Managing Medical Appointments for Your Child + An Appointment Tracker
Babies have a lot of doctor’s appointments, especially in their first year.
The American Academy of Pediatrics recommends 7 well-child visits in the first 12 months of a baby’s life. If you’re a parent of a special needs child, you know that seven medical visits a year is only the tip of the iceberg.
Keeping track of your child’s medical appointments and information feels like a lot, because it is a lot. But you can do it.
Developing strategies to manage your child’s medical care is essential for making sure that your child’s needs are being met. But it’s also a way of caring for yourself. Documenting appointments, clarifying information, and successfully managing your to-do list can help you feel less overwhelmed and more empowered.
No matter the strategies that you use for managing your child’s medical care, it’s important to pick ones that are simple and straightforward for you to use.
I developed the Appointment Tracker below based on my experiences working with parents and medical providers. Visually it’s simple and easy to read with lots of space for notes. The categories are there to help facilitate communication between you and your child’s medical providers and to help you prepare for future appointments. Feel free to download and use the Appointment Tracker as is or use it as an inspiration for something that better meets you and your child’s needs. Before getting started, check out the following Guidelines.
Guidelines for using the Appointment Tracker
Date & Time: Documenting both the date and appointment time provides a helpful frame of reference. Looking back at the appointment, you may remember: “Wow, my baby was really fussy at that appointment, but now I realize it’s because she was transitioning to a new naptime” or “The waiting room was very crowded at 2:00, so I’m going to ask for a less busy time for her next appointment.”
Provider and Specialty: Most practices have multiple providers, and you don’t always see the same one at each visit. Expecting yourself to always remember the name of every provider you see is too much. This is also a good place to jot down the best way to contact your provider, whether it’s by phone or through the patient portal.
Important Takeaways: This is where you summarize the main points discussed in the appointment and is probably the most important section. Think of it as an opportunity for a dialogue between you and your child’s provider.
Take the time to reiterate information and clarify your understanding of what is being discussed during the appointment. This is a form of advocacy for yourself and your child. You might say something like, “What I hear you saying is…” or “So, the plan between now and our next appointment is…” or “I’m not sure what you meant by…”
Give the medical provider the opportunity to hear your perspective and assess your understanding of what’s being discussed. They might respond with “Yes, that’s correct.” or, “That’s not what I meant. What I’m really trying to convey is...” Hearing you repeat back information they may say, “Oh wait, on second thought…”
Complex medical information is often conveyed during medical appointments in a very short amount of time. Asking clarifying questions helps to slow things down and give you more time to process what you’re hearing.
Write the takeaways clearly enough not only for yourself, but for your partner/co-caregivers. Also write them in a way that will make sense to you in the future, whether an hour, a week, or three months from now.
To-Do: This can be your to do list and/or the medical provider’s. For example, a list might look like:
MD to reach out to primary care pediatrician with questions about the immunization schedule.
Schedule Synagis.
Pick up new prescription.
Call home health company to ask about portable oxygen and then let MD’s office know if a special order is required. MD will submit the order.
Next Appointment Dates: List them here and add them to your calendar. Sometimes a provider’s office will call you directly to schedule the next appointment. If this is the case, make a note of it so you don’t forget.
I just provided you with a lot of information.
Take a moment to process it all. Then please don’t hesitate to reach out to me with questions, to learn more about my services, or to schedule an appointment. I’d love to hear from you!
