Abstract: A productivity tool (for a medical clinic, veterinary clinic, or even other non-medical environments) includes at least four primary aspects: (1) embedding photographic or other records in patient records in an encounter-centric manner such that the records are associated to the applicable encounter within a particular visit; (2) using an array of indices for rapid access to a record within a large body of compressed data without requiring decompression of the entire data; (3) providing efficient and accurate prescription writing via a customizable database by which a physician sets up common prescription scenarios (such as the dosage, the number of refills, the frequency, etc.) and these scenarios populate a prescription screen; and (4) synchronizing a repository across multiple mobile computing devices using an administered identifier space to track identifier ranges reserved to the mobile computing devices.