Save time searching with a smart filename

A good file name is one that makes it easy to find the file during a digital search. It contains just enough relevant information so that colleagues can open the right document right away.

Because employees at most healthcare institutions have to spend far too much time searching for the right files within patient records. There is still significant room for improvement, particularly when it comes to naming notes and documents. Therefore, make sure everyone follows the same procedure.

There are two things you can do to make it easier:

1. Give documents better file names
2. Working with a Document Management System with Full-Text Search (FTS)

1. To get started, create a folder for each patient and give it a name. You can also add tags to these folders to make them easy to find. For example, use the last name + place of birth + date of birth.
2. Choose a naming convention that gives each file a unique and logical name. For example, include the file type, the patient's complaint, and the date you created the file.
3. Briefly describe the file format:
   1. Recipe
   2. Referral
   3. Lab Results
   4. Consultation
   5. Note
   6. Invoice
4. Use only dashes as a separator
   1. Recipe_Heart Problems_2019-03-02
   2. Recipe_Clavicle Fracture_2019-03-02
   3. Referral_chest_X-ray_September 18, 2017
5. Do not use more than about 35 characters

By following this procedure, the first two codes ensure that items are recognizable and easy to locate. The date in the file name serves as a unique identifier and also simplifies the search process.

For example, if a patient returns to the practice with knee pain, you can see at a glance all the documentation related to the previous knee injury, including the dates on which certain treatments or prescriptions were administered.

Pair the departing colleague with his successor or successors and have them work together for a while. That way, the expert can already

The key to maintaining a clear overview lies in a minimalist folder structure. Combined with well-chosen file names, this allows you to quickly find the information you need. As a rule of thumb, limit the folder structure to a maximum of 5 levels.

We actually recommend just 3 layers. The first is a folder for each patient. The data stored in these folders becomes clearer in terms of its nature based on the file names you assign to them.

1. Administrative information, including:
   1. Insurer and Type of Insurance
   2. Name and Address Information
2. Medical information, including:
   1. Complaints, Illnesses, and Conditions
   2. Surgeries and Major Treatments
   3. Regulations and Revised Dosages
   4. References
   5. Allergies
3. Additional information, including:
   1. Family Medical History
   2. Care Preferences

Make sure all your colleagues store their information in the same way in the shared document management system. Organize an informational session to clearly and quickly explain the procedure, and adjust the guidelines as soon as problems start occurring regularly. Make sure new employees, medical assistants, interns, and volunteers are informed of the correct procedure on their first day of work.

In addition to using good file names, a document management system with full-text search can save you a tremendous amount of time. Regardless of the file type or the document’s name, full-text search lets you find all files that contain the term “x-thorax.”