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As an organizer of medical and financial records for seniors and others affected by age, illness and disability, I get this question a lot.  A person with multiple medical conditions can quickly acquire cartons of paperwork from Medicare, doctors’ offices, and health insurance companies.

It’s helpful to start with what medical EOBs prove:

• The services the doctor, hospital, or other healthcare entity has provided.
• The amount the doctor, hospital, or other healthcare provider has billed for those services.
• The amount the medical insurance company and/or Medicare have paid.
• The amount for which you, the patient or insurance subscriber, are responsible.

So, medical EOBs can be useful for:

• Creating (or re-creating) a health history for yourself or someone under your care.
• Documenting billing errors – or even fraud.
• Ensuring that you are receiving the full insurance benefits to which you are entitled.
• Proving that you’ve met your annual deductible, if your health insurance policy has one.
• Demonstrating what you have paid if you take the medical expense deduction on your annual IRS 1040 Schedule A.

Obviously, keeping medical EOBs is worthwhile for some period of time.  What to do with it all and how long to keep these records will vary with your personal situation.  Here are two sets of guidelines for medical EOB retention periods and good practices – one for people in normal health and one for people with chronic, debilitating or terminal health conditions:

Normal Health

1.  Keep medical EOBs in a file for one year.  As the bills and EOBs for a medical service come in, match related items together, and address any discrepancies you detect.  Examples might include double billing or your health insurance company overlooking the fact that you have met your deductible.

2.  If, at the end of the year, you find you have paid enough in medical bills to qualify for the medical tax deduction, file the medical EOBs with your tax documentation, and keep for seven years.

3.  If you do not qualify for the medical tax deduction, and the medical bills have been paid in full by you and all providers, and you are no longer doctoring for the condition, you can safely shred last year’s crop of medical EOBs while you’re wrapping up your taxes.

4.  If some bills are still outstanding or the patient is still receiving treatment, keep the related EOBs for another year, and repeat the process.

Serious Health Condition

1.  Keep a current file close at hand for this year’s medical EOBs.  As the bills and EOBs for a medical service come in, match related items together, and address any discrepancies you detect.

2.  At the end of the year, store all of these records in date order, keeping items you’ve matched up together, in a less prominent place.  You could use a file cabinet in another room or a cardboard file box in a dry, mildew-free storage area.  If you claimed the medical tax deduction, put a note in your tax records cross-referencing these health files.

3.  Keep these medical records according to this timeline:

a.  For five years after the serious health condition has cleared up.

b.  For seven years if you’ve claimed the medical deduction.

c.  Indefinitely, if the patient is chronically ill.

d.  Until the executor informs you that the estate is completely wrapped up, if the patient has passed away.

In both of the above situations, you can keep the medical records on paper or scanned onto a computer based on your preference.  If you keep paper files, keep them out of areas where they can get wet, e.g., a basement floor.   If you go the electronic route, be sure to back up your data reliably.

One final note:  Don’t panic if you need one or more medical EOBs or haven’t kept them according to the above guidelines.  All health insurers, including Medicare, can replace an EOB, because they store them electronically.

Without a doubt, the biggest clutter problem that faces people these days is paper.  It comes in through snail mail every day, from the kids bringing forms home, from items we print from our computer, notes that we make to ourselves in our car or while sitting in the doctor’s office, and just about everywhere we go.

Out of frustration, sometimes people just put it in a pile on the counter or desk and then the next day add more and then the next day more, etc. until the pile can’t stand on its own anymore.  The “tipping point” is when the pile starts falling over.

When it gets to this point, most people start going through the paper and files from the bottom up worrying that the papers on the bottom would be the most urgent. Sounds logical enough until you realize that if there’s anything on the bottom that needed attention, you mostly likely would have had a call or crisis to bring it to your attention. Nine times out of ten, most things take care of themselves by just becoming obsolete.

The more efficient way to sort when you have larges piles of paper is to start at the top and by handling the most recent and to include each new day’s papers with the process.  That way when you do get to the bottom, most of which probably just needs to be filed or tossed, you’ll be on top of everything.  Starting at the bottom and continuing to pile new incoming papers on top just adds to the feeling that you’re never quite caught up.

To stay in control of paper, set up a system where you make decisions each day for 5 minutes.  It doesn’t matter what time of day as long as it becomes part of every day.  Paper can be divided into just a few categories:  Toss / shred / file / needs action.

If you want to spread it around more, you can also have a stack for someone else to review and handle (read as husband or significant other).  There’s no reason why all the paper in the house is exclusively your responsibility.  If your children are old enough, they might even be able to take responsibility for some of it.  With a little investment of your time, you could assign older children these tasks, helping take some stress from you and teaching them responsibility that will serve them well as they begin to deal with the same issue.

Don’t surrender to the battle that paper presents every day.  Divide and conquer!

Home is where you hang your hat. – Proverb

(That is, if you can find your hat and if there’s room for it on the hat rack.)

You’re walking through your local home goods store and you see the most attractive fabric storage totes that would be just perfect for finally organizing your bulging linen closet and you just have to buy them.  When you go to set them up the next day, you realize that not only are they too small to hold the contents of your closet but they are also too tall to fit on your shelves!

