Naming Conventions That Keep Your Practice Management System Clean and Consistent

Every practice management system – whether it’s CaseRM or another – gives you the freedom to name your files, sessions, and records however you like. But that freedom can quickly turn into confusion if your clinic doesn’t follow consistent naming standards.

Over time, inconsistent names make it harder to search, report, and keep your data looking clean and professional. A few extra minutes of thought early on can save hours later.

In this article, we’ll cover simple, effective naming conventions you can apply across your clinic management system to keep everything organized and easy to read. These practices are drawn from real-world experience developing practice management systems like CaseRM and performing data transfers from various other software platforms, but the same principles can apply to almost any practice management software.

While this post isn’t a comprehensive list of every detail in your setup, it highlights the most important conventions and serves as a solid place to start building consistency in your system.

Case Types – Short, Clear, and Consistent

CaseRM uses a case-centric structure, meaning every client can have multiple case files (for example, MVA, WSIB, or Private). That’s why naming your Case Types clearly and consistently is so important — it affects how you organize billing, track progress, and generate reports.

Here are a few simple tips:

• Use ALL CAPS for acronyms (e.g., MVA, EHC, OHIP, WSIB, WCB,).
• For non-acronyms, use sentence case – capitalize only the first letter (e.g., “Private”).
• If your Case Type includes multiple words, use title case – capitalize the first letter of each word (e.g., “Motor Vehicle”).
• Keep names short — ideally one or two words at most.

Good examples: MVA, EHC, WSIB, Private

Avoid: Motor Vehicle Accident Case, CASH PATIENT, Extended Health Care Claim

Also, avoid duplicating Case Type names. For example, using both Private and Cash as separate Case Types doesn’t add value — they essentially describe the same thing: cases where the client personally funds the services you provide. Having both creates an unnecessary filter in the Case File grouping and can quickly become confusing for your colleagues and team members. Keep it simple – one clear Case Type per funding model is enough.

Another detail to keep in mind is avoiding Case Type names that are too similar to other terms used in the system. For example, a Case Type named CASH PATIENT can easily be mistaken for the Cash payment method when viewing reports. Since cash payments can apply to any Case Type — EHC, Private, or any other — overlapping names can cause unnecessary confusion. Choosing wording that’s distinct and specific helps everyone interpret reports accurately and keeps your data organized.

Contact Groups – Organized and Consistent

In CaseRM, Contact Groups work much like Case Types, helping you categorize contacts by role or purpose. Keeping these groups clear and concise ensures better reporting and smoother communications.

Here are a few examples of well-structured Contact Groups:

• Referrals
• Family Doctors
• Auto Insurers
• EHC Insurers
• AB Adjusters

As with Case Types, use title case for multi-word group names and avoid redundant or overly specific variations. For example, Auto Insurers and Car Insurance Companies would be better merged into a single group, Auto Insurers.

Session Names – Keep It Short and Lowercase

Session names appear inside appointment blocks on your calendar, where space is limited. The goal here is clarity, not decoration.

Use short, lowercase abbreviations that are easy to recognize and descriptive enough to make sense at a glance. Here are a few examples that work well:

• mass 30 for 30-minute massage therapy
• mass 60 for 60-minute massage therapy
• physio for physiotherapy
• physio initial for physiotherapy initial assessment
• chiro for chiropractic session
• chiro initial for chiropractic initial assessment
• acup for acupuncture

Because these names show up frequently – in schedules, billing, and reports – lowercase abbreviations help keep your interface clean and professional. They’re quick to type, easy to identify, and look balanced even in dense calendar views.

It’s also a good idea to start related session names with the same word. This approach keeps your list organized alphabetically and makes searching faster. For example, typing physio in the booking panel will display both physio and physio initial together, since the system filters results as you type. Consistency in prefixes ensures similar sessions stay grouped, saving time and reducing booking errors.

Billing Items – Separate Names from Descriptions

When creating services or products in your accounting system, it’s helpful to separate what’s shown internally (the item name) from what clients see externally (the description).

Follow this simple structure:
Item name: short, lowercase, often abbreviated (physio, mass 60, re-assess)
Description: sentence case, clear, and client-friendly (60-minute massage therapy)

Descriptions appear on invoices and receipts, so they should clearly describe what was provided — without being overly wordy.

Using all caps for names or descriptions makes text look bulky and hard to read. It draws too much attention and takes up unnecessary space. Sentence case looks cleaner, softer, and more professional.

Client and Contact Details – Consistency Matters

Consistency in formatting extends beyond names. Applying the same principles to contact details keeps your data clean and searchable.

