How to Keep a Personal Health File After 65

Keeping this information organized after 65 can make doctor visits easier, help caregivers understand your health needs and make important details easier to find in an emergency.

Key takeaways:

A personal health file is a collection of important health information you can manage yourself.

• It can include your medication list, doctors, allergies, medical history, family health history, test results, vaccine records, emergency contacts and advance directive documents.

• A patient portal can help you find lab results, medications, visit summaries and other records, but it does not have to be your only system.

• Under HIPAA, you generally have the right to ask to see and get a copy of your health records from covered health care providers and health plans.¹

• A personal health file should be reviewed regularly, especially after a new diagnosis, medication change, hospital visit, specialist appointment or change in emergency contacts.

• A health file does not replace medical advice or your doctor's official records. It is a practical tool that can help you keep important information easier to find and share with designated caregivers.

What is a personal health file?

A personal health file is a place where you keep the health information someone may need to understand your care. It can include medical records, medication lists, doctors’ names, family health history, allergies, test results, vaccine records and emergency contacts.

Dr.Pawar, Mutual of Omaha’s chief medical officer says, “A personal health file does not have to be fancy. It can be digital or on paper, as long as the important information is easy to find.”

In contrast, a personal health record, or PHR, is an electronic tool that helps people manage health information.² In everyday use, a personal health file can be broader than that. It can be digital, printed or both.

Why is a personal health record important for older adults?

A personal health record can help you keep important health information in one place as your care changes over time. After 65, you may see more than one doctor, take multiple medications, complete more screenings or rely on a family member or caregiver for help during appointments.

The good news is many older adults are already tracking pieces of this information. In the 2026 Mutual of Omaha Aging Well Survey, 55% of respondents age 65+ said they keep a personal health record or file where they track important health information such as medications, doctors or test results.* But health information is often spread across different places — a medication list in one folder, test results in another, emergency contacts on a phone or printed paperwork from different doctors.*

A personal health file can help bring those details together so they are easier to find when you need them.

This can be useful when:

• You are preparing for a doctor visit

• You are seeing a new provider or specialist

• You have a medication change

• You are helping a parent or spouse manage care

• You recently had a test, hospital stay or procedure

• You want emergency contacts or caregivers to know where key information is kept

• You are discussing health care preferences with family

What should be included in a personal health file?

Your personal health file should include the information someone may need to understand your health today. You do not need every document you have ever received. Start with the details that are most useful for medical care, appointments and emergencies.

Start with your medication list

A medication list is one of the most useful parts of a personal health file because it shows what you are taking right now, not just what appears in a medical record. This can help your doctor, pharmacist or caregiver understand your daily routine, review changes and spot questions to discuss.

To keep your list current, include:

• Medication name

• Dosage

• How often you take it

• Why you take it, if you know

• Prescribing doctor

• Pharmacy

• Allergies or past reactions

• Over-the-counter medications

• Vitamins and supplements

• Eye drops, creams, patches or injections

If you are not sure whether something belongs on the list, include it and ask your doctor or pharmacist. It is also a good idea to review your medication list after a new prescription, dosage change, hospital stay or specialist visit.

Keep your personal medical history in one place

Your personal medical history is a summary of the health conditions, procedures and important events that may help a provider understand your care.

This may include:

• Current health conditions

• Past surgeries or procedures

• Hospital stays

• Allergies

• Major injuries or falls

• Ongoing symptoms or concerns

• Recent test results

• Specialist visits

• Family health history

The good news is you do not need to write a long medical story. A simple list with dates, provider names and short notes can be enough.

What is an advance directive?

An advance directive is a document that records your medical treatment wishes or appoints someone to make health care decisions if you cannot speak for yourself. Advance directives can differ by state and may include documents such as living wills, health care powers of attorney, health care proxies and instruction directives.⁴

Dr. Pawar says, “Advance directives are important to include because they help communicate your wishes if you cannot speak for yourself.” If you have advance directive documents, keep a copy in your personal health file and tell the right people where to find them.

Because advance directive forms and rules can vary by state, talk with a legal professional if you have questions about completing or updating legal documents. You can also ask your doctor’s office how they prefer to keep advance directive information in your medical record.

How to organize your personal health file

A personal health file should be simple to update and easy to find. Choose a system that fits how you already manage information.

Option 1: Paper folder or binder

A paper system can work well if you prefer printed information. Use labeled sections, such as:

• Medications

• Doctors

• Medical history

• Test results

• Vaccines and screenings

• Emergency contacts

• Advance directive documents

• Questions for upcoming appointments

Keep the folder somewhere easy to access, but not out in the open where private information could be seen by visitors.

Option 2: Digital folder

A digital folder can work well if you prefer using a computer, tablet or smartphone. Here, you might save scanned documents, PDFs or photos of medication labels.

Use clear file names, such as:

• Medication list - June 2026

• Emergency contacts - updated June 2026

• Vaccine history - 2026

• Primary care visit summary - May 2026

If you use a digital file, make sure at least one trusted person or caregiver knows how to find it if you want them to have access.

Option 3: A hybrid system

Many people use both. For example, you might keep your full file digitally and print a one-page summary for doctor visits or emergencies.

