How to Manage Organisation Patient Fields

Introduction

Organisation patient fields are custom data fields that you can create, reorder, edit, and configure for your organisation's patients. This feature allows you to customise which information is collected for patients and control the order in which these fields appear throughout the system.

Before You Start

• Required permission: You must be an Organisation Administrator to access this feature.
• Access requirement: Your user type must be "organization" with "admin" role.
• Team members and non-admin organisation members cannot access this functionality.

Steps

Opening the Field Management Dialog

1. From the sidebar, click Organisation to open the organisation management view
2. In the top-right corner, click the context menu (three-dot dropdown button)
3. From the dropdown menu, select Edit Organization Patient Fields
4. The Edit Organization Fields [Your Organisation Name] dialog opens, displaying all existing organisational fields

Reordering Fields (Drag and Drop)

1. Locate the field you want to move in the list
2. Click and hold the move icon (⋮⋮) on the right side of any field item
3. Drag the field up or down to your desired position
4. Release the mouse button to drop the field in its new location
5. The field order updates automatically—the background turns light blue while dragging to show you're moving it
6. Changes are saved immediately without needing to click a save button

Editing an Existing Field

1. Click in the field name textarea to edit the field name
2. To change the field type, click the Select a type dropdown and choose from:
   • Text (for free-text entries)
   • Number (for numeric values)
   • Date Time (for date/time values)
   • Boolean (for yes/no values)
3. The cancel button (✕ icon) and confirm button (✓ icon) become enabled
4. Click the confirm button (checkmark icon) to save your changes
5. Click the cancel button (cross icon) to discard changes

Hiding or Showing Fields

1. Locate the field you want to hide or show
2. Click the toggle switch next to the field (displays "Visible" or "Hidden")
3. Toggle to Visible to show the field to users, or Hidden to hide it
4. Click the confirm button (checkmark icon) to save the visibility change
5. Hidden fields remain in the system but won't appear in patient records

Adding a New Field

1. Scroll to the bottom of the field list to the New field section
2. In the text input, enter your new field name (the placeholder reads "New Organization Field Name")
3. Click the Select a type dropdown and choose the field type: Text, Number, Date Time, or Boolean
4. Click the Add button (plus icon) to create the field
5. The new field appears at the bottom of your field list
6. The input field clears automatically, ready for you to add another field if needed

Closing the Dialog

1. Click the X button in the dialog header to close
2. Or, after completing your changes, the dialog will remain open until you close it
3. All changes are saved automatically as you make them

Tips

• Automatic saving for reordering: When you drag and drop fields, the new order is saved immediately. There's no need to click a save button.
• Edit one field at a time: You can only edit one field at a time. The confirm/cancel buttons are disabled for other fields while you're editing one.
• Adding fields is disabled during edits: You cannot add new fields while editing an existing field. Complete or cancel your edit first.
• Visual feedback: While dragging, the field background turns light blue and the drop zone background changes to help you see where the field will land.
• Field types cannot be changed after creation: Choose your field type carefully when adding new fields. While you can change the type in the edit dialog, this may affect existing data.
• Hidden vs. deleted: Use the visibility toggle instead of deleting fields. Hidden fields preserve historical data while preventing future use.

Related Features

• How to add custom patient information - Learn how to populate the organisational fields you've created
• How to edit organisation status options - Manage patient status categories for your organisation
• How to manage your organisation - Overview of organisation administration features