Emergency Preparedness Plans: Documentation

Living in New England or other parts of the country where weather tends to be unpredictable and often severe, it is essential that people with chronic illnesses and health problems make it a habit to prepare themselves for emergencies. Most of these will be weather-related but difficult situations, like loss of electricity, heat and water can last longer than expected.

As patients with a chronic illness, being prepared as much as possible is key to reducing the stress that comes from lack of preparation. It is no secret that stress is not our friend, especially if you have Myalgic Encephalomyelitis/Chronic Fatigue Syndrome (ME/CFS) or Fibromyalgia (FM).

This article is a detailed outline of what to prepare for so you don’t have to think. However, keep in mind that each individual person may have to personalize the list. And in no way does it cover absolutely everything. Feel free to add your particulars to the list.

Contact your county government’s emergency information management office and see what they have to offer for planning resources.

If you use services from your state, county or city as a disabled person, such as meals-on-wheels or home aid, contact them and ask what services they provide in an emergency and see if they maintain a list of disabled people on which you can be put. In a disaster, this means someone would be looking for you.

What to put in an emergency grab bag

Emergency Grab Bag of Documentation comprising of important papers (ask yourself “if I had to start life over, what would I need?”). This should be done for each person in the household, including children and pets. Make copies of all important papers/bills/documentation and put them in the largest ziplock bag (waterproof) and keep them in an emergency grab area BEFORE you will need them. Information can be coordinated into groups. Check off as you go along.

Jump to a specific section:

Contact Lists
Legal Information
Financial Information
Insurance Information
Medical Information
General Information

Contact Lists

Your name, address, phone, and date of birth
A list of children’s names, birth dates and if in school or daycare, the name, address, phone number and name of contact person and/or principal at the facility in case of an emergency. Do this for each child.
If adult children, list them with names (especially if females are married) addresses, phone numbers and relationship.You may know this information, but in an emergency, others may not.
List of pets names, vets, medical history
List of emergency contacts including names, addresses, phone numbers and emails
List of relatives to be notified with their names, phone numbers and their relationship to you
Do Not Call list—many patient’s families are not understanding and in fact, cause additional stress. This is a time and place to list the relatives/friends not to call
Name, address and phone number of attorney
Name, address, phone of financial advisor, if applicable
Name, address, phone and contact name at the bank you use

Legal Documents

Copy of your social security card
If disabled, disability papers whether social security disability, long term disability or supplemental disability insurance information
Copy of the last year’s tax return (needed to apply for loans and verify qualifications for income-based assistance etc.)
Acceptable proof of citizenship for individuals not born in the United States (http://uscis.gov/graphics/formsfee/forms)
Legal copy of will and power of attorney documents
Copy of birth certificate, adoption papers, military discharge notice, marriage certificate, divorce decree or other legal documents
Mortgage or homeowner papers with account numbers and phone numbers and amount paid
Property tax statement
Utility company statements (these may be needed for federal help)
If a renter, have a copy of your lease with pertinent phone numbers, and management office name and number, if appropriate

Financial Information

Should you have any investments including retirement (manyME/CFS patients are dirt poor) a list of said investments as well as the name, address and phone number of your financial planner or investment advisor
Employer information and a copy of pay stub
Bank names, addresses, phone numbers and account numbers with balance information
Title or loan papers for automobile with bank name and account and phone numbers
Charge card and debit card names, account numbers and phone numbers to call, and date of last payment with amount

Insurance Information

Insurance information such as company name, phone number, agent’s name and account number for home
Insurance information such as company name, phone number, agent’s name and account number for apartment
Insurance information such as company name, phone number, agent’s name and account number for car
Insurance information such as company name, phone number, agent’s name and account number for healthcare
If you have any other type of insurance, include this information as well

Medical Information

A list with names, addresses, specialty and phone numbers for all your physicians
A list of all medications including over the counter drugs you take, along with dosages, MARK THIS LIST WITH A RED CHECKMARK to facilitate finding it faster
Medical history list—this can be an outline of surgeries, diagnosis and allergies. MARK THIS LIST WITH A RED CHECKMARK to facilitate finding it faster
Copy of your latest eyeglass prescription
Copy of name, serial number and information of any medical assist devices in use
Name, phone number and address of your pharmacy
If applicable, hospital name and number with patient account numbers (you can always get another plastic card)
For each child, duplicate the above list and ADD vaccination record
For pets, include their veterinarian’s name, address and phone number with vaccination papers and any medical issues if applicable

General Information

Computer list of passwords (needs to be kept up to date) in a hard copy. You can back it up on a flash drive.
Any computer files that are important can be put on a flash drive
If you are a veteran, obtain copies of your Military DD214