How to File Medical Forms

Filing medical forms is a necessary part of managing your health care. Despite the introduction of computerized medical records, there is a continued need for filing medical forms. The process can be overwhelming. By developing your own personal medical data file, you will be able to sit down with the medical forms and easily fill them out because the information that you need will be at your fingertips. Gathering the information the first time may seem tedious. Unfortunately,there is no way to make filing medical forms more pleasant, but with a little preparation, you can manage the process in a less stressful and more efficient way.

Instructions

Develop a Personal Medical Data File

• 1

  Develop a personal medical data file for use in filing medical forms to make the process more efficient.

• 2

  Gather the documentation necessary to answer the questions posed by the medical forms. Make a copy of your driver's license, Social Security card and other pertinent forms of identification. Place a copy in the personal medical data file.

• 3

  Make copies of any insurance or Medicare/Medicaid cards. Copy both sides of the cards as many have customer service numbers and other pertinent information. Place this information in the file.

• 4

  Make a list of physicians who have rendered care. Include on the list their specialty, address, phone number and fax number. Add other important details like the name of their billing person or billing service and the office manager, if you know it. Place this information in the file.

• 5

  Make a list of the hospitals where care has been given. Include the address, general phone number, fax number and billing phone number. Add details like the name of any billing personnel with whom you have spoken. Place this information in the file.

• 6

  Make a list of any places where therapy or other medical services has been given. Include the type of service and the address, phone number and fax number. Add any relevant details. Place this information in the file.

• 7

  Make a list of all the medications being taken. List the name of the medication, the dose and the prescribing doctor, Place this information in the file.

• 8

  Make a list of all major medical and surgical procedures. Include the name of the hospital and the date. Place this information in the file.

• 9

  Develop a list of people to contact including names, their relationship and a telephone number. Place this information in the file.

Complete and File the Medical Form

• 10

  Complete the medical form with an ink pen. Have your personal medical data file near. Complete the basic identification information such as address, telephone number, etc. Double check all information especially insurance identification and Medicare/Medicaid numbers.

• 11

  Answer all the questions on the medical form. Refer to personal medical data file as needed. Print legibly. Do not leave any questions blank or without answers. Address questions that are not pertinent as "N/A". Make copies of any bills, parts of medical records, etc., that are being requested as part of filing the medical form.

• 12

  Sign and date the completed form that is about to be filed.

• 13

  Make a copy of the medical form and any enclosures that are about to be filed. Place the copy in the personal medical data file.

• 14

  Follow instructions given on the medical form as to how it needs to be filed. Place a stamp on an envelope and include a return address if the form is to be filed by mail. Make a note of the date the medical form was mailed and place it in the file. If the medical form is filed in person, obtain a receipt and the name of the person to whom it was given. Place this information in the file.