What to Gather Before You Start Caregiving

Start with these documents and information

Before you take on caregiving responsibilities, gather the paperwork and contact information you'll actually need. This means getting copies of medical records, insurance details, legal documents, and emergency contacts in one place — not scrambling for them when you're already exhausted. Most of what you need falls into four categories: medical, financial, legal, and practical.

You don't need everything at once. Start with what matters in the first week: insurance cards, current medications, and emergency contacts. Add the rest as you settle in. The goal is to know where things are and what you're working with, so you can make decisions without hunting through files while someone needs care.

Key Takeaways

• Gather medical records, insurance information, and a current medication list before caregiving begins, because you'll need these for any doctor visit or emergency.
• Get copies of legal documents like power of attorney, healthcare proxy, and will — not originals — and store them where you can find them fast.
• Write down the person's Social Security number, Medicare number, and all insurance policy numbers in one place, separate from the originals.
• Create an emergency contact list that includes the person's doctor, pharmacy, nearest hospital, and at least two family members or friends who can help.
• Know what financial accounts exist, where statements go, and who has authority to manage them — this prevents bills from going unpaid or fraud from going unnoticed.

Medical records and healthcare information

Request a complete medical record from the person's primary care doctor. This includes their medical history, current diagnoses, past surgeries, allergies, and reactions to medications. Ask the doctor's office to send it to you in writing — don't rely on memory or what the person tells you, because details matter in emergencies. If the person sees specialists, get records from them too.

Make a list of every medication they take: the name, dose, how often, and what it treats. Include over-the-counter medications, vitamins, and supplements. Take a photo of each bottle with the label visible, or write down the pharmacy name and prescription number. This list goes with you to every doctor visit and to the emergency room. Keep it updated whenever something changes.

Get copies of insurance cards — Medicare, Medicaid, supplemental insurance, or private coverage. Write down the policy numbers, group numbers, and customer service phone numbers on the back of each copy. Store one set in your wallet and keep another at home. Many pharmacies and hospitals will ask for these before they do anything, so having them ready saves time.

Legal documents you need copies of

Find out whether the person has a will, power of attorney, healthcare proxy, or living will. These documents determine who makes decisions if the person can't, and what kind of medical care they want. You don't need the originals — get certified copies from the lawyer who drafted them or from the county clerk's office. Keep copies at home, in your car, and with your own important papers.

A healthcare proxy or medical power of attorney names who can make medical decisions. A financial power of attorney names who can manage money and bills. A living will or advance directive states what medical treatment the person wants if they're dying. If these documents don't exist and the person is mentally able to make decisions, talk to a lawyer about creating them. If they're not able, you may need to go to court to get authority — this is slower and more expensive, so it's worth doing now if possible.

Write down the name and phone number of the lawyer who has the originals, or the county clerk's office where they're filed. You'll need this information if you ever have to prove you have authority to act.

Financial and account information

Make a list of every bank account, credit card, investment account, and loan the person has. Include the institution name, account number, and the phone number to call. Write down where statements are mailed or if they go online. This prevents bills from going unpaid and helps you spot fraud or mistakes.

Find out who has access to each account. Some accounts may require the person's signature; others may let you manage them with power of attorney. Call each institution and ask what you need to do to pay bills or check balances. Don't wait until a bill is late to figure this out.

Gather information about income: Social Security, pensions, rental income, or other money coming in. Write down the amounts and when they arrive. This helps you budget for care and know whether the person can cover their own expenses or whether you need to look into other resources.

Insurance and benefits information

Beyond health insurance, find out what other coverage exists: life insurance, long-term care insurance, homeowner's or renter's insurance, and car insurance. Write down the policy numbers and the agent's contact information. Some policies have benefits you can use to pay for care or cover costs if something happens.

Check whether the person receives any government benefits: Social Security, Supplemental Security Income (SSI), Veterans benefits, or Medicaid. Write down the benefit amount and when it arrives. If benefits are direct-deposited, make sure you know which account they go to. If the person's situation changes — they move, their income changes, or they need more care — some benefits may change too, so keep this information current.

Emergency contacts and daily care details

Create a one-page emergency contact list with the person's name, date of birth, and Social Security number at the top. Include their primary care doctor, any specialists they see regularly, the pharmacy they use, and the nearest hospital. Add at least two family members or friends who can help, with phone numbers and email addresses. Keep a copy on the refrigerator, in your phone, and in your wallet.

Write down practical daily information: what time they usually wake up and go to bed, what they eat and any dietary restrictions, what medications they take and when, and what activities or routines matter to them. Include their preferred name if it's different from their legal name, and any communication needs — do they use a hearing aid, glasses, or adaptive equipment? This information helps anyone who steps in to help you, and it reminds you of what normal looks like when you're tired.

Where to store everything

Keep originals in a safe place: a safe deposit box at a bank, a home safe, or with the lawyer who drafted legal documents. Keep copies at home in a folder or binder that's easy to grab. Take photos of important documents with your phone so you have them even if you're away from home. Consider a password-protected digital folder on a cloud service, but only if you're comfortable with that level of security.

Tell at least one other person where these documents are and how to find them. If something happens to you, someone else needs to know where to look. Update everything at least once a year, or whenever something changes: a new medication, a new doctor, a move, or a change in finances.

Frequently Asked Questions

Do I need to get power of attorney before I start caregiving?

Only if the person isn't able to make their own decisions or if you need to manage their money and medical care. If they're mentally able, they can sign power of attorney documents now, which is faster and cheaper than going to court later. If they're not able, you may need a court order, which takes weeks or months.

What if the person refuses to share financial or medical information?

Respect their privacy if they're able to make decisions. You can still ask to be listed as an emergency contact and ask the doctor to call you if something urgent happens. If the person is not able to make decisions and there's no power of attorney, talk to a lawyer about your options — you may need to go to court to get authority.

How often should I update this information?

Review it at least once a year, or whenever something changes: a new medication, a new doctor, a move, a change in benefits, or a change in who has authority to make decisions. Set a reminder on your phone so you don't forget.

Can I share this information with other family members or helpers?

Yes, if the person agrees. Share what they need to know to help you — emergency contacts, medications, dietary needs, and daily routines. Keep sensitive information like account numbers and Social Security numbers private unless someone truly needs it to help manage care or finances.

What if I can't find some of these documents?

Start with what you have and fill in the gaps over time. Call the person's doctor, bank, and insurance company to request copies. If legal documents are missing and the person is able to sign new ones, work with a lawyer to create them. If they're not able, ask a lawyer what you can do without the originals.