Special Needs Parents: Are you creating the important paper trail?

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Parents of children with special needs end up with lots of paperwork.  We have medical reports, school reports, IEPs, therapy bills, insurance forms, etc. 

We know keeping these documents organized is important, so we can refer to them when needed.  However, some parents are not aware of the need to establish a paper trail.

Why should special needs parents make a paper trail?

A paper trail is important because it is a way for parents to:

• Make a record of any requests for information or documents
• Confirm the main points made at any meetings about their children
• Document any requests made to children’s schools or medical providers
• Confirm actions schools or medical providers agreed to take
• Summarize and confirm important information related to you by the school or medical providers

Few of us go through this special needs journey without running into some bumps along the way.  Even if everything is working well at the moment, special needs parents must prepare for potential problems.  When these problems arise, having a paper trail helps:

• You remember what you and other parties said
• Remind you of any issues raised with children's schools or medical providers
• Identify actions your children’s school or medical providers were supposed to take
• Recall requests made to your children's schools or medical providers

How do I make a paper trail?

Creating a paper trail is simple.  Parents document their actions and those of their children’s schools and medical providers by writing letters or emails.  Here are some situations you should confirm in writing:

• The main points of any school meetings, including IEP meetings
• Any action teachers or schools tell you they are going to do
• Concerns you express to your children’s teachers or schools 
• When a doctor, psychologist or other medical provider tells you they will send you a report or educational information
• Actions you ask schools or medical providers to take
• If schools do not take actions they said they would take
• Symptoms and other information you give to your children’s medical providers
• Disagreements with teachers or schools
• Disagreements with medical providers 

A key part of a paper trail is your ability to show that the information was sent.  So, besides sending a letter by mail, also send the letter by fax or email.  Then, print the fax report or email showing the information was sent.  Use certified or registered mail for letters discussing very important issues.  If you do not document an action or issue using a letter or email, keep a log of your phone calls and conversations.  In the log include:

• Date of contact
• Type of contact
• Names of people involved 
• Reason for contact
• Any action you or the other party is supposed to take

You can download a PDF of the contact log here.
©Mary M Conneely T/A Advocacy in Action