How do you all handle the paperwork side of caring for a parent?

Mom's 82 and lives a few hours away. She's mostly independent so I didn't see this coming, but the admin side of her life has slowly become a part-time job for me.

This week alone I've spent an hour on hold with her supplemental insurance about a denied claim I still don't fully understand, two Medicare letters I had to read three times before I could explain them to her, a prescription that ran out because nobody at the pharmacy seemed to know whose job the refill was and a specialist referral that's been sitting in my inbox because I haven't had a clear hour to deal with it.

I don't mind doing it. I just feel constantly behind and keep worrying I'm missing something important.

How do other people manage this? I tried a shared calendar with my brother but it just became another thing I have to update. Genuinely curious what's worked for you.