Provider Contact Directory
Keep the people and offices involved in your loved one’s care in one organized place — from primary care and specialists to pharmacies, hospitals, therapy providers and insurance contacts.
A current contact directory can make scheduling, follow-up and communication across a care team much easier to manage.
Care can involve a lot of people.
A family caregiver may need to coordinate with a primary care office, several specialists, a pharmacy, hospital departments, therapy providers, medical equipment companies, insurance representatives and other members of the care team.
When those details live in appointment cards, old emails, phone contacts, patient portals and handwritten notes, even a simple phone call can turn into a search.
The Provider Contact Directory gives you one place to record the practical information you use when coordinating care.
Three details make a provider directory especially useful.
Who
Record the provider, practice, specialty or organization so you can quickly identify the right contact.
How to Reach Them
Keep the phone, scheduling line, fax, address and portal information you actually use.
What to Remember
Add practical notes such as referral procedures, office preferences or which number handles records and scheduling.
Who might belong on the list?
Every care situation is different. Use the categories that apply to your family and leave the rest blank.
| Contact Type | Useful Information to Record | Possible Examples |
|---|---|---|
| Primary Care | Provider, office, main number, scheduling line, portal and address | Primary care physician, nurse practitioner, clinic |
| Specialists | Specialty, provider name, office contact, referral or scheduling details | Cardiology, neurology, oncology, orthopedics |
| Pharmacy | Location, phone number, pharmacy hours and delivery information | Retail, mail-order or specialty pharmacy |
| Hospital / Health System | Main number, department, records office, portal and location | Hospital, outpatient center, health system |
| Therapy & Rehabilitation | Provider, discipline, scheduling contact and location | Physical, occupational or speech therapy |
| Home-Based Services | Agency, care coordinator, office number and after-hours contact if provided | Home health, hospice, home care |
| Insurance | Member services, provider services or care-management contact information | Health plan, Medicare Advantage plan, supplemental plan |
| Other Care Contacts | Name, role, organization, phone and practical notes | Medical equipment supplier, social worker, care manager |
Information worth keeping together
You do not need every field for every provider. Record the details that will make future calls, appointments and follow-up easier.
🔐 A quick privacy reminder
Keep only the information you need to coordinate care, and store the directory in a location appropriate for your family's privacy needs.
- Do not write patient-portal passwords on a printed provider directory.
- Do not use a directory as a substitute for secure medical records.
- Follow each provider's instructions for sending health information or records securely.
- If you are coordinating care for another adult, access to medical information may depend on the individual's authorization, your legal authority and applicable privacy rules.
Download the Provider Contact Directory
Create one easy reference for the offices, providers and organizations involved in your loved one's care.
- Keep provider contact information together
- Record specialty and care-team roles
- Capture scheduling and records contacts
- Organize pharmacy and health-system information
- Keep useful coordination notes in one place
Get your free copy
Complete the form below and follow the download instructions.
Please do not enter medical details, diagnoses, medications or other sensitive health information in this download form.
Keep your care team organized beyond the worksheet.
The Caregiving Concierge™ is designed to give families a focused dashboard for the chaos of care. Keep provider information alongside appointments, medications, care-team contacts, documents, tasks and other information your family manages over time.
Explore The Caregiving Concierge™Related caregiver resources
Authoritative caregiver references
These government resources can help families learn more about finding providers and understanding access to health records.
Includes Medicare's tools for finding and comparing health care providers and facilities.
Visit Medicare.gov
Consumer information about rights involving access to medical and billing records under HIPAA.
Visit HHS.gov
Additional information about access to health information, including circumstances involving an authorized personal representative.
Visit HHS.gov
Practical tools for real caregiving days.
The Caregiving Concierge™ creates organizational resources designed to help family caregivers prepare, document, coordinate and keep important information easier to find.
Educational Disclaimer
This resource is provided for general educational and organizational purposes only. It is not medical, legal, insurance or other professional advice and does not replace guidance from qualified professionals familiar with an individual's circumstances.
The Caregiving Concierge™ does not diagnose conditions, interpret individualized medical information, recommend or change treatment, medications, screenings, vaccines or tests, or determine what care is medically appropriate. Contact the appropriate licensed professional with questions about an individual's care.
In an emergency or potentially life-threatening situation, contact emergency services rather than relying on a provider directory or website resource.