Create/Add Custom Fields

Custom Fields can be added to data entry screens. These fields can be used to track specific data, such as, how a patient heard about your practice.

Custom Fields can be added to the following screens

• Registering a Patient: On the Patient Registration and Modify Patient (Demographics) screen
• Scheduling an Appointment: On the Add Appointment screen on the Calendar
• Entering a Charge: On the Post Charge screen
• Entering a Service Facility: On the Modify Facility screen in the Service Facilities Library
• Entering a Policy: When adding an Insurance Policy on the Insurance Management screen
• Entering an Insurance: On the Modify Insurance screen in the Insurances Library
• Entering an Employer: On the Add/Modify Employer screen in the Employers/Attorneys Library
• Entering a Billing Location: On the Modify Pay To Locations screen in the Billing/Pay To Locations Library
• Entering a Billing/Rendering/Supervising Provider: On the Modify Provider screen in the Billing/Rendering Providers Library
• Entering a Diagnosis Code: On the Modify Diagnosis Code screen in the ICD Codes Library
• Entering a Procedure Code: On the Add/Modify Procedure Code screen in the Procedure Codes Library
• Entering a Receipt: On the Add Payment and Modify Payment Receipt screens
• Entering a Case: On the Add/Modify Case screen
• Creating a Reference Batch: On the Add/Modify Reference Batch screen
• Create a Note: On the Add/Modify Note screen

Data Types

The Data Type is based on its intended usage.

For example:

• Do you want a predesigned dropdown or do you want to use Library or System options?
• Do you want a short or a long free text field?
• Do you want to use decimals or numbers?
• Do you want to use a Date formatted field?

Data Type Options

• Text

• Selecting Text gives you the most options for creating your own custom lists or by using Libraries or System options.
• Size: The Free Text is limited to 30 characters.
• Enter any numerical value less than or equal to 30.

• Example: You want to capture on the Appointment screen the State where the Patient resides and only want to allow for 2 characters.

• SIze: 2 should be entered, which will limit the free text to the two characters and will not allow more characters.
• If GA is entered on the Add Appointment screen, GA will appear on the Patient's Appointment screen.

• If Georgia is entered on the Add Appointment screen, GE will display on the Patient's Appointment screen.

• You will not get a warning that you have entered more than 2 characters.
• But, only the first two characters will display.

• Free text: If you want a free text field, do not select any Lookup options.
• Lookup: Custom Fields can be added or Library and System options can be used.

• Add Custom: Selecting this option opens 2 additional fields.

• Name: Enter a Name for the Custom List.

• This is not the Name that appears for the Custom Field.
• The text entered for Label is the name of the field that appears on the screen where this custom field is being added.
• Values: Enter a list of options for this list, such as social media,friend,relative,web (separate by commas with no spaces.

• A Lookup icon will be added to the field to select the Value.

• Use Lookup as a Dropdown

• If Use Lookup as a Dropdown is selected, instead of having a Lookup icon, a dropdown list will be created to choose the value.

• Long Text: This is a free text field.

• An unlimited amount of text can be entered.
• Size: The number entered in this field determines how large the field is on the entry screen.
• It does not affect the number of characters that can be entered in the field.
• Example 1:

• If the Long Text Custom field is set for Size 5, you can enter characters, such as Facebook, but you may not be able to see the extra characters on the affiliated screen.
• However, you can see all of the characters on reports. If 25 characters are entered, 25 characters will be reported no matter what size you used in the Custom Field setup.

• Example 2:

• If the Long Text Custom field is set for Size 20, and Facebook is entered, the whole word will display on the entry screen and the Patient Demographic Screen.

• Date:

• The Date is limited to 10 characters.
• It will display in the date format of mm/dd/yyyy.

• Number:

• Limits data to numbers only.
  
• Do not enter any characters other than numbers.
  
• No symbols, no dashes, no slashes, and no alphabetical letters.
  
• If you want to add a phone number or any other number that has dashes or slashes, use Data Type, Text.
  
• Size: The number entered determines how many digits are allowed.

• Decimal:

• Use this to enter dollar amounts.
• Size: The number entered determines how many characters can be entered into the field.
• A dollar sign ($) is automatically added to the field.

• The User should not enter it.

• Example:

• If the size limit is set to 2 and you enter 5 in the field, it will display as $5.
• If the size limit is set to any number 5 or greater, it will display as $5.00.

• Recommendation: Set the Size to accommodate the largest number plus 2 additional characters.

Add a Custom Field

1. From the Admin Dashboard, select Custom Fields.
   
2. Select the Add button.
3. Used When: From the dropdown list, select the screen where to add the Custom Field. 
4. Label: The Field Name that appears on the destination screen.
5. Data Type: Select a Data Type based on how the Custom Field will be used.

• Text: Gives the most options for creating your own custom lists or by using Libraries or System options.

• Lookup Fields display when Text is chosen.
• There is a limit of 30 characters in this field.

• If longer text is needed, use Long Text for the Data Type.

• Defaults to ALL CAPS.

• Long Text: The size of the Field can be entered, but the additional options above for Text do not apply to Long Text.
• Date: Limited to 10 characters
• Number: The size of the Field can be entered. For example: if you enter 2, the field will allow only 2 numeric digits.
• Decimal: This is a dollar amount.

• The dollar sign will auto-populate.
• If the character limit is 3, and you want it to appear as $10.00, you would enter a 10 in the Custom Field on the Referring Provider.
• The $ counts as one character which would make this 3 characters. If you tried to enter 100, it would not take the 2nd zero. It would appear as $10 after saving.

6. Mandatory: Check if you want this field to always be completed, which restricts the saving of the page where the custom field is located unless it is completed. (Optional)
7. Size: Number of characters allowed in this Custom field.
8. Active: This field can be unchecked to deactivate a custom field.  Otherwise, leave it checked.
9. Lookup

• Use Library

• Libraries:  Choose the Library Item you want to use

• Use System

• Lookup Values:  Choose System Item you want to use

10. Use Lookup as Dropdown: This field only appears when Data Type, Text, is chosen. Select if you want to use a dropdown menu when completing the Custom field.
11. Name: If using Add Custom, enter a name for the Custom list.
12. Values: Add Values in the order they will appear in the list on the destination screen. Each value should have a comma separating them with no space. For example: TV,Facebook,Friend,Family.
13. Select Save (F2).

• There is a limit of 30 characters in this field.

• If longer text is needed, use Long Text for the Data Type.

• Defaults to ALL CAPS.
• Lookup: Only displays when Text is chosen as the Data Type.

• Use Library

• Libraries:  Choose the Library Item you want to use

• Use System

• Lookup Values: Choose System Item you want to use.

• Use Lookup as Dropdown
• Libraries.