It can be overwhelming for a family to keep track of the bills, letters, claim forms, and other papers that begin flowing into a household after a child is diagnosed with cancer. But keeping careful records of medical bills, insurance claims, and payments helps families manage their money better and keep their stress levels lower. Some families already have a system for tracking their finances and records and only need to expand it and create new files. Others may have to come up with a plan to handle all of the paperwork.

Record-keeping is also important for those families who wish to take advantage of the deductions available in filing itemized tax returns. The Internal Revenue Service (IRS) can give you information and free publications regarding tax exemptions for cancer treatment expenses (see "Additional resources"). These rules change from time to time, so the IRS is the best source to get the newest information.

Keep records of the following:

• medical bills from all health care providers -- write the date you got the bill on each one

• claims filed, including the date of service, the doctor, and date the claim was filed

• reimbursements (payments from insurance companies) received and explanations of benefits (EOBs)

• dates, names, and outcomes of calls, letters, or emails to insurers and others

• medical costs and other costs related to treatment that your insurance hasn't paid or doesn't pay

• meals and lodging expenses

• travel to and from doctor's appointments and treatments (including gas, mileage, and parking)

• long-distance phone calls related to medical or other types of care, including psychosocial care

• admissions, clinic visits, lab work, diagnostic tests, procedures, treatments

• drugs given and prescriptions filled

What are some tips for record-keeping?

Here are some ideas to help you with record-keeping:

• Decide who will be the family record-keeper or how the task will be shared.

• Get the help of a relative or friend, if needed. This may be especially important for single parents.

• Set up a file system using a file cabinet, drawer, box, binders, or loose-leaf notebooks.

• Review bills soon after getting them and note any questions about charges.

• Check all bills and explanations of benefits paid to be sure they are correct.

• Pay bills by check if possible so that you will have a record of payment.

• Save and file all bills, payment receipts, canceled checks. (If you usually do not get copies of canceled checks, talk to your bank or credit union about how to get them when you need them.)

• Keep a daily log of events and expenses; a calendar with space for writing is useful.

• Keep a list of cancer care team members and all other contact persons with their phone and fax numbers. Save any e-mail addresses you have for them in a handy place.

• Find out what is tax deductible and be sure the original versions of those records are kept. (See the "Additional resources" section for the IRS phone number.)

When you have problems paying a medical bill

Many families go through times when they find it hard to pay their bills on time. Most hospitals and agencies are willing to discuss and help resolve these problems. To help keep a good credit rating, pay attention to notices that state that a bill will soon be turned over to a collection agency. You want to avoid getting bills turned over to collection agencies if at all possible. Families can:

• Explain the problem to the hospital or clinic financial counselor or the doctor's office secretary.

• Work out a payment delay or an extended payment plan.

• Talk with the team social worker about sources of short-term help.

• Think about asking relatives or friends to help out with money on a short-term basis.

Back to Children Diagnosed with Cancer: Financial and Insurance Issues

Last Medical Review: 04/01/2009
Last Revised: 04/01/2009