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Keeping records

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Filing systemAs the parent of a child with a hearing loss, you will accumulate a lot of paperwork. Keeping good records that are organised and easy to find is a good idea.

Why is keeping records important?

There are a few good reasons to keep records:

  • To keep track of who you see and the outcome of each visit. Ask each professional to send a copy of their report to you for your records.
  • To keep an accurate medical history for your child. You will be asked the same questions again and again and it helps to have all the information in one place.
  • Keeping records such as test results, IEPs and school reports, shows you how your child is progressing and can help you decide when changes may be needed.
  • There may be times when you need to advocate for your child to receive the services or support they need. Good records and documentation is vital in assisting you to be a good advocate for your child.
Getting started

A complete, well‐organised record system will save you time and frustration in the long run. Motivating yourself to get started is the first step. And then developing a routine for maintaining records will help you keep up-to-date relatively easily.

The following list of possible records may help you get started:

  • list of professionals and their contact details
  • medical reports
  • audiograms and audiological reports, progress reports from allied health professionals
  • educational assessments and reports
  • important correspondence (mail and emails) from hearing health professionals, the National Disability Insurance Scheme, and service providers
  • manuals and warranties for any devices
  • records of repairs and replacement parts for hearing aids and other assistive listening devices.
How should you store the information?

Having one place to store records can save time and energy. You can decide whether to store information in hard copy format or organise electronic storage. Electronic records allow you to access the records anywhere, which families find helpful.


Keeping good records about your deaf child is recommended. The system doesn’t need to be complex, but it should be organised and updated regularly.

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