The number of health insurance claims that most people with cancer file can create an overwhelming cycle of paperwork. This can include keeping track of such financial records as co-pays, claim forms, benefits statements, claim rejections, and appeal letters.

Developing an accurate system for tracking each insurance claim is essential for maintaining financial well-being. At the same time, it is important to keep it as simple as possible to reduce the stress of paperwork and spend time focusing on more important things, such as enjoying favorite pastimes and the company of friends and family. You should also have a current copy of your medical insurance’s coverage or plan description as a reference.

What to track

Perhaps the simplest starting point for any person with cancer is a calendar. This can be paper or electronic, as long as you feel comfortable with the format and can easily add or change items. Your calendar should give room for you to write every medical appointment, test, scan, and prescription drug purchase on the calendar on the day it occurs. As you keep your calendar updated, it will provide you with a complete history to which you can refer for insurance claims and tax purposes.

In addition to your calendar, you may want to keep detailed records on other financial information related to your cancer care. These records can provide important details that you may need later if, for example, you need to appeal any rejected or under-paid insurance claims. This may include:

• Details about each appointment, including lab work, tests, scans, and procedures conducted
  
  
• Bills or invoices from health care providers, such as a doctor’s office, hospital, or laboratory
  
  
• Prescription drugs prescribed, sorted by each doctor
  
  
• Insurance claims filed
  
  
• Reimbursements received
  
  
• Copies of checks and credit card receipts for co-pays and other health care costs
  
  
• Explanations of benefits/statements from your insurance company

If your medical expenses are expected to reach or exceed the Internal Revenue Service (IRS) minimums for tax deductibility, you will want to track:

• Travel and meal expenses related to your treatment
  
  
• Telephone charges related to your medical care

How to manage the paperwork

Many people have some sort of paper-based method for tracking their health insurance claims, even if they pair it with a computer-based system. For example, a simple pad of paper—with columns for the appointment date, doctor's name, amount paid, status of insurance claim, and other important notes—can help a person see, at a glance, which claims have been paid.

However, using only a paper-based system comes with a trade-off; tracking claims with pen and paper means you won't be able to quickly search and compare data. And it is important to keep your paper-based system safe when not in use, storing in a fire-proof container, for example.

Managing with computer software

A computer spreadsheet program is the next step from a pad of paper. And, done properly, it can record basic health insurance claim information. There is also specialized software that offers the ability to display more information and to easily search for and sort data. Such programs allow users to do such tasks as organizing and tracking medical bills and payments, as well as provide templates for writing letters to dispute rejected insurance claims.

In addition, there are websites where users can log in, update and save their insurance information, and manage medical bills. Some sites may charge a fee for such services, and you should consider the security measures each website takes to protect data and privacy before using.

Hiring someone to manage for you

Health insurance claims assistance services are an alternative for those who feel they need professional help dealing with their insurance claims. Hourly or annual fees vary widely, but in general, they are more expensive than do-it-yourself software.

A claims assistant may be especially helpful for people with cancer who are spending a lot of time disputing rejected claims from their insurance companies. These professionals will generally file and track an unlimited number of claims, review medical bills for accuracy, appeal rejected claims, contact health care providers and insurance companies to resolve problems with claims, and provide advice.

The Alliance of Claims Assistance Professionals provides references to Claims Assistance Professionals (CAPs) in several states.

Help with prescription drug coverage

When prescription drug coverage is denied or underpaid by insurance companies, you may need additional assistance to re-file or appeal the decision. Learn more about a variety of national and local organizations that may be able to help.

Help for Medicare beneficiaries

People with Medicare coverage have one more source of help to track medical bills. The federal government offers an online tool, www.MyMedicare.gov, which can help Medicare recipients store and access personalized information.

More Information

Organizing Your Cancer Care

Managing the Cost of Cancer Care

Additional Resources

Cancer Financial Assistance Coalition

American Cancer Society: Medical Insurance and Financial Assistance for the Cancer Patient

Last Updated: October 07, 2010