), but I was wondering what else you use to stay organized? Thanks!
I was already approaching my 80s at this time. I am NOT so computer savvy that I do anything legal, financial or otherwise on computer documents.
I simple at the beginning got a pretty wine box (NEEDED the wine, don't you know!) and used it for files. Each file was marked: Receipts in one, Medicare in one, Medical appointments, Home Insurance, Social Security, and then a file for each entity to which he paid bills. As long as there was a manila file folder for the subject, in it went, and organization took place when possible, but I at least had the folder for any questions. Each and every month I sent him a rundown of his accounts, every penny into them and every penny out; he kept a copy in his looseleaf notebook and I kept a copy in my file folder. Every 6 months I made a copy of all accounts and his assets which he found oddly comforting. We got our routine together.
I also kept a diary. Any important incidents, details on sale of his last home, etc. were flagged with little flags so I could refer to who, what, when and where at a moment's notice.
Graduated up to nice black file box, and after the first year of registering, presenting banking documents, copying and sending off documents of POA and Trustee designations and letters testamentary, I was pretty much "set up".
My brother had been before his Lewy's diagnosis a very organized man. So much so that his taxes were already prepared in February when he had his accident, for April filing. So I was lucky in that.
Good luck to you.
I am a (professional) organizer.
I do not use computer sheets or cell phone apps.
How I do it? The quick and easy answers are:
* Keep appts on a calendar.
* I use a wall calendar as well as track appts in my calendar in my phone (so I do use my phone's calendar). It is a cross-checking.
* Lists: Every time you think of a 'to do' need, write it down. Do not rely on your head to remember (anything).
* Plan your day in the morning of ... or the night before. Know what you need to do in the order it needs to be done.
I seem to have natural tendencies to organize which is why I offer it as a service. I do not know how my brain works to do this ... it is how I am wired.
You do what works for you:
* I am a visual person and (older) I like paper in my hand... Real 3d materials to hold and touch.
Hard calendars.
- I rely on my wall calendar as I am in the habit of looking at it first thing in the morning (and cross-check/ref on my cell phone - usually with three different reminders. "Cover your bases."
PassWords
- I would never 'trust' a computer system to secure my p/w. I created an A-Z tabbed binder which works perfectly. Yes... we are 'told' not to have our pw available in hard copies in case someone (who shouldn't) fine(s it). I rename the binder as well as any 'numbers' info on computer directories with a name that doesn't mean anything finance related, like yoga something.
In other words, I do not bring attention to financial matters, although I never ever do banking or any finances on the computer.
* I am a huge proponent of post-its on my oven or area I look at every morning (near my coffee pot).
* The key for me is whenever I think of what I need to do, I write it down.
You need to do what works for you. And, include moments of meditation - even 2-5 minutes now and then helps. A lot.
Someone gave me Quicken decades ago. I never used it.
I hire a bookkeeper/tax person to do my taxes (I keep good receipts) and organize for her (saves me $).
I haven't balanced a check book in over 50 years. However, this is MY money.
If I were managing another's money (which I did for my companion-friend), I kept every receipt and excellent records. That is essential.
Gena / Touch Matters
Okay, so here's how I put it together.
1. Excel spreadsheet kept track of personal money outflow (e.g. whenever I gave my Mom cash, paid doctor, paid hair stylist, etc.) All I kept track of was date, who was seen, what for, and under the column of who paid, the amount that was paid and when it was reimbursed from my Mom's money.
2. Mom's checking account paid for everything...so I could used her bank statement as a record for when an expense was paid. Great for tax time.
3. Composition book to record events (like a diary)...including personal events (e.g. paid insurance, when she went for haircut and who she saw, when medication was changed and for what reason, when we went for mri and she wouldn't stay on the table, when I talked to doctor about a certain issue, when we went to my Dad's grave, caregivers, etc.) This was handwritten as it was more for me to help me remember, than anyone else.
#3 was probably the most helpful thing I ever did. Since my Mom could read, even with severe dementia, she would love to go through the book to see what had transpired in her life and who she saw and when was the last time she went to a place. It was as if, it was a way for her to remind her brain of what was going on. Yeah, she would get mad over things she saw and even argue with me. However, I think ultimately, it helped her deal with dementia and its progression on her brain. (I kept the book close with me at all times.)
For me, if anyone quizzed me anything significant about my Mom, I could answer the questions...like when she started senior care, when was her last hair cut, why and when did we increase the amount of pain pills....and it was handwritten with summaries so that I could record "real-time" what occurred.
My brother and sister could review the book at any time, so that they could see the progression of her health. One of the best ideas I had while taking care of my Mom.
You mentioned assets, so Does he still have a home and a car? Or other assets? Like mineral rights, land, brokeage accounts?
Are you his representative payee for his SSA? If not, something needs to be done with SSA asap. SSA does not - DOES NOT- recognize POA. He can do either a rep payee or do an “advanced authorization”.
Do check to see that all banking and any life insurance has all to be POD to you or you as beneficiary, if that is what he wants.
I used excel spreadsheet sheets to track monthly expenses (paying caregivers, tracking mileage, groceries, medications, personal needs, etc). One of my sisters was financial POA and I was MPOA. Mom lived with me and my sister would send money from mom’s account for me to pay her bills. I hated having to do this as I worked a full time job and was also a primary caregiver so spare time was nonexistent, but I’m glad I did for accountability purposes. I also used a separate calendar sheet for each caregiver each month where they would follow my general schedule and write their time on their colander when completing their shift. I kept a general care log and each caregiver was expected to document what mom did that day. This helped me track meals, fluids, pain, agitation, confusion, body functions and proved to be a valuable asset as I navigated dementia and health issues with her. I don’t know your specific circumstances, what you may need, or the health issues your father faces but these are the things I did that helped me the most. It’s good to be prepared. Sometimes things happen fast. I hope this helps you too.
The asset tracking sheet has been very useful, it's the one I would review with them to see where their money was and how much, and when/how it was available (i.e., date a CD would mature, cash value vs. death value of insurance policies). Also included a snapshot of their average monthly expenses and average monthly income so they could see how much they were in the black or in the red.
Another sheet tab I use all the time is for their ID, which includes everything from mother's maiden name to military service dates, prior addresses, SS, etc.
Also Google calendar, and I rely on it for a few things:
- Using invites and shared accounts for multiple viewers
- Listing "ask about this" notes in appointments, and updating with the answers, so I have the record of what occurred or was discussed there
- Being sure to include full individual & business names so I can easily search/find past appointments to view such notes
I download digital statements from various accounts of theirs to store. Also have paper files: a couple of baskets with manila folders and a thin accordion folder for original docs (birth/marriage/death cert, POA, health care directive, military papers).
My organization principle is to record or template anything that's likely to be repeated. Ask me for their meds list? I set up a tab in their Key Data file and print it from there. Same with car VIN, any date anyone asks for, etc. If it comes up on some kind of legal, medical, or financial form or process, keep a clean note so you never have to start from scratch again to track down or write up information, just have to update it in future.
I haven't found apps that help me much other than accessing Google calendar and files across devices, but I do find banking apps to be more useful with some functions than online/desktop access so I have most of those downloaded for their banking and investment accounts.
To manage day to day stuff, I am old school and still use paper files and three ring notebooks for specific things like LTC insurance claims and bank accounts. I can go on-line to view too, but I like the convenience of flipping through the notebook when I am looking for a particular EOB or transaction. I also use a physical paper calendar that hangs in the kitchen for all appointments- it keeps me from double booking and is easy to check at a glance. I pencil things in because as we all know - things change.
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