Someone's in the hospital or seriously ill
What should I write down while they're in the hospital?
Photo: Sora Shimazaki / Pexels
Keep one notebook. Write the date, time, who you spoke to, what they said, and what happens next. That record answers most billing and care questions later.
What to do
- Start one notebook or phone note on day one and keep everything in it.
- Write the date, time, and the name and role of every person you speak to.
- Note every test, medication change, and decision, and who told you about it.
- Ask each day whether they are inpatient or under observation, and write down the answer and the date.
- Keep every paper you are handed, especially any notice with the word Medicare on it.
What to say
Could you give me your name and your role, please? I'm keeping notes for my mom so we can follow what's happening.
Say it warmly to every new person at the bedside. Most are glad someone is keeping track.
What to watch out for
This is a sensitive stepSmall details here can change the outcome, and some mistakes are hard to undo. We highly recommend a free 15-minute call with us before you decide.
Relying on memory. Weeks later, when a bill or a denial arrives, nobody can say who said what on which day, and the paper trail is gone.
Better done together
We’re here to help
When someone you love is in the hospital, it is hard to know what will matter later. We help you set up your notes from day one, and tell you which details tend to matter most for billing, discharge and appeals, so nothing important slips by.
Every situation is different, and these are sensitive moments, so we look at yours with care. We often see what others miss, and we never take commissions from insurance companies: the only thing we are working for is what is right for you.
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The rule behind it
Hospitals must give Medicare patients who are admitted as inpatients a written Important Message from Medicare explaining their rights, including the right to appeal a discharge (42 CFR 405.1205). It comes within 2 days of admission and again shortly before discharge. If a Medicare patient is kept under observation as an outpatient for more than 24 hours, the hospital must give a Medicare Outpatient Observation Notice (MOON) within 36 hours (42 CFR 489.20(y)). Under HIPAA, the federal privacy law, the patient (or their personal representative) has the right to see and get a copy of the medical record, usually within 30 days (45 CFR 164.524).
Sources
- CMS — Important Message from Medicare (IM)
- CMS — Medicare Outpatient Observation Notice (MOON)
- 42 CFR 405.1205 — discharge appeal rights notice
- HHS.gov — Right to access your health information
- 45 CFR 164.524 — right of access
- 42 CFR 489.20(y) — MOON notice requirement
Amanda Alcodia
Education, not medical, legal or insurance advice.
Useful next steps
Start with the free Kit. If your situation needs a person, the intro call is free too.