For every physician you see and for every place where you have a medical test performed (ex. if you have an ultrasound in a hospital), create a file folder with the following information: Full name and address of physician, telephone and fax numbers, date of service, and be sure to add all subsequent dates of services; make notes summarizing your visit with the doctor (exam, recommendations, etc), ask for and receive copies of your registration forms, HIPAA forms, privacy act forms, copies of lab work done in the office, copies of physician medical record notes, etc.
Then when the physician's office files the insurance claim(s) and the you (the patient) begin to receive Explanation of Benefits paperwork from the Insurance carrier, you have a file folder to store those documents into.
Be sure to accurately record on the outside of the folder, the dates you visit that physician and compare those with insurance claims filed. Having a file cabinet with a drawer or section dedicated to medical files is important for good medical history and filing. I have done this through the years and can attest to the fact that the 'system' works extremely well.
Another tip on medical info: I put all my pertinent medical info -like the name & phone # of my PCP, drug allergies, drugs I'm taking- on a small card which I laminated and keep it in my wallet, along with my Organ/Tissue Donor Card. If you end up in the ER, even if you're unconscious, the docs will have this important info.
I found that putting all my medical information on the computer and continually updating it, is very helpful when visiting a new doctor. It makes it easier for you to see the last time you had a visit or procedure!
List your appointments and what was done - list of medicines - all tests you have had taken - Surgeries - doctor's names, etc.
While you will have to give some of the same info, I print a sheet on yellow paper so it will stand out in my file for quick reference.
I had a doctor for 43 years and this was much more efficient and cheaper than having copies of medical records sent to new doctor which costs money.
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