Names: Use Title Case for first, middle, and last names (e.g., John Smith, Mary Anne O’Connor-Smith).

Email addresses: Always lowercase (e.g., john.smith@example.com).

Addresses: Use title case for street names, cities, and countries (e.g., 123 Main Street, Toronto, ON M2R 2M2, Canada).

Using Title Case for names ensures proper capitalization for multi-part and hyphenated names, avoiding inconsistencies in client communications, invoices, and reports. Following these conventions helps your records look professional and keeps your practice management system clean and consistent.

Calendar Naming – Identify by Name and Discipline

In CaseRM, each team member automatically gets a personal calendar when added to the system. Renaming calendars can make them easier to identify, especially in multidisciplinary settings.

A simple and clear naming format is:

[First name] [Discipline abbreviation]

Examples:

• Kevin PT
• Sandy DC
• Linda RMT

This naming style keeps your multi-calendar view organized and helps front-desk staff find the right provider quickly. You can update these names anytime under Calendar Settings.

Avoid All-Caps – Unless It’s an Acronym

One of the easiest ways to improve readability is to avoid using all capital letters unless it’s an acronym (like MVA or WSIB).

All-caps words look bulky, make text harder to scan, and take attention away from important details. They also take up more space in lists and tables, making your system feel visually cluttered.

Instead:

• Use sentence case for general descriptions.
• Use title case for headings or multi-word labels.
• Reserve ALL CAPS for official acronyms only.

A simple shift away from bulky, all-caps text instantly makes your interface easier on the eyes.

Why Naming Conventions Matter

Consistent naming isn’t about looks – it’s about function.

When your practice management system uses clear, structured naming:

• Searching becomes faster and more predictable.
• Lists and reports stay neatly aligned.
• Calendars are easier to read at a glance.
• New staff can learn the system faster.

Think of these conventions as good “data hygiene.” Just like organizing your clinic’s physical files, digital organization keeps everything running smoothly and reduces the chance of small mistakes turning into big headaches.

Keep It Neat, Keep It Simple

Whether you’re naming a Case Type, a Contact Group, a billing item, or a calendar, the same principle applies: be short, descriptive, and consistent.

A clean naming structure reflects a well-run clinic. It helps your team feel more confident using the system and keeps information easy to interpret, even months or years down the road.

CaseRM makes it easy to rename and refine items anytime, but starting with clear standards will keep your clinic management environment efficient and clutter-free.

Recommended Naming Conventions Matrix

	Field or Example	Recommended Style	Examples (✅)	Avoid (❌)	Notes
Case Types	MVA, EHC, WSIB, Private	ALL CAPS for acronyms, Sentence Case for others	MVA, WSIB, Private	CASH PATIENT, MOTOR VEHICLE ACCIDENT CASE	Keep to 1–2 words; avoid duplicates like Private and Cash.
Contact Groups	Referral sources and organizations	Title Case	Referrals, Family Doctors, Auto Insurers	REFERRALS, AUTO INSURANCE COMPANIES	Keep concise; avoid redundant naming.
Session Names	Calendar appointment labels	Lowercase, short, descriptive	mass 30, physio initial, acup	MASSAGE THERAPY 60 MIN, PHYSIOTHERAPY INITIAL	Space is limited — use short words or abbreviations.
Billing Items	Services and products	Lowercase name + sentence case description	Name: mass 90 Description: 90-minute massage therapy	Name: MASSAGE 90 MINUTES SESSION	Use sentence case for client-facing text; avoid bulky all-caps.
Client & Contact Names	Client records, invoices, communications	Title Case	John Smith	JOHN SMITH, john smith	Maintain consistency across all records.
Email Addresses	Client or contact details	Lowercase	john.smith@example.com	JOHN.SMITH@EXAMPLE.COM	Always lowercase for consistency and search accuracy.
Addresses	Street, city, and country	Title Case	123 Main Street, Toronto, ON M2M 2M2, Canada	123 MAIN STREET, TORONTO	Title case improves readability in printed or emailed documents.
Calendars	Provider calendars	First name + Discipline abbreviation	Kevin PT, Sandy DC, Linda RMT	KEVIN PHYSIO, LINDA MASSAGE THERAPIST	Helps staff quickly identify providers.

Want to share these naming guidelines with your team? Download the editable version of our Recommended Naming Conventions Matrix for Practice Management Systems (Word) – a handy, customizable reference to keep your clinic’s records neat, consistent, and easy to manage. Keep a copy easily accessible to your team – whether saved on your shared drive or printed at the front desk. Following the same structure across Case Types, Contact Groups, sessions, and billing items helps keep your system tidy, accurate, and effortless to navigate as your clinic grows.