Convention · For medical records and policies, kept private and findable
Health & insurance
One folder per person, policies separated from claims, and doctor letters dated to the visit — so the history reads in order when you need it under pressure.
Per person, with policies/ separated from the claims that reference them
Doctor letters and results dated to the visit, newest reads last
A recurring prescription pattern so repeats don't pile up
or in dossier: Settings → Filing convention → Start from an example
Filing convention — Health & insurance
Single source of truth for how medical and insurance documents are named and
filed. These are sensitive and occasionally needed in a hurry, so the priority
is: right person, right order, nothing missing.
Folders
One folder per person, then:
<person>/policies/ — the insurance itself: health, dental, supplementary,
liability, life. One document per policy, the current version.
<person>/claims/ — a claim and its outcome: what was submitted, what was
reimbursed. Named to reference the policy it’s under.
A recurring prescription for the same medication → keep the latest in
prescriptions/; older repeats go to a prescriptions/past/ subfolder so the
current one is obvious.
A bill you’ll claim lives in claims/ (it’s part of the claim), not in a
separate finance folder — the claim should be self-contained.
Results for a child go under the child, even when a parent handled the
visit.
Keep the German original and any translation together, differing only by the
language tag.
# Filing convention — Health & insurance
Single source of truth for how medical and insurance documents are named and
filed. These are sensitive and occasionally needed in a hurry, so the priority
is: right person, right order, nothing missing.
## Folders
One folder per person, then:
- `<person>/policies/` — the insurance itself: health, dental, supplementary,
liability, life. One document per policy, the current version.
- `<person>/claims/` — a claim and its outcome: what was submitted, what was
reimbursed. Named to reference the policy it's under.
- `<person>/medical/` — doctor letters, referrals, lab results, imaging reports,
discharge letters
- `<person>/prescriptions/` — prescriptions and medication plans
- `<person>/vaccinations/` — the record and individual certificates
## Filenames
Date the document to the **event** — the visit, the test, the claim — not the
day it arrived, so the folder reads as a timeline.
```
YYYY-MM-DD_[person]_short-title_(type).ext
2025-09-12_[nora]_cardiology-letter_(medical)(de).pdf
2026-01-20_[nora]_claim-dental-crown_reimbursed-320-eur_(claim).pdf
2024-04-02_[milo]_health-policy-AOK_(policy)(de).pdf
```
- For a **claim**, put the outcome in the name once known
(`reimbursed-320-eur`, `rejected`) so the result is visible at a glance.
- A **policy** keeps a stable name; when it's renewed, replace the file and date
it to the new valid-from — the old one isn't the one you'd show.
## Tags
Type: `policy`, `claim`, `medical`, `prescription`, `vaccination`, `invoice`,
`letter`, `report`. Language: `de`, `en`.
## Rules & exceptions
- **A recurring prescription** for the same medication → keep the latest in
`prescriptions/`; older repeats go to a `prescriptions/past/` subfolder so the
current one is obvious.
- **A bill you'll claim** lives in `claims/` (it's part of the claim), not in a
separate finance folder — the claim should be self-contained.
- **Results for a child** go under the child, even when a parent handled the
visit.
- Keep the German original and any translation together, differing only by the
language tag.