In my last post, I wrote about the processes and matters to stay on top of as a caregiver or guardian for a loved one. In this post, I will discuss supplies and resources to help you stay organized with your administrative responsibilities as a caregiver. This guide will be more generalized, focusing not just on the items I used but also on options for those who might have limited storage space or are more homebound due to their caregiver duties.
There is no one-size-fits-all method that is right or wrong; it’s all about finding what works best for you. This article is just a collection of ideas, supplies, and guidelines you can use to keep track of documentation, appointments, to-do lists, and keeping your work area organized. While these items are important, reaching out to your friends, family, and community for support and help is invaluable.
Essential Supplies for Administrative Tasks
Computer, Tablet, or Cell Phone
Most of the administrative work you’ll be doing as a caregiver will involve a computer, tablet, or cell phone. If you travel long distances, like I did, a laptop can be incredibly handy. Many tasks can also be done on a tablet or cell phone. I worked full-time, so during my lunch breaks, I would use my phone to make calls, send emails, and conduct research for my caregiver and guardian responsibilities.
If you don’t have a computer, don’t worry! You can use one for free at your local public library or for a fee at places like The UPS Store or FedEx Office. And remember, using a regular telephone, traditional mail, or driving to places like the utility and insurance company, Social Security Administration, and financial institutions is perfectly fine. Sometimes in-person visits work out better because it’s harder to ignore you or leave you on hold.
Printer and Scanner
Most printers now come with scanning capabilities, so you might not need to buy two separate products. For a long time, I was “old-school” and didn’t have a printer or scanner at home. When my father passed away, I began helping my mother manage the estate, survivor benefits, insurance, utilities, and more. I’m grateful for having a printer/scanner I can travel with and use remotely to take care of my family’s needs. The scanner helps cut down on paper usage, is faster than traditional mail, and keeps digital files organized.
If buying a printer or scanner isn’t an option for you right now, many public libraries allow you to use computers, print, and make copies for a small fee. I used the public library a lot when I was moving around due to my military duty. For large or intricate print/scan jobs, stores like Staples, FedEx, and Office Depot are great options. If you’re unable to leave the house because of caregiver duties, there are various phone apps available that can help you scan, fill out, and sign documents. I’ve used Adobe Fill & Sign to fill out documents and add my signature with the touch screen. If you need to convert photos of documents into PDF files, Genius Scan is a great tool. Most smartphones come with a free app for scanning as well.
Folders and Organization Tools
You will end up with an enormous number of different documents—bills, insurance papers, financial statements, and more. I like to keep them separated by type, for example, “bills paid” and “for action.” You can find folders at grocery stores or office supply stores. I often purchase supplies from these places, but I especially like the folders at Dollar Tree because they’re affordable and come in a variety of cute designs that help me stay organized with their distinctive looks. Plus, Dollar Tree was conveniently located next to Petco, where I could pick up items to keep my dogs occupied while I handled my caregiving duties.
Organizational Tools and Methods
Computer Bags and Totes
When traveling from my home in Tampa to my mother’s residence in Palm Bay, Florida, or driving around town taking care of administrative tasks on her behalf, I found that having a large tote was incredibly useful. Sometimes you’ll be out for hours, so you may need to carry legal documents, account information, a notebook, a water bottle, and a snack. I like the Kenneth Cole Reaction tote—it’s my mobile office.
Storage Bins
If you have filing cabinets with space, you might not need a storage bin for documents. Because I traveled back and forth so much, I didn’t have a filing cabinet. Instead, I used a large Rubbermaid bin. The storage bin was used for paperwork that no longer needed to be in my folders but needed to be kept and referred to later. It also helped keep my work area neat and store documents I didn’t need very often. For travel, transport, and working on your loved ones’ needs remotely, I recommend the Sterilite 8.5” x 11” Lip Box.
Labels and Sticky Notes
Labeling each folder and bin is helpful for identification and easy access. Sticky notes are great for writing notes on documents and short-term to-do lists. They’re also helpful when sorting and labeling documents (e.g., shred pile, trash, for action, or to file). You can get these at most office supply stores. I often went to Dollar Tree because the items were cheaper and came in a fun variety.
Tracking and Planning Tools
Various Tracking Methods
With all the bookkeeping, correspondence, documents, appointments, and notes required of a caregiver or guardian, you’ll need at least one way to keep track of everything. I use a few methods, such as a notebook or journal to list my tasks, write notes about their status, and keep track of what errands are next. To manage appointments for yourself and your loved ones, a digital or paper planner will help keep track of dates. Many people prefer digital options such as Microsoft Office tools like Excel, Access, and Word. I’ve seen people use a dry-erase whiteboard on the wall, and it works great too. If you’re not sure what to use, I recommend experimenting with different forms of tracking to see what works best for you. I like to handwrite my notes and use highlighters, but I also use Microsoft Excel to keep track of finances. If you have a friend or family member with office administration experience, reach out to them for tips and ideas.
Printer Paper
You might only need one ream of 8.5” x 11” paper, but having it on hand is helpful for printing forms for signatures or notarization. However, the local library and office supply stores do provide printing services if you run out or don’t have a printer at home.
Paper Shredder
As a caregiver, you’ll handle many financial, medical, and personal documents you may no longer need. A paper shredder is essential for destroying personal identifiable information. You can find them at stores like Walmart, Target, and Staples. If you can’t get a shredder or don’t have room for one in your home, stores like FedEx Office, The UPS Store, and Office Depot provide document shredding services. If you cannot leave the house due to caregiving duties, there are mobile shredding services such as Shred-it and Iron Mountain. Check your local area for shredding options available to you.
Transportation and Mobility Considerations
Vehicle Maintenance
Staying up to date on your automobile’s maintenance is crucial to ensure you can get your loved one to their appointments and run errands. Thankfully, my brothers lived close to my mother and had vehicles, but I had to be very meticulous with my vehicle because I lived on the other side of the state. I only had one week a month for Family Medical Leave and couldn’t afford any mishaps during that time. If you don’t have a vehicle, there are non-emergency medical transportation services available through state programs, non-profit organizations, and private companies.
Conclusion
Being a caregiver involves many crucial caregiver duties, from managing daily tasks to overseeing important administrative responsibilities. Staying organized is key to successfully handling caregiver duties, whether you use digital tools or physical supplies. It’s important to find a system that works best for you in managing these caregiving responsibilities. Remember, there is no right or wrong way to fulfill your caregiver duties—what matters is what keeps you on track. Also, never hesitate to lean on friends, family, or community resources for support. Caregiving can be challenging, but you are not alone. And most importantly, make sure to take care of yourself while attending to your caregiver duties for your loved one.
Also read : Understanding Credit and GAP Insurance: A Caregiver’s Guide
