Benefits of an Effective File Tracking System

When it comes to your office, especially in fields which keep paper records for their patients of clients – the level of efficiency which your office operates on can only be high if your lost files count is low! Make sense? Think about it – how much more work could you get done if your staff wasn’t constantly looking for misplaced files? Implementing an effective file tracking system within your office allows you to designate a specific bar code to each individual file that exists or that is created in your office. The information is then stored online for your staff members to easily locate the file as well as document the lifeline of the file – increasing production on multiple levels.

Building a Professional Appearance with a File Tracking System

As you may see in many medical offices or hospitals, patient files are usually organized with a color coded file tracking system which creates a more professional appearance, as well as better organized files. When it comes to medical files, the slightest mistake or misplacement may be fatal. In these types of environments, the office staff is just as important as the doctors on call – being that they are the ones who prep the files and have them ready for the doctors to keep them on their schedule. In most cases, these files contain information that prep the RN’s for what they need to do – before the doctor steps on the scene. For example, many patients suffer from hypertension and require medication before being seen by the doctor. This type of information would be found in the file itself, however, with an effective file tracking system, it can also be programmed into the file tracking software as well – giving the nurses a full head’s up before the file is even found. Many offices like to remind the patient of this medication when they call to confirm the appointment. The file tracking system can create a more efficient way to ensure that these matters are handled before the patient even reached the office and that the physical file is in the proper place by the time they do arrive!

Effective File Tracking SystemWho Can Utilize a File Tracking System

Although the most common places you will find a file tracking system are within the medical and legal fields – there are a wealth of other organizations who can utilize the system. The banking industry commonly uses an effective file tracking system for all phases of the financial industry such as mortgage offices, Underwriter files, payday loan companies, abstract companies and of course, in house bank files. Since most of the banking industry has become electronically automated, one would think paper files would be obsolete. However, in most states, by law, a financial institution or bank is required to keep files for up to seven years. Most organizations keep older paper files archived in an off-site storage facility. In these cases, an effective and accurate file tracking system is imperative since the files are not physically on site to sift through.

Which File Tracking System Should You Implement?

FILETACTICS offers innovative file tracking systems that can help your organization operate more efficiently as well as optimize your time management more effectively. The File-Coder file tracking software provides an easy yet effective way to log the pertinent information of your existing files as well as create new labels for new files. FILETACTICS will provide you with a full online demonstration of how to utilize the file tracking software as well as how to use the print on demand label feature. We provide you with all the necessary supplies you will need and remain available to walk you through any troubleshooting issues. Take advantage of live technical support via telephone for the first 30 days of your service and continued support thereon via live chat and email.


Leave a Reply