There can be a lot of moving pieces and players involved in receiving care and services through the California Department of Developmental Services (“DDS”). For example, after you initial intake interview and assessment, you will likely have several important appointments with your regional center and care coordinator. Importantly, this will include building your Individual Program Plan (“IPP”). It will also likely include appointments with various vendors and care providers. And along the way you will have many follow ups with various providers and organizations. Here are some tips to strategize how to track DDS deadlines and follow ups.

5 Tips for Staying Organized

1. Maintain Your Own DDS Record Using the Binder Method

First off, we recommend keeping a thorough personal record of your DDS profile. Specifically, read through our guide on how to keep your own DDS record using the binder method. Be sure to include in your binder a section where you track appointments and follow ups.

2. Document Interactions with DDS and Care Providers

It’s a good idea to document all interactions you have with DDS or care providers. Jot down the day, time, and content of the interaction. Note the dates of any follow ups. Most immediately, this can be helpful for tracking deadlines and follow ups. Additionally, it can be very helpful if you ever find yourself appealing a DDS decision or action.

3. Use a Personal Calendaring Tool

The key to tracking deadlines and follow ups is to be organized and consistent. A key part of this is using some sort of calendar tool. It matters less which specific tool you use. The real key is simply to use one. This could be a pen and paper day planner, or a calendaring app on your smart phone. Whatever tool works best for you, use it and be consistent. Make sure you enter each and every deadline, appointment, and follow up you have that’s related to DDS. If you use some sort of color coding system, consider making DDS deadlines and appointments its own color.

4. Regularly view Your Individual Program Plan (“IPP”)

Your IPP is your roadmap to receiving individualized care through DDS. Be sure that you constantly track the care you are receiving against your IPP. Make sure that all the appointments, deadlines, and follow ups you are completing align with your IPP and if they don’t, speak to your care coordinator about either adjusting the care you’re receiving or revising your IPP.

5. Set Reminders to Follow Up

When it comes to understanding how to track DDS deadlines and follow ups, it’s helpful to remember that you are your own best advocate. Don’t wait for others to figure out what you need or to schedule things for you. Anytime you have an appointment with someone from DDS or a care provider, make sure you communicate with them about any follow ups you need. Then, make sure you don’t only put appointments into your calendar. You also need to use your calendaring tool to set clear reminders for yourself about when to follow up, whether it’s a follow up phone call, email, or drop-in meeting. You may also want to set alerts reminding you of upcoming deadlines to make sure you don’t forget.