How to Add a New Organisational Field

Introduction

Organisational fields are custom data fields that you can create to track information specific to your organisation's needs. For example, you might add fields for ward numbers, custom patient identifiers, or specific clinical data points. Once created, these fields appear on all patient profiles within your organisation.

Before You Start

• You must be an Organisation Administrator to add or edit organisational fields
• Regular staff members can only enter values into existing fields on patient profiles

Steps

Adding a New Field

1. From the sidebar, select your organisation name to open the My Organization view
2. Click the dropdown menu (⋮) in the top-right corner of the screen
3. Select Edit Organization Patient Fields from the menu... The "Edit Organization Fields" dialog box opens, showing all current fields
4. Scroll to the bottom of the dialog to find the New field section
5. In the text box, enter a descriptive name for your new field (e.g., "Ward Number" or "Admission Source")
6. From the type dropdown menu, select the appropriate field type:
   • Text - for written information (names, descriptions, notes)
   • Number - for numerical values (counts, scores, measurements)
   • Date Time - for dates and times (admission dates, appointment times)
   • Boolean - for yes/no or true/false values
7. Click the blue plus (+) button to add the field... The new field immediately appears in the list above
8. The input box clears, allowing you to add another field if needed
9. When finished adding fields, click the X button or click outside the dialog to close it

Reordering Fields

1. Open the Edit Organization Patient Fields dialog (steps 1-3 above)
2. Click and hold the move icon (⋮) on the left side of any field
3. Drag the field up or down to your desired position
4. Release to drop the field in place... The order updates automatically

Editing Existing Fields

1. Open the Edit Organization Patient Fields dialog (steps 1-3 above)
2. Click in the field name text area to edit the name, or select a different type from the dropdown
3. Click the green checkmark button to save your changes, or the red cross button to cancel
4. Note: Changing a field type may affect existing data for that field

Hiding Fields

1. Open the Edit Organization Patient Fields dialog (steps 1-3 above)
2. Toggle the Visible/Hidden switch on any field to hide it... Hidden fields won't appear on patient profiles, but the data is preserved
3. Toggle back to Visible to show the field again

Entering Values for Patients

1. Navigate to any patient's profile page
2. Scroll to the organisational fields section
3. Click on any field to edit it... A dialog opens titled "Edit [Field Name]"
4. The dialog shows the current value (if one exists) and an appropriate input based on the field type
5. Enter or select the new value
6. If entering historic data, toggle Is this old / historic data? to yes
7. If historic data is selected, enter the Applicable date and optionally the Applicable time when this data was actually recorded
8. Click Submit to save the value... The dialog closes and the value appears on the patient profile

Tips

• Choose meaningful names: Use clear, descriptive field names that your entire team will understand
• Plan your field types carefully: Changing a field type later may cause issues with existing data
• Use hiding instead of deleting: If you no longer need a field, hide it instead of deleting to preserve historical data
• Drag to reorder: The order you set in the dialog is the order fields appear on patient profiles
• Historic data tracking: Use the applicable date/time feature when entering backdated information to maintain an accurate timeline

Related Features

• How to Edit Organisational Status - Create custom patient status workflows for your organisation
• How to Manage Teams - Organise your staff into clinical teams
• How to Add a Patient - Add new patients to your organisation and populate their custom fields