In a paper file cabinet, drawers simply contain a range of file folders. For example, one drawer may cover a range of letters, like A-G. This kind of layout might make sense when you’re dealing with paper, but the same doesn’t hold true in an electronic file cabinet. Sub-dividing by letter actually leads to more mouse clicks and too much visual clutter.
We recommend a different way of organizing your Enterprise Organizer Pro cabinets. We suggest that you have one drawer for each client, patient, or matter. This provides a very clean organizational structure where each drawer is its own organizational "container" or box, completely segregated from the other files on your computer. You will find that you can get to a client’s files very quickly – just click their name in the list of drawers. This is even faster if you use the Locate Drawer field, which lets you jump straight to a client by typing in a few characters of the client’s name (see Drawer Basics).
For example, Dr. Johnson has thousands of patients, so she uses one drawer per patient, with sub-folders for various charts, billing records, and histories. Bob Litigator, on the other hand, handles many cases for a handful of clients. He finds it preferrable to have one drawer for each case he handles, with topical folders in the drawer to organize the case files. Create your drawers in a way that simplifies your organizational structure and gives you the quickest access to your files.
There are many benefits to using one drawer for each client, patient or matter. Locating files becomes as easy as opening the right drawer. And the chances of mis-filing a document are greatly reduced because you are not dealing with a complex organizational hierarchy. Additionally, if you decide to use an "Appointments" cabinet to show the day’s patients, you’ll need to have a drawer per patient. Finally, archiving old files will become a simple mouse-click process (see Archiving Drawers).
Article ID: 238
Created On: Wed, Oct 30, 2013 at 10:06 AM
Last Updated On: Thu, Jul 3, 2014 at 11:15 PM
Authored by: KB Admin01 [[email protected]]
Online URL: https://kb.quikbox.com/article.php?id=238