Medical Records Template
Keep your medical documents, test results, prescriptions, and health records organized by date, provider, and type for easy access when you need them most.
{date}-{record_type}-{provider}-{patient}Template Fields
| Field | Description | Example |
|---|---|---|
{date} AI | Date of visit, test, or document | 2024-03-15 |
{record_type} AI | Type of medical record | lab-results, prescription, xray |
{provider} AI | Doctor, clinic, or hospital name | dr-smith, city-hospital |
{patient} Optional | Patient name (for family records) | john, mary |
Record Types
lab-results prescription xray mri invoice insurance vaccination report
Privacy First. With a local model through Ollama or LM Studio, your medical documents never leave your computer. With a cloud provider, content goes only to the provider you choose, under your own API key.
How It Works
- 1
Identify record type
AI recognizes lab results, prescriptions, imaging reports, and other medical document types.
- 2
Extract provider info
Finds doctor names, clinic names, or hospital information from the document.
- 3
Find document date
Locates the visit date, test date, or prescription date.
- 4
Identify patient
For family records, can extract patient name to organize by family member.
Examples
| Original file | Renamed to |
|---|---|
scan_20240315.pdf | 2024-03-15-lab-results-city-lab-john.pdf |
prescription.jpg | 2024-03-10-prescription-dr-smith-john.jpg |
IMG_1234.png | 2024-02-28-xray-city-hospital-mary.png |
document(2).pdf | 2024-02-15-insurance-claim-bluecross.pdf |
Who Is This For?
| Who | How they use it |
|---|---|
| Individuals | Track personal health records |
| Families | Organize records for all family members |
| Caregivers | Manage patient documents efficiently |
| Insurance Claims | Keep documentation for claims |
Why Naming Matters
Medical documents arrive from many sources, hospitals, specialists, labs, pharmacies, insurance companies, each with its own naming conventions. A single folder of health records can quickly accumulate hundreds of files with names like scan_20240315.pdf or document(2).pdf that tell you nothing about what is inside.
Date-first naming means your most recent lab result is always at the top of an alphabetically sorted folder. You do not need to remember which visit produced which file, the date is in the name. Adding the record type lets you search for all "xray" files or all "prescription" files across years in seconds, which is invaluable when seeing a new specialist or applying for insurance.
In an emergency, having your records organized and quickly findable can genuinely matter. A caregiver or ER physician who needs your medication list or recent blood work should not have to wait while you scroll through a disorganized folder. Clear filenames remove that friction at exactly the moment it matters most.
Alternate Patterns
The default pattern suits most personal health records. These variants fit specific situations:
Family records (multiple patients)
{patient}-{date}-{record_type}-{provider}e.g. john-2024-03-15-lab-results-city-lab.pdf
Specialist records
{date}-{specialty}-{record_type}-{provider}e.g. 2024-03-15-cardiology-report-dr-jones.pdf
Insurance records (with claim ID)
{date}-{insurer}-{record_type}-{claim_id}e.g. 2024-03-15-bluecross-eob-claim-78432.pdf
Best Practices
- 1
Use local AI mode for sensitive documents
For maximum privacy, use FilesDesk with Ollama so no medical content leaves your device. The local model processes files entirely on your computer with no network requests to any external service.
- 2
Keep the patient identifier short, not a full name
Use "john" not "john-doe" in filenames. A short first name adds enough context for a family folder while avoiding a fully identifiable name in every file on your disk.
- 3
Organize into subfolders by year
Create
2024/,2023/etc. and move files into them periodically. The date in the filename ensures records are findable by search even if they accidentally land in the wrong year folder. - 4
Always include the claim ID for insurance EOBs
Explanation of Benefits documents should carry the claim ID or reference number in the filename. During a coverage dispute, being able to reference
claim-78432directly shortens every call with the insurer. - 5
Use watch folder automation for incoming scans
Scan paper documents immediately after a visit and drop them into a watched folder. FilesDesk renames them automatically as they arrive, so your archive stays current without any manual effort.
- 6
Keep vaccination records in a dedicated subfolder
Vaccination records are frequently requested for travel, school enrollment, employment, and healthcare visits. A dedicated
vaccinations/subfolder means you can locate and share them in seconds.
Frequently Asked Questions
FilesDesk supports fully local processing with Ollama, your documents never leave your computer. If you use a cloud provider (Claude, GPT-4), content is sent over HTTPS under your own API key. No document data is stored by FilesDesk at any point.
EOBs are recognized as the insurance record type. For easy reference during coverage disputes, use the insurance alternate pattern and include the claim ID in the filename, for example 2024-03-15-bluecross-eob-claim-78432.pdf.
Yes, enable the {patient} field and FilesDesk will extract the patient name from the document header. Use the family records alternate pattern so each person's records are prefixed with their short name and can be filtered instantly.
AI looks for visit dates, lab collection dates, and prescription fill dates. If multiple dates are present, it uses the most prominent one (typically the visit or test date). If the date remains ambiguous, check it in the rename preview and deselect that file before the rename is applied.
Related
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