1. Start with permission and trust
Before collecting documents, talk with your parent or loved one about why you are organizing information. The goal is not to take over. The goal is to make emergencies, appointments, bills, and family communication easier.
If your parent can participate, let them choose what to share, where documents are stored, and who should have access.
2. Medical information
- Primary doctor, specialists, dentist, pharmacy, and preferred hospital
- Medication list with dosages, refill schedule, and prescribing doctors
- Allergies, major diagnoses, surgeries, and medical devices
- Insurance cards, Medicare card, supplemental coverage, and prescription plan details
- Appointment schedule and patient portal information
3. Legal and planning documents
You do not need to read every legal document yourself. You do need to know whether documents exist, where they are kept, and who has authority to act if your parent cannot.
- Will or trust documents
- Financial power of attorney
- Health care power of attorney or health care proxy
- Advance directive or living will
- HIPAA authorization, if applicable
- Attorney contact information
4. Money, accounts, and bills
If you may help with bills later, create a basic map of accounts and payment schedules. Do not mix your money with your parent's money unless a professional has explained the right structure.
- Banks, credit cards, loans, and investment accounts
- Social Security, pension, annuity, or other income sources
- Mortgage, rent, utilities, insurance, phone, internet, and subscriptions
- Tax preparer and recent tax return location
- Life insurance, long-term care insurance, and beneficiary contacts
5. Home and household details
- Home security codes, spare key location, and landlord or HOA contacts
- Plumber, electrician, HVAC, lawn, snow removal, and appliance contacts
- Car information, insurance, registration, and mechanic
- Pet care instructions, veterinarian, and food or medication needs
- Preferred neighbors, friends, clergy, or community contacts
6. Build a one-page emergency sheet
- Full legal name, birth date, address, and phone number
- Emergency contacts and who should be called first
- Doctors, pharmacy, insurance, and medication list
- Known allergies and major medical conditions
- Location of legal documents and account list
- Pet or household instructions if relevant