How to Enter Data into Organisational Fields

Organisational fields allow you to record custom data points for each patient, such as frailty scores, expected discharge dates, or blood types. These fields are fully customisable by your organisation and appear on every patient's profile, making important clinical information easy to find and update.

• You must have access to the patient whose organisational field you want to update
• Your organisation administrator must have already configured organisational fields (see "How to Configure Organisational Fields")
• No special permissions are required – all team members can update organisational field values for their patients

1. Navigate to the patient whose organisational field you want to update. You can find patients by clicking My Patients in the sidebar, or by selecting a team from Teams and viewing that team's patient list.

2. Click on the patient's name to open their profile. The Profile tab opens by default.

3. Scroll down to view the organisational fields. They appear as a grid of cards below the patient's demographic information. Each card shows the field name (for example, "Frailty Score" or "Expected Discharge Date"), the current value (or "-" if no value has been entered yet), and a pencil icon indicating you can edit it.

4. Click anywhere on the organisational field card you want to update. A dialog box opens with the title "Edit [field name]".

5. If the field already has a value, you'll see a Current value section at the top showing the existing data in a greyed-out (disabled) field.

6. Enter the new value using the input method appropriate for the field type:

   • Text fields: Type your text into the text area
   • Number fields: Enter a numeric value (the system validates this is a number)
   • Date/time fields: Use the date and time picker to select the appropriate date and time
   • True/False fields: Toggle the switch between True and False

7. If you're entering old or historic data (rather than current information), toggle Is this old / historic data? to yes. Two additional fields appear:

   • Applicable date: Select the date this data was applicable using the date picker (Year, Month, Day dropdowns)
   • Applicable time: Select the time this data was applicable using the time picker (in 5-minute increments)

8. Click the Submit button. The dialog closes automatically and the organisational field card updates to show your new value and the current timestamp.

The system validates your entry before saving. If you see an error message, check:

• For text, number, and date/time fields: you must enter a value (the field cannot be empty)
• For number fields: ensure you've entered a valid number
• If you entered an applicable time: you must also enter an applicable date

• Empty fields show a dash: If an organisational field has never been filled in, it displays "-" as the value
• Timestamps track updates: Each time you update a field, CAREFUL records when the change was made. You'll see this timestamp displayed on the field card
• Historic data is optional: Only use the "Is this old / historic data?" toggle when you're entering backdated information. For current data, leave it set to "no"
• Time requires date: You cannot enter an applicable time without also entering an applicable date – the system will show an error
• Boolean fields can be empty: Unlike other field types, True/False fields can be left empty (neither true nor false) if that's appropriate
• Check the audit log: All changes to organisational fields are recorded in the patient's Log tab, giving you a complete history of updates