It can be so frustrating to spend time picking out a lovely basket or interesting storage piece only to bring it home and find that it is barely big enough to store half of what you had in mind.  It could be baskets to organize your pantry or plastic bins for sports equipment in the garage.  Whatever the intent, there are a few things worth considering prior to running out to buy organizing supplies.

Size:  It’s hard to choose the right sized storage piece(s) when you don’t know how much you have to store!  Before picking out the container

• Figure out what amount you will be containing by gathering all related items together, discarding anything that is broken, expired or simply unwanted.  Make sure that what is left fits into the area that it will be stored.
• Measure the space so that you can select a container that will fit – whether it’s a drawer, cabinet or simply an open area, write down the measurements or store a note or text in your cell phone.  This way you will have them handy when that “perfect” product or sale catches your eye!

Function:  The type of items and frequency of their usage should be taken into account when deciding what type of container to choose

• Items, such as outdoor toys and sports equipment that will be frequently used are best kept in open containers that make for quick access and encourage easy clean-up.
• Colored bins with lids may be best for seasonal storage, while clear plastic or wire baskets might be better for back-up supplies that you don’t want to forget you’ve purchased.
• Items like nail polish that you may want to use in the den watching TV one time and at the kitchen table another, might be best kept in a handled tote.
• Fabric baskets can help manage a linen closet while adding charm.

Placement:  Decide whether or not your container will be in public view

• If you are looking for a storage solution that will help you organize items under a sink or in desk drawers, metal or plastic may be a perfectly acceptable solution.
• On the other hand, do you have a lot of office supplies in your den that you need to keep handy?  A plastic rolling cart might fit the need but may not be something you really want on display.  Consider a small nightstand or cabinet that can offer storage while still complementing your décor.

Cost:  Your need for function or fashion will have some affect on the amount you will spend on storage.

• Picking up some drawer inserts in the dollar section of your office-supply store is an appropriate and affordable solution
• On the other hand, choosing a filing cabinet that is well rated and designed may cost more now, but will save you money in the long run – both monetarily and in your frustration.

Now that you have considered size, function, placement and cost, you can stroll confidently among aisles of home organizing tools, sizing up all the latest, greatest products with an eye for just the right one that fits your need.

“Sometimes it’s the smallest decisions that can change your life forever” – Keri Russell

With every step, change happens. Every step counts, even baby steps. People struggle with disorganization, sometimes silently until those nagging thoughts get you in action. Nagging thoughts like – I can’t live this way anymore, I used to be organized, I don’t know what’s happened?, what happened to my home?,  I need some help!, or I can’t do this alone.  These thoughts  generate actions which result in one of the first steps in change.

Just acknowledging the thoughts can be a breakthrough for some, which indicates awareness!  Then the inquiry of finding the “right ” person to help. Right meaning the person who will support you in taking these steps. It might be sharing these thoughts with others or asking other people, which entails revealing what you may be embarrassed to talk about.  Or, taking the time to search the web. Getting up the guts to email or call a professional organizer. Then comes spilling your guts to them, even though you feel ashamed, or embarrassed yet relieved afterward. Then clearing time in your busy schedule to make an appointment. Next, working hand in hand on a scheduled day with this person. Listening and being open to their suggestions. Purging items you never thought you would or could! Allowing these once called treasures to leave your premises, even that same day! Feeling pleased with the results of your hard work. Maybe even planning another work session to do more.

So you see, many steps have been taken. They add up quickly and often are not even acknowledged. Usually these distressful feelings color your view enough that self acknowledgment isn’t there. Now is the time to recognize what steps you have taken.  To pat yourself on the back for your hard work, commitment and taking action. Even in the face of fear or humiliation. You have now transformed your home , your space and ultimately yourself.

Who likes change? Most people don’t. The process of organization is ultimately all about change.  Ironically, if you have taken all these steps you’ve already embarked into the unknown.  New possibilities are awaiting you!

“CHANGE ALWAYS COMES BEARING GIFTS” –  Price Pritchett

This is not going to be a blog post about a hysterically funny, smart lady that I loved. No this is about the process we had to go through to empty my mother-in-law’s apartment after she passed away. We had to accomplish this task in 2 days. Yikes.

Organization was a must here. My husband, we will call him “Mr. Executor”, came to me (his Personal Professional Organizer) to figure out how to achieve his mother’s goals, make sure everyone was treated fairly, and get the job done quickly.

First, we were surprised at how much actually was in her apartment. It always looked so nice. My mother in law had good taste and liked to shop!

• First we determined what the move out date would be, since we had to pay by the day for her apartment the sooner, the better.

• From here I created a spreadsheet of all the apartment contents. We only inventoried the furniture, decor and artwork, all the other items were going to be distributed between the brothers with the balance being donated.

Mr. Executor was concerned that everyone would want the same items. This was going to be the challenge, so he thought.

• I sent the spreadsheet to the brothers along with a set of rules to clarify the process. They checked off what they wanted and returned the spreadsheet to me.

