How do you organize your client files?

[Curtislj]

So far I've been keeping client paperwork in an A-Z accordion folder... in the beginning it was easy enough to sort one client's papers from all the others because there weren't that many.

Now I need a new solution... I've looked at the idea of using file folders for regular clients and managing new clients the old way until they become regular clients... seems a bit unwieldy as well though.

A successful therapist I know keeps all of her client paperwork in two big binders

How do you keep yours? Do you create a new file for each new client, even though they may end up only coming in once or twice?

 

[Sudhir S]

I create a new file on the second visit, unless it was a referral from a doctor or a barter I am doing - then they get a file on the first visit.

File folders have the lateral tabs and prongs on each side of the folder. Left side keeps client info, intake and HIPPA confirmation sheet. Right side keeps SOAPs (oldest to newest).

I keep a folder with each new visit person in it with a chart note written on the back. When they come in the second visit, they get put into their own file folder and the chart note on the back gets put into Massage Office SOAPS and is printed off and placed in the folder. The second visit SOAP is also placed in the folder and so on.

I have a lateral filing cabinet that all the file folders are stored in.

Regular clients (non-MD) get a 14 pt. manilla folder. MD clients get a 14 pt. colored folder, depending on who they were referred from. Currently, yellow is my most prominent MD color in the cabinet (which basically means the MD associated with the yellow folders sends me more clients than any other MD). Grey folders are kept for those I barter with.

On the side of the folder, there is the year the client started with us (current would be - 07), a colored sticky rectangle showing which therapist they have seen (you could color code for something else if you wanted), the clients name (last, first) and sticky rectangles with the first two letters of their last name. I use the sticky tabs compatable with the jeter system.

Each night before I leave the office, I pull the client charts and ledger cards for those who are coming in the following day and review what is necessary.

Hope that helps.

 

[puddinniddup]

i used to keep my clients each in an individual folder but it started to take up way too much space (and cost too much) so i've moved them into 2 huge binders and it works really great. i just punch holes into the papers and put them in alphabetical order. very simple.