Sharp 3501 copier-scanner

I am trying to take my medical office paperless and i have the sharp copier. I want to be able to create a patients chart with sub categories identifying specific type of documents such as radiology, medicine, past history etc. How can i set up the subcategories to file not only in the chart of the patient but in a specific area of the chart. I have only seen things like the bar coding which is not an attractive option to me, any suggestions?