Create one row per contact
For each call, letter, portal message, or email, record the date, person, organization, claim number, and purpose. Include your own calls and messages.
Capture requests exactly
Write down the records or answers requested, the stated deadline, and how the request was made. Keep the original message. If a deadline is unclear, ask the sender to clarify it.
Note what you sent
Keep a copy of each document and the date and method of delivery. Record any confirmation number or receipt. Use a secure channel for sensitive medical information.
Separate facts from impressions
Record what was said as accurately as possible, then label your own interpretation or concern separately. Avoid filling gaps from memory days later.
Flag decisions for advice
Mark a proposed recorded statement, release, settlement, or request for broad records so you can discuss it with a qualified lawyer before deciding how to respond.
Review the next action
After each contact, note who is responsible for the next step and when you expect to follow up. This log is an organization tool, not a substitute for legal advice or a filing calendar.