Is there an easy way for a guardian of an adult to keep records?

Many clients who are the guardians and/or trustees for adults tell me that they find it hard to keep up with record-keeping. We all know that trying to fill in details a week later (or, if we're honest, even more than a week in some cases) is not very effective. I'm often asked for ideas about a simple way to keep track that is easy and quick.

In this post I'm talking about guardianship record-keeping, as opposed to trustee (financial) record-keeping (which will be the subject of a future post). In other words, these are non-financial items that need to be recorded. They will include:

• appointments with doctors, therapists, dentists, geriatricians, etc


• dates involving legal matters such as granting of guardianship, or review


• moves to new home, long-term care, etc


• home visits for services including health care, cleaning, daily living etc


• phone calls to arrange services


• guardian appointment with government agencies or private providers


• applications or correspondence sent


• days that new treatments or medications were begun


• dates of surgeries


• visits to relatives, library, shops, restaurants etc


• requests made by the assisted adult


• dates of travel


• dates on which the assisted adult was ill, either severely or mildly (e.g. a cold)

The most simple way of recording all of these activities is to buy a daytimer book such as offices used to book appointments. Each book usually covers a year. They can be small enough to fit into a purse, briefcase or backpack. Have a book like this that is completely dedicated to the assisted adult and never write anything in it that does not apply to him or her in some way. In this book, record the information on the day it applies.

Most days you will probably not write anything. But on the days that you do, you can keep it simple by writing something like "Dr. Smith, for flu shot" on the day you take the assisted adult for his or her flu shot. It really can't get any simpler and easier than that. If you are ever asked by the courts to account for what you have done on behalf of the assisted adult, you will have a complete record at your fingertips. If you are ever asked by family members about when the assisted adult started their swimming lessons or discontinued a medical treatment, you will be able to find the answer right away. This book will also be handy when a doctor or other service provider needs to look back at what's been done.

You will find everything you need to know about both guardian record-keeping and trustee record-keeping in my book "Protect Your Elderly Parents".