Record Vault Assist Packet
Help families get their records organized in 72 hours — a sprint checklist for caregivers
Planning note: this packet is for non-urgent organization and documentation prep. Use it to structure routine follow-up work, then review progress at a regular, non-urgent provider touchpoint.
1 How This Works
This packet helps you guide a family through gathering the documents and information needed to build a centralized record vault. Whether the family uses Averyn or organizes on their own, having everything in one place reduces confusion, speeds up provider visits, and prevents the "we can't find it" emergency.
2 Household Information
3 Sprint Timeline
A three-day plan to gather the core documents and information. Check off items as you complete them.
Day 1 Gather Basics
Day 2 Provider Details & Records
Day 3 Organize & Verify
4 Provider Directory Capture
Record each active provider's contact details and portal information.
| Provider Name | Specialty | Phone | Fax | Portal? | Portal Login (family manages) | Last Visit |
|---|---|---|---|---|---|---|
5 Document Locator Checklist
Track each document. Check the box when located, and set the status.
6 Scanning & Naming Conventions
File Naming Format
When scanning or photographing documents, use this naming convention:
[LastName]_[DocumentType]_[Date]
This makes everything searchable and prevents the "which version is this?" problem.
Smith_MedicationList_20260220
Smith_DischargeSum_Memorial_20260115
7 Gaps & Follow-Up
Track anything that's still missing and who's responsible for getting it.
| Missing Item | Who Needs to Get It | Target Date | Status |
|---|---|---|---|