Staying Organised, Empowered and Connected Throughout the Care Journey

For individuals living with dementia—and the families and carers supporting them—medical appointments are an ongoing part of life. From regular GP visits and memory assessments to specialist consultations, allied health services, and hospital check-ups, the volume of appointments can feel overwhelming.

A clear, compassionate and well-documented medical appointment strategy helps ensure continuity of care, reduces missed treatments, and provides a sense of stability through what can be a disorienting and emotionally complex journey.

Using platforms like Evaheld, families can track appointments, store medical summaries, and upload supporting documentation into the secure Evaheld Legacy Vault, ensuring seamless communication across all care partners.

Why You Need a Medical Appointment Management Strategy

According to Advance Care Planning Australia, coordinating care effectively across providers is essential to reduce duplicated treatments, manage medications safely, and ensure decisions align with personal values.

Without a clear system in place, people living with dementia may experience:

• Missed or rescheduled appointments
• Medication confusion due to conflicting advice
• Emotional distress from too many appointments in a short time
• Carer burnout from excessive scheduling or travel
• Lost records or unclear medical history

A well-organised strategy keeps everyone aligned—supporting both care quality and emotional wellbeing.

Components of a Strong Appointment Strategy

1. Create a Centralised Appointment Calendar

Whether it’s digital or printed, this calendar should include:

• GP appointments
• Specialist and allied health visits
• Medication reviews
• Therapy sessions (e.g. physio, speech, counselling)
• Vaccinations or health checks

Apps or spreadsheets can be linked securely via Evaheld so they’re available to all trusted carers.

For long-term planning, the Evaheld Legacy Vault is ideal for storing appointment schedules alongside care documents, Advance Health Directives, and contact directories.

2. Assign an Appointment Coordinator

This could be:

• A family member
• An aged care case manager
• A professional advocate
• A home carer or legal guardian

Dementia Support Australia recommends nominating a consistent point of contact to avoid confusion and reduce duplicated communications with providers.

3. Maintain an Up-To-Date Contact Directory

Include:

• Full names and roles
• Clinic or facility addresses
• Phone numbers and emails
• Notes on preferences, language spoken, or support requirements

Resources like Family Legacy Series offer helpful templates for documenting and updating this list.

Upload it to the Evaheld Legacy Vault so it’s accessible in emergencies or transitions, especially when the primary carer is unavailable.

4. Keep and Upload Appointment Summaries

After each appointment, record:

• Diagnoses or updates
• Medication or treatment changes
• Recommendations or referrals
• Carer notes or concerns raised
• Follow-up actions

The Evaheld blog outlines how storing these securely enables future care decisions to be made with full clarity and context.

Emotional and Logistical Considerations

Too many appointments—especially if uncoordinated—can cause distress or confusion for someone living with dementia. To support them:

• Schedule appointments in the morning when cognition is often clearer
• Avoid scheduling back-to-back visits
• Allow time to rest or recover between trips
• Use calming language when preparing for the visit
• Bring comforting items (photos, a familiar blanket, etc.)

Nurse Info recommends creating routines around medical visits to reduce stress.

Supporting the Sandwich Generation

For those caring for ageing parents while managing careers or children, a shared appointment plan:

• Prevents double-booking and oversight
• Allows siblings or trusted carers to step in
• Reduces pressure on one person to manage everything
• Ensures consistent care even during unexpected events

The Online Will Blog suggests integrating medical coordination into legacy and estate plans to maintain support continuity.

Preparing for Medical Appointments Effectively

Before each visit:

• Review the last summary
• Write down questions or concerns
• Bring a copy of your Advance Health Directive
• Note changes in mood, memory, mobility, or sleep
• Record medication usage patterns or side effects

This preparation ensures the visit is productive and person-centred.

Reviewing and Updating the Strategy

Every 3–6 months:

• Reassess frequency of appointments
• Adjust transport and support schedules
• Ensure records remain up to date
• Make sure all carers know how to access the Evaheld platform and relevant files

Advance Care Planning Australia advises that reviews become especially important after hospitalisations, medication changes, or transitions in care level.

Final Thoughts

Medical appointments aren’t just clinical—they’re opportunities to build trust, monitor wellbeing, and ensure care aligns with deeply held values. A thoughtful appointment strategy transforms logistics into legacy—it shows love, foresight, and commitment to honouring the person behind the diagnosis.

With Evaheld, you can ensure that every appointment becomes part of a bigger story—one guided by dignity, clarity, and care.