5 Tips for Effective Communication with Healthcare Providers

As a caregiver, one of your primary responsibilities is becoming an advocate for the loved one in your care. You know them and their situation best, so it’s a natural fit, but it can be hard to know how best to handle it. You may feel unsure about the right questions to ask, what topics you should (or shouldn’t) bring up, how to stay on top of all medical records/appointments, and how to balance advocacy on your loved one’s behalf vs. letting them call the shots where needed.

In this article, we will give tips to help you better communicate with healthcare providers – how to prepare, what kinds of questions you should ask, and tips to keep it all organized. Let’s dive in.

Be Prepared For Your Meeting

No one wants to walk away from a medical appointment feeling like they didn’t get what they wanted out of it. Thankfully, these regrets can be easily avoided with a little preparation.

Here are some ways to prepare for the next meeting you have with a medical professional:

Keep notes between appointments

As you’re caring for a sick or loved one, have a handy place to take notes on things that concern you. When something seems off or concerning, write it down so you don’t forget. Document things like:

Shifts in sleeping patterns or appetite changes.
How certain medications affect their daily lives and any side effects/reactions they seem to have.
If your loved one has expressed concerns about upcoming procedures or appointments.
Changes in mood, tolerances (like in social setting for example), and energy levels.

Documentation is one of the easiest ways to make sure you remember to discuss everything you wanted at the next appointment.

Keep a list of medications

Over time and as a condition progresses, the number of required prescription and over-the-counter medications (OTC) can quickly become overwhelming. That’s why it’s important to keep a written list of all medications your loved one’s taking at any given time (including OTC and vitamins). This list makes it easy to discuss how any new prescriptions may affect/interact with the older ones.

Bring insurance and provider information

Make sure to bring all insurance information so you are not blindsided by bills or treatments that may not be covered under your current plan. You can always ask how a treatment will be treated by your insurance before you agree to it to better estimate out-of-pocket expenses. Additionally, make note of all doctors and medical practitioners that have been seen recently so your loved one’s PCP knows who to contact for additional information.

Ask Lots of Questions

Here’s your permission slip: it’s better to ask a silly question than to neglect to ask an important one. It’s ok to ask lots of questions at medical appointments.

Things like describing treatments or medical procedures can be second nature for doctors, as they have most likely had that same discussion dozens of times. So if you’re confused or feel at all unsure about what they’ve said, don’t hesitate to ask for clarification until you fully understand what is being conveyed to you.

Here are a few example questions to help you prepare your own:

Can you please explain the diagnosis again so I can better understand?
Can you describe the treatment plan and are there any other alternative treatment plans that may work for [person or condition]?
What are the side effects of each medication so I can be better prepared to help?
Is there a specialist we can see for more information?
Can we have a follow-up appointment? How often should we be seeing a doctor for this?
What should I expect in the coming few days, weeks, or months?
What is this procedure testing for? What are you looking for by doing [blank]?

Have an Interpreter If Needed

Having a language barrier can make this whole process much more difficult. But you have rights in this situation.

Access to language services is covered by anti-discrimination laws.

This means no matter your circumstance, healthcare providers are obligated to work with you, up to and including finding an interpreter, to help you understand what’s going on. If you find yourself in this situation, make sure you advocate for yourself and your loved one to get the help you need.

Take Notes in Every Appointment

We touched on this in terms of preparation, but don’t forget to bring your notation tool (whether it’s digital or physical) to all appointments with you. In overwhelming situations, it’s easy to forget the answers to your questions or other important information, like care steps or side effects to expect.

That’s why it’s important to take detailed notes while you’re in each appointment. Keeping all this information in one place will make sure you don’t lose any of it and have something to reference when needed.

Advocate for Yourself and Your Loved One

As the person around for your sick or loved one all the time you see their daily struggle. If a treatment or medication doesn’t seem to be working or may not be a great fit, it’s ok to express your concerns until they’re heard.

You can advocate for second opinions, ask to try new things, and voice any problems.

When it comes down to it you may be the only person to be able to step up and say that something isn’t working. Always make sure to be respectful, of course, but it’s ok to have open dialogue about other treatment options or care. Don’t be shy.

Closing Thoughts: Effective Communication with Healthcare Providers

Having effective communication with healthcare providers can feel stressful, especially because it often requires you to voice an opinion on something that the other party usually has more formal education on. But keeping an open line of communication, preparing questions, trusting your gut and voicing your concerns can help you through any situation with the confidence you’re doing the best you can for your loved one.

If you’re providing care for a loved one and want to talk to someone about it, the California Caregiver Resource Centers are here to support you. We are a non-profit network of 11 Centers that support caregivers across the state of California. Every county in the state is covered.