How to Enter New Organisational Fields

Introduction

Organisational fields allow you to capture custom patient information specific to your organization's needs, such as frailty scores, expected discharge dates, or any other data fields used on your handover sheets. Administrators can create and manage these fields, while all team members can enter values on patient profiles.

Before You Start

For creating and managing fields: You must be an Organization Administrator.

For entering field values: You need access to the patient profile. All team members with patient access can enter field values.

Steps

Part 1: Creating and Managing Organizational Fields (Administrators Only)

1. Navigate to the My Organisation view from the sidebar
2. Click the organization dropdown menu (kebab menu ⋮) in the header
3. Select Edit Organization Patient Fields from the dropdown menu
4. The Edit Organization Fields [Your Organization Name] dialog opens, displaying all current fields

To add a new field:

5. Scroll to the bottom section labeled New field
6. Enter the field name in the text input (placeholder shows "New Organization Field Name")
7. Select the field type from the Select a type dropdown:
   • Text - For free-text entries like clinical notes or descriptions
   • Number - For numeric values like scores or measurements
   • Date Time - For dates and times like expected discharge or appointment times
   • Boolean - For yes/no or true/false values
8. Click the plus icon button to add the field
9. The new field appears in the list above

To edit an existing field:

10. Click on the field name textarea to edit the name
11. Select a different type from the Select a type dropdown if needed
12. Click the green checkmark button to confirm your changes
13. Click the red cross button to cancel if you change your mind

To show or hide a field:

14. Click the Visible/Hidden toggle switch for the field you want to change
15. Click the green checkmark button to confirm
16. Hidden fields won't appear on patient profiles but aren't permanently deleted

To reorder fields:

17. Click and hold the move icon (three horizontal lines) on the right side of any field

18. Drag the field up or down to your desired position

19. Release to save the new order automatically

20. The order you set here determines how fields appear on patient profiles

21. Click the X or close button to exit the dialog

Part 2: Entering Field Values on Patient Profiles (All Users)

1. Open a patient's profile from My Patients or your team's patient list
2. Scroll down to the organizational fields section below patient demographics
3. Each visible field appears as a clickable card showing:
   • The field name
   • Current value (or "-" if empty)
   • Last updated timestamp (if a value exists)
   • A pencil icon indicating it's editable
4. Click on the field card you want to update
5. The Edit [Field Name] dialog opens

If the field already has a value:

6. The Current value section shows the existing data
7. You may also see Applicable date and Applicable time if the previous entry was historic data

To enter a new value:

8. Enter your data in the input field (format depends on field type):
   • Text fields - Type in the textarea
   • Number fields - Enter a numeric value
   • Date Time fields - Use the date and time picker
   • Boolean fields - Toggle between True and False

To backdate the entry (optional):

9. Look for the question Is this old / historic data?

10. Toggle the switch to yes if you're entering data from a previous date

11. The Applicable date picker appears - select the Year, Month, and Day

12. Optionally set the Applicable time using the time picker

13. This is useful when migrating historic patient data into CAREFUL

14. Click the Submit button to save

15. The dialog closes and the field card updates with your new value and timestamp

If you see validation errors:

16. A warning icon appears with a message like:
    • "The value entered is not the correct type or incomplete!" - Check you've entered the right type of data
    • "An applicable date must accompany a applicable time." - You must select a date if you've entered a time
17. Correct the error and click Submit again

Tips

• Choose the right field type: Select "Text" for flexibility, but use "Number" if you need to ensure numeric-only entries. "Boolean" is perfect for yes/no indicators like "Diabetic" or "Requires interpreter".
• Field order matters: The order you set in the field management dialog determines how fields appear on every patient profile, so put the most important fields first.
• Hidden vs deleted: When you hide a field, existing data is preserved but the field stops appearing on patient profiles. This is safer than permanently deleting fields.
• Historic data feature: Use the "Is this old / historic data?" toggle when initially populating CAREFUL with existing patient information from paper records or other systems.
• Validation prevents errors: If a field is set to "Number" type, CAREFUL won't accept text entries, helping maintain data quality.
• Real-time updates: When you update a field value, the patient profile updates immediately and the timestamp shows when the change was made and by whom.

Related Features

• How to add a new patient - Create patient records before entering organizational field data
• How to edit patient demographics - Update standard patient information like name and hospital number
• How to view patient handover history - See the complete audit trail of patient care activities