📅 Keeping track of a parent's appointments

Booking and recording appointments

Start with one place where every appointment is logged, rather than scattered across letters, texts and memory. Record the basics as soon as an appointment is made, not the night before.

• Date, time and location, including which building or department for hospital sites
• Who booked it and any reference number given
• The reason for the appointment, in plain terms
• Any preparation needed — fasting, bringing a sample, stopping a medicine beforehand
• Who is going to attend with them, if anyone

Preparing questions in advance

It's easy for a parent (or the person accompanying them) to walk out of an appointment having forgotten half of what they meant to ask. A short written list beforehand helps make the most of a short appointment slot.

• Write down questions as they come up in the days before, rather than trying to remember them all at once
• Note anything that's changed since the last appointment — new symptoms, a fall, a change in mood or appetite
• Bring a current list of medicines, including anything bought over the counter
• Keep the list short and prioritised, in case time runs short

Who accompanies them, and transport

Decide in advance who's going, and share that clearly with the rest of the family so there's no last-minute scramble. If nobody in the family can attend, consider whether a trusted friend, neighbour or paid companion service could help.

• Confirm who is driving or arranging transport, and what time they need to leave
• Check parking, entrance and any mobility access needs in advance
• Build in extra time for slow walking, lifts, or a long corridor to the department
• Agree who will take notes during the appointment, so the parent can focus on the conversation

Recording what was said — factually

Straight after an appointment, while it's fresh, write down what was actually said. This is a record of the conversation, not an interpretation of it — resist the urge to summarise or add opinions about what it might mean.

• Note the date and who was present
• Write down what the clinician said, in their own words where possible
• Record any changes to medication, tests ordered, or referrals made
• Note the date of the next appointment or review, if one was given
• Avoid guessing at diagnoses or next steps that weren't explicitly stated

Keeping letters and referrals together

Appointment letters, referral confirmations and after-visit summaries pile up quickly. Keeping them in one place — physical or digital — means nobody has to dig through drawers when a question comes up months later.

• Keep letters in date order, either in a folder or scanned and filed digitally
• Note referral dates so you can follow up if nothing has been heard after the expected wait
• Keep a simple running list of every appointment and outcome in one document
• Store test result letters alongside the appointment they relate to

Following up on outcomes and next steps

After an appointment, check off what needs to happen next — a referral to chase, a prescription to collect, a follow-up to book — rather than assuming it will happen automatically.

Sharing with family who couldn't attend

Not everyone can make every appointment, but everyone involved in care usually needs to know what happened. A short, factual update — what was discussed, what's changing, what's next — keeps the wider family informed without them having to ask.