Medical Expenses and Claims Log

Who this is for

Every medical cost on one running sheet. Each line records the date, what it was for, who was paid and how much, then the claim: who it went to, when, what came back and what is still outstanding — worked out for you rather than left to a calculator and a pile of receipts.

Anyone paying for treatment, appointments, prescriptions, travel or equipment, people claiming through an insurer, an employer or a scheme, and carers keeping the money side straight on somebody else's behalf.

What this helps you track

• What was paid, when and to whom, with the receipt ticked off
• Which costs have been claimed, to whom and on what date
• What has come back, and the difference still outstanding
• Totals for paid, reimbursed and outstanding across the whole sheet
• A dated run of costs you can hand over when a claim is queried

How to use it

1. Write your details and the period the sheet covers at the top, with the scheme or insurer if there is one.
2. Add a line as soon as you pay for something, before the receipt goes astray.
3. Say plainly what the cost was for and who was paid — a line that just says the amount is no use in six months.
4. Fill in the claim columns when you send it: who it went to and the date it went.
5. Enter what is reimbursed when it arrives; the outstanding column works out the difference and the totals add the sheet up.
6. Tick the receipt column so you can see at a glance which lines you could not evidence if asked.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Does the sheet know what I can claim?

No. What is claimable depends on your scheme, your insurer and where you live, so the sheet takes no view. It records what you paid, what you claimed and what came back, and subtracts one from the other.

How does the outstanding column work?

It is the amount paid minus the amount reimbursed, on that row. If nothing has come back yet the whole amount shows as outstanding, which is exactly what you want to see when you are chasing.

Can I use it for travel and parking?

Yes. Anything you spent because of an appointment or a course of treatment can go on the sheet — put what it was for in the description column so the total is explainable.

Should I keep the receipts as well?

Yes. The log is an index, not evidence. Tick the receipt column and note where the paper or the photograph is; a claim is settled on the receipt, not on your spreadsheet.

Is there a currency on the sheet?

No currency is printed anywhere, so the money columns work for whatever you use. Write the totals in your own currency and stay with one per sheet.