A one-page health summary may include:

• Name and date of birth

• Emergency contacts

• Primary care doctor

• Major conditions

• Medication list

• Allergies

• Pharmacy

• Advance directive location

Tips for organizing medical history for an older parent

If you are helping an older parent organize health information, start with a conversation. Ask what they want help with and who they feel comfortable sharing information with.

Grimes says a caregiver can help, but the person receiving care should stay involved when possible: “The patient should remain the main historian when possible because their personal perspective is important.”

Start with the basics:

• Current medications

• Doctor and specialist names

• Pharmacy

• Allergies

• Health conditions

• Recent hospital visits or procedures

• Emergency contacts

• Advance directive documents, if they have them

• Patient portal access, if they want help using it

If you attend appointments together, talk ahead of time about what questions to ask. Grimes says, “A caregiver and patient should talk before the appointment so they agree on the facts, concerns and questions they want to raise.”

A caregiver should not take over unless needed. The goal is to help the parent feel supported and make sure important details are not missed.

How often should you update a personal health file?

Review your personal health file at least once or twice a year. You should also update it whenever something important changes.

• Update your file after:

• A new diagnosis

• A medication change

• A new allergy or reaction

• A hospital stay

• A surgery or procedure

• A specialist visit

• A vaccine or screening

• A change in doctor, pharmacy or emergency contact

• A change to an advance directive document

• New test results 

At age 65, a good time to review your file is before your Medicare annual wellness visit, your Welcome to Medicare visit or another yearly check-in with your doctor. Taking a few minutes to prepare can help you get more out of the appointment.

Still, only 45% of adults age 65+ said they often or always take time to prepare for a doctor visit in advance, while 29% said they rarely or never do.*

A simple file review before appointments can help you bring better information and ask more focused questions.

How to use your health file at doctor visits

Your personal health file can help you prepare for appointments, especially if you are seeing a new doctor or discussing several concerns.

Before a visit, review:

• Medication changes

• New symptoms

• Recent test results

• Questions you want to ask

• Preventive care or screening reminders

• Notes from other doctors

Dr. Pawar says, “The more organized you are before a doctor visit, the more value you can get from the time you have.”

You can also use your file to prepare for preventive care conversations, including preventive care and screenings, vaccines or follow-up appointments your doctor recommends.

What not to keep in your personal health file

A personal health file should be useful, not overwhelming. You do not need to keep every paper, bill or duplicate document.

You may not need to keep:

• Duplicate visit summaries

• Outdated medication lists

• Old appointment reminders

• Billing statements unless needed for another reason

• Test instructions that no longer apply

• Blank forms you already completed

• Records that are no longer relevant and can be safely discarded

If you are unsure whether to keep something, ask your doctor’s office what is useful for your care. For privacy, shred paper records you no longer need and delete digital files carefully if they contain personal health information.

Keep the file private, but make access clear

Your health file contains personal information, so keep it in a safe place. At the same time, the file should be easy for the right person to find if you want help during an appointment or emergency.

Consider telling a trusted family member, caregiver or emergency contact:

• That you have a personal health file

• Where it is kept

• How to access it

• Which parts they can use or share

• Whether you have advance directive documents

You can also keep a short emergency summary in an easy-to-find place, such as inside the front of a health binder or saved as a clearly labeled digital file.

Having a centralized system for important health information, including medications, providers, medical history, family health history, emergency contacts and advance directive documents, can help you confidently navigate healthcare at age 65.

Frequently asked questions (FAQs)

What should be included in a personal health file?

A personal health file should include your medication list, doctors and specialists, personal medical history, family health history, allergies, test results, vaccine and screening history, emergency contacts and advance directive documents if you have them.

Why is a personal health record important for seniors?

A personal health record can help older adults keep important information organized for doctor visits, emergencies and care transitions. It can also help caregivers or family members understand medications, doctors, health history and preferences if support is needed.

How do I organize medical history for an elderly parent?

Start with the basics: medications, doctors, diagnoses, allergies, hospital visits, emergency contacts and advance directive documents if they have them. Talk with your parent about what they want help with, who can access the information and how they want it shared.

Can I look up my own medical records?

Yes. Under HIPAA, you generally have the right to ask to see and get a copy of your health records from covered health care providers and health plans.¹ You may be able to access some records through a patient portal, while other records may need to be requested directly.

Sources:

*2026 Mutual of Omaha Aging Well Survey. Mutual of Omaha utilized research vendor quantilope to conduct a 5-minute online survey of 400 respondents age 50+ with an annual household income of $50,000 or more. Research was conducted June 17-21, 2026. All study data cited in this article is based on Mutual of Omaha proprietary research unless otherwise noted.

1. U.S. Department of Health and Human Services, Your Rights Under HIPAA, May 30, 2025, accessed June 2026.

2. Office of the National Coordinator for Health Information Technology, Patient Access to Health Records, Jan. 14, 2026, accessed June 2026.

3. Office of the National Coordinator for Health Information Technology, Get It, Jan. 14, 2026, accessed June 2026.

4. Centers for Medicare & Medicaid Services, Advance Care Planning, March 2026, accessed June 2026.