How to Set Up and Use Custom Fields

Custom Fields allow you to capture information that isn’t included in standard fields. This gives you the flexibility to tailor profiles, complaints, and other areas of the system to match how your clinic actually operates.

When to Use This

Use Custom Fields when:

• You need to track information not included in standard fields
• Your clinic has specific workflows or documentation requirements
• You want to standardize how additional data is collected across users

What You Need

• Access to Settings

• A clear idea of the information you want to collect

   

Permissions

Administrator access is required to create and manage Custom Fields

Setting Up Custom Fields

Follow these steps to create a Custom Field 

1. Go to Settings 
2. Under System Entities & Types, select Custom Fields 
3. Click + New Custom Field

4. Fill in the details: 
   • Name: The label that will appear in the system
   • Type: Determines where the field will be used:
     • Patient: Appears in the patient profile

     • Complaint: Added to complaint details 

       

     • Employee: Appears in the employee profile

• Vendor: Appears in the Vendor section
• Practitioner Encounter

• Product & Service: Appears within product or service items

   

• Practitioner Encounter

• Product & Service: Appears within product or service items

   

• Control Type: Determines how users will enter information:
  • Single-Line Textbox: Best for short responses 
  • Multi-line text area: Ideal for longer notes
  • Checkbox: A single checkbox 
  • Date
  • Dropdown: Predefined list of options 
• Order: Controls where the field appears compared to others of the same Type
• Include in Portal: Makes the field visible in the patient portal
• Lock Field 

Result

The Custom Field will appear in the selected area of the system. For example, Patient Custom Fields will display in the patient profile under the Custom Fields section.

Avoid Common Issues

• Selecting the wrong Type
  This will place the field in a different area than expected
• Using the wrong Control Type
  For example, using a Single-Line Textbox for longer responses 
• Creating a Dropdown without options
  This results in an empty selection list (not very helpful)

Troubleshooting 

I don't see a Custom Fields section in the patient profile.

Custom Fields might not be enabled for display. 

To enable them: 

1. Go to Settings 
2. Under System & Company Settings, select General 
3. Click Patients 
4. Navigate to Patient Profile 
5. Find Custom Fields Display, and choose one: 
   • Separate Tab: Displays Custom Fields in their own tab
   • Bottom of General Tab: Displays Custom Fields within the General Tab 
6. Enter a label in Custom Field Title
7. Click Save