Welcome to Caregivers Coffee: A Community for the Sandwich Generation

Hi, I’m Tania- a mom, a wife, an only child, and a nurse for over 20 years. Most of that time has been spent as a Nurse Anesthetist, taking care of people and talking to families during some of their hardest moments. I created this space for people like us, the “sandwich generation,” who are juggling caring for our kids, our aging parents, and somehow trying to find a bit of time for ourselves while managing a million other responsibilities.

Caregiving can feel like all the things: rewarding, joyful, frustrating, overwhelming-you name it! Caregiving comes with the full spectrum of emotions, especially when we are managing our careers alongside these responsibilities. It can quickly feel like there’s no room to breathe. My intention is to share actionable tips that are easy to implement, helping us chip away at the overwhelm so that caregiving feels just a little easier and a lot more fulfilling.

Starting with the Basics: Organizing Health Info ( AKA Creating a Medical Record)

Let’s dive into one of the most important ( and sometimes daunting) parts of caregiving: organizing health information. Building a medical record for your loved ones is one of the most empowering steps you can take as a caregiver. Today, I will walk you through creating a simple, easy-to-maintain system, both digitally and on paper.

Personally, I like to keep things as easy as possible. For our family, I use designated folders in the “Notes” app that comes already loaded on my i-Phone. It is super handy since my phone is usually with me and if I am rushing out, I don’t have to remember to bring anything else with me. After every wellness check, school physical, or update, I simply san the document. and save it in the designated folder. The only downside? This info is not encrypted, so I have been thinking about trying “Locked Folders” as a better option.

Setting up a Medical Record on your i-Phone:

1. Open the “Notes” app (Apple users)
2. Create and label the folder using the bottom left folder icon ( it is easier to create the folder first). Click “Done” when finished.
3. Click on the “pencil icon” in a square at the bottom right.
4. Click on the “paperclip icon” or the “camera icon” (depends on IOS/phone)
5. Choose “Scan Document”
6. Hover over the document and then save the document, it will automatically save this document to the selected folder.

Quick note: If you’re concerned about security, this is may not be the option for you. You can look into an encrypted folder app if you want that extra layer. Android users can use Google Keep notes, lists, and reminders, or check out the encrypted folder available on most Android phones.

Gathering What You Need

Let’s not get ahead of ourselves, creating a medical record is a lot easier once you have all of the documents in one place. Give yourself some time to get everything together, but also set a deadline. You don’t want this task to linger on for months.

Here’s what to include:

• Current Medications: Include the dosage and frequency. If any medication is a blood thinner, HIGHLIGHT it- this is critical information in case of a fall or an accident. Write a general description if you are not familiar with the meds.
• Medication/ Food Allergies: Make a note if any of these cause swelling in the mouth or tongue, closing of the throat, anaphylaxis.
• Medical history and Surgical history: It is so much easier to start working on this while our loved ones are fully able to participate.
• Implanted Devices: If so, there should be a card, especially for a pacemaker or AICD. Also include ports, fistulas for dialysis, bladder stimulators ect…
• Care Team: List current doctors and specialists with their contact info.
• Recent Test Results: This includes current labs, immunization records, EKG’s, Echocardiogram results, MRI, or CT scan results. If you can’t access all of these, it is ok. File what you can and build on it over time.
• Insurance Information: Include current insurance details and contact information.
• Legal Documents: Essential paperwork like medical power of attorney

Once you have everything, decide if want to go digital, stick with paper, or a mix of both. Of you are a “paper person” like me and you love folders, dividers, and pens, consider setting up a dedicated folder with dividers for each section. A hole-puncher can be handy if you are printing documents from your patient portal or requesting them from doctors’ offices. I created a paper version for my mom.

At the end of the day, all that really matters is getting this information organized in a way that makes sense for you and your family.

Regardless of the medium you pick, organizing this information is a game changer, especially in the event of an emergency. Once you have your medical record together, be consistent and update it as needed.

Why This Matters

Let me tell you what happened to us with my mother-in-law. She’s 76 and loves to travel, so she decided to go on a tour of South America with a group. This trip involved 5 different flights within South America over 10 days plus the flights to get there and back home. She probably had a bug brewing but was still feeling ok when they went to high altitude to sight-see in Cuzco. Unfortunately, once there, she became ill with altitude sickness. She didn’t speak Spanish and her English is ok, so when the medical team needed her medication list, she struggled to communicate. None of us had an up-to-date list of her meds, which made a stressful situation even harder!

She ended up needing oxygen and was admitted to a clinic overnight. She stayed there for three days before recovering enough to fly to Lima, where she went to a larger clinic, received additional treatment, and had some recovery time at sea level. After a few days, she was able to fly home. It was a harrowing few days; if we’d had her medical information more organized, this would have made a serious situation less stressful.

Take the First Step Today

I know this can feel like a huge task, but starting small is key. Begin with the documents you already have on hand, set up your patient portal (or help your loved one set up theirs if that’s an option), or just start the conversation with your loved one about organizing their medical info. It’s all about those small, consistent steps.

And remember: bring your medical record with you when you need it most. It is so worth your peace of mind.