• I cut and pasted their list of items into the master spreadsheet and compared them. Happily there were only a couple of lamps that more than one person wanted. Luckily those few items were easily decided (no one had their heart set on them).

• All of the clothing would be donated; the brothers didn’t want any part of this process. I got to work with my laptop, trash bags and Its Deductible started listing. All the shoes went to the NAPO Philadelphia Soles 4 Souls campaign..

• We also decided that the small valuables (think jewelry and silver) as well as the photos would be done at a later date. They were sent to our house to be secured until that time came.

• Thursday Mr. Executor, myself, my brother-in-law and sister-in-law got there bright and early with our boxes, tape guns, and trash bags. We needed to pack everything and have it ready for the Friday afternoon truck.

We found some party hats, noisemakers, and a magic wand, in the spirit of my mother in law we wore these the better part of the 2 days and had a lot of laughs. This she would have appreciated!

• Basically at this point my sister in law and I took over, since all of the furniture, décor and most of the artwork was already decided that left the boring stuff to us…dishes, pots and pans, the bathroom, and linens. We determined who could use what, it was packed into boxes for her house and my house.

• All else was donated. Get out the trusty laptop and Its Deductible.

• Friday afternoon the trucks came we packed my brother-in-laws stuff in one of them. Did a delivery to West Chester, the rest on to Pittsburgh. The second truck got loaded, delivered everything to my house, then went back to collect the donations and dropped them off.

We were done! Oh I forgot we still have the small valuables to do one of these days. Since we had such a great experience with the spreadsheet, we will do that again, with photos this time!

We were anticipating the worst-case scenario where emotions would get the best of everybody. With some organization, coordination, and ground rules, this was a very successful family event. We actually had some fun along with the tears!

I may have adopted my minimalist mentality from Aunt Evelyn.  She was the self proclaimed “first career girl” in the family. (“Career girl” was progressive language for someone born in 1918.) Working in Manhattan all her adult life, she had a great sense of style, built an impressive wardrobe, and had all the right accessories.

You couldn’t throw compliments around too freely in Aunt Ev’s presence.  One day I said, “Oh what a beautiful pin!  It matches that outfit perfectly.”  She asked if I really liked it, took the pin off, and handed it to me.

Seeing that I was mortified, Aunt Ev reasoned, “The first half of life you accumulate things, the next half of life you give them away.”  In one gesture she demonstrated her generosity and her practicality.  She was simply finished with the pin and gave it to someone who would appreciated it.

As we mature, build our homes, and climb the professional ladder, we accumulate clothing, furnishings, and decorative objects to fill our needs.  Our friends remember our preferences via birthday and holiday gifts.  Before we know it, our homes are filled with collections comparable to those at the Smithsonian.

After your needs are met, for every one thing coming in to your home one thing needs to leave, or clutter will accumulate.  Professional Organizers often ask clients if an item is useful, beautiful in their eyes, or if they love the object.  If a negative response is received to all of the above, the item may have outgrown its usefulness.

If you’re trying to organize a room, ask yourself these questions:

• What is the purpose of this space? Items in the space should support that purpose.
• As you come across items that are not used in the space, ask, “Where do I use this?” Move the item to that area.
• “Does this item help or hinder my goal? If it’s a hinderance, a gently used item can be given to someone who will appreciate it, a’ la Aunt Evelyn. Donation is one of my favorite ways to deal with a bulk of items that are still useful.  If unnecessary items are worn or soiled be thankful for their usefulness and let them go.

Everything that comes into your possession requires care. Once you bring something home from the store you will be caring for it indefinitely.  So, make sure it’s really worth the investment.

The lifecycle of your new item goes something like this:  You spend hard earned money on it, possibly make payments on it, make room for it, wash it, dust it, polish it, fold it, maintain it, and eventually decide how to get rid of it.  Some people even hide it from their spouses.

Clients often tell me they feel a surprising sense of abundance after purging.  That’s because they are surrounded only by the things they love, clothing that fits and feels good, and rid of the burden of disorganization.

I believe the best way to stay organized, recycle, or save the planet is at the cash register.  If you set out to the mall to replace an often-used pair of shoes and see something irresistible on the way to the cash register, refer to these questions before you ring up that spontaneous purchase:

• Do I need it?
• Where will I put it?
• Can I afford it?
• Do I love it?
• Does it help or hinder reaching my goal of order?

Lastly, think about it overnight.  If you still need it, go for it.

I once read that Ghandi owned only a few possessions at the time he died: simple clothing, a pair of sandals, a pocket watch, and a pair of eye glasses.  While I believe minimalism makes for a simplified life, we don’t need to be as successful with it as Ghandi to reap the rewards. I won’t be parting with my anti-wrinkle cream, anti-frizz hair products, or make-up any time soon.  But, I set reasonable limits that save space and money.

Listen to the thousands of advertising messages inundating you daily with a skeptical ear.  Only you know what you need.  Be aware that space is finite.  If you want an uncluttered space be discerning about what you put in it.

Aunt Ev passed away last month, but she left me a wonderful gift and a life changing lesson.  You can give the perfect gift without spending a dime – a gift to a loved one, a perfect stranger via donation, and a gift to yourself – the gift of organization.