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What medical records should I keep?

Electronic Document Management System All You Need To Know 1

The medical paperwork multiplies fast, especially if you’re chronically ill. One day you're healthy, next thing you know you've got specialists, test results, and prescription bottles everywhere. 

And the healthcare system is a mess. Doctors don't talk to each other, your records get lost when you switch providers, and things won’t get transferred when you move.

Why is it important to keep your medical records?

Your medical history is potentially life-saving information. And you can't always count on doctors having access to it when you need it most.

Insurance companies are another nightmare entirely. They'll approve something one day, then six months later claim it was never medically necessary and demand their money back. Without records to back up your side, you pay the price.

When things go wrong—malpractice, disability claims—your records matter. That's your proof. The healthcare system has gaps. Keeping good documentation protects you.

Essential medical records to maintain

Here are some of the most important medical records you need to maintain.

Personal health history and diagnoses

This is where most people mess up. They keep track of the big things - cancer, heart attacks, major surgeries - but forget about everything else. That weird rash you had for six months? The time you passed out at work? Those "minor" issues sometimes turn out to be early signs of bigger problems.

Family history is tricky because half the time your relatives don't want to talk about their health problems. Write down dates, doctors' names, and how conditions were diagnosed. Sometimes doctors disagree with previous diagnoses, and knowing the original reasoning helps sort things out. 

Immunization records

This is probably the most frustrating category because everyone wants them but nobody knows where they are. Adult vaccinations are easier to track than the vaccinations people had when they were children, because now they're responsible for getting them.

But even then, it's easy to lose track. How many flu shots has someone gotten? When was their last tetanus booster? Most people are just guessing when asked these questions.

The problem gets complicated when adults need proof of immunity for various reasons. College enrollment, healthcare jobs, international travel, military service - all of these situations typically require documented proof of vaccinations. 

Without proper records management, people often end up getting re-vaccinated for diseases they're already immune to, which isn't necessarily harmful but is expensive and time-consuming.

Blood tests can sometimes determine immunity levels for certain diseases like measles, mumps, and rubella, but these titer tests aren't always covered by insurance and don't work for all vaccines. Plus, some employers or institutions won't accept titer results in place of vaccination records.

Travel vaccinations are especially important to document. Some countries require proof of certain vaccines to enter, and border officials don't mess around with incomplete documentation.

Keep track of reactions too. Some people experience significant side effects from certain vaccines - not necessarily allergic reactions, but strong responses that knock them out for days. Others might have mild reactions to one brand but not another. 

Medication lists and prescriptions

This might be the most critical thing to keep track of, especially as you get older and start taking more medications. Drug interactions are good to keep track of, and doctors don't always catch them if they don't know everything you're taking.

Don't just track prescription drugs. Over-the-counter stuff matters too. That daily Advil for your back pain? It can interact with blood thinners. Multivitamins can affect how some medications work. Even herbal supplements can cause problems.

Also, keep track of your allergies and intolerances. Most doctors are in such a rush that they don’t ask these questions, or when they do, they forget the second you stop talking about it.

Keep old prescription bottles longer than you think you need them. Insurance companies sometimes want to see exactly what was prescribed when they're deciding whether to cover something. Plus, if you need to go back on a medication that worked well, having the exact details helps.

Test results and imaging reports

Don't just rely on doctors who tell patients "everything looks fine." Getting copies of the actual results is crucial for several reasons. Medical professionals are busy and sometimes focus only on the most significant findings, potentially glossing over borderline results or incidental findings that could become important later.

Laboratory results might look like gibberish to most people, but they contain valuable information about health trends over time. Blood work shows patterns that aren't obvious from individual results. 

Your cholesterol might read "normal" every time. But look closer—if it's creeping up year after year, that pattern matters. The same goes for blood pressure, blood sugar, kidney markers, liver enzymes. Trends tell a story.

Imaging reports? Crucial. They often flag things you don't need to worry about right now, but could matter later. Radiologists notice everything. Even small, harmless-looking abnormalities can be important. Things like tiny cysts or slight bone changes. Nothing critical yet, but notable if things shift with time.

CTs, MRIs, X-rays, ultrasounds—each one usually comes with a thorough write-up from a radiologist. These reports are packed with details. More than what you might hear at your appointment. Having the full report lets you see the whole picture, not just the highlights.

Hospital discharge summaries

They summarize everything that happened during a hospital stay - why you were admitted, what treatments you got, how you responded, what medications you were on when you left. The problem is, hospitals don't always give you a copy automatically.

Emergency room visits count too, even if you weren't admitted. ER doctors see a lot of patients and don't always communicate well with your regular doctor. 

Surgery reports are particularly important if you ever need additional procedures. Surgeons want to know exactly what was done before, any complications, how you healed. Can't count on records being transferred properly between hospitals or even between departments in the same hospital.

Insurance and billing information

Those explanations of benefits forms show what services you received and when. Sometimes they remind you of appointments or procedures you'd forgotten about.

Keep everything related to claim denials. Insurance companies love to deny claims first and ask questions later. If you want to appeal, you need all the documentation. Sometimes they deny claims for the stupidest reasons - wrong code, missing signature, didn't get pre-authorization for something that doesn't require it.

Medical receipts are important for taxes if you itemize deductions, but also for HSAs and FSAs. Keep track of what you've spent out of pocket - it adds up faster than you think. Plus some employers have wellness programs that reimburse certain expenses if you can document them.

Challenges in managing personal medical records

Honestly, it's a huge pain. The paperwork never stops, and every doctor's office does things differently. Some email you results, others make you log into a patient portal, others still use fax machines like it's 1995.

Security is something to look out for too. Medical records contain everything, Social Security numbers, addresses, and detailed health information. One data breach and someone could steal your identity or use your health information against you. That's why it's important to find an online provider who keeps your sensitive information safe.

Time is the biggest issue though. Who has hours to spend organizing medical paperwork? Most of us can barely keep up with regular bills and responsibilities. Medical record-keeping feels important, but not urgent, so it gets pushed aside until you actually need something.

How KORTO can help you manage your medical records

KORTO functions as an advanced EDMS (electronic document management system) tailored for personal healthcare. 

Instead of digging through filing cabinets, you just search for what you're looking for. Need that colonoscopy report from 2020? Type "colonoscopy" and it shows up.

ECM systems handle the organization automatically, which is huge because that's where most people get stuck. The system recognizes different types of documents and files them appropriately. Lab results go in one place, prescriptions in another, imaging reports somewhere else.

Security is handled by professionals instead of hoping your filing cabinet doesn't get broken into. These records management systems use encryption and access controls that are probably more secure than anything most of us could set up on our own.

The backup situation is automatic too. No more worrying about losing everything if your computer crashes or your house floods. Everything gets backed up regularly without you having to think about it.

5-second summary

Your medical records could save your life, protect you in legal battles, and keep insurance companies honest—but only if you have them