How to create custom fields for the case? (Flex Fields)

Overview

Case Flex Fields allow you to create custom fields that can be added to a case.

Fields are organized into groups and can be displayed on the patient portal or printed documents.

Part 1: Where to Go?

Steps:
(1) Hover over Settings
(2) Hover over Case Customization
(3) Click Flex Fields

Part 2: Adding a group

Steps:
(1) Click Add Group to create a new section
(2) A blank area will appear where you can add fields

This area acts as your workspace for creating and organizing fields.

Groups help organize fields into logical sections

You can create multiple groups

Part 3: Creating a field

Steps:

(1) Click the + icon inside a group
(2) Fill out the field information:

• Field Name
• Select Field Type
• Optional settings (Portal, Print, Required)
  Then click Save

Part 4: Field Types and Field Usage

Each field type defines how data is collected and how much usage it consumes within a group.
Groups have a maximum capacity of 10 usage units, and each field contributes to that total.

Understanding Usage and Field Types

Each group can hold up to 10 usage units.

- Every field adds to the group’s usage total

- Different field types consume different amounts

- You can combine fields in any way, as long as the total does not exceed 10

Field Type	Description	Usage
A. Text	A single-line input field for short values	2
B. Textarea	A multi-line input field for longer text	4
C. Select List	A dropdown field with predefined options	2
C. Date	A date picker for selecting a calendar date	2
D. Integer	A numeric input that only accepts whole numbers	2
E. Checkbox	A toggle field for Yes/No values	1
Markdown	A rich text field that supports formatted content (bold, italic, etc.)	4
Header	A display-only label used to organize fields within a group	0

Select List Limits

- Each Select List field can have up to 20 options.

Part 5: Copy and Paste 

5.1 Copy and Paste Individual Fields

Steps:

(1) Click the Copy icon to copy a field

(2) Click the Paste icon in any group to paste it into that group

This will create an exact duplicate of the selected field.

5.2 Copy and Pasting a Template

Steps:

(1) Click Copy Template

(2) Click Paste Template on another patient type

Part 6: Case Values and Case Print.

6.1 Case Values

(1) Click the Flex Fields tab on a case

Fields will display grouped as configured in the builder

6.2 Display on Case Print

(2) When creating/editing a field Check Show on Case Print 

(3) The field will now display on the case print located under a Case -> Actions -> Print

Part 7: Displays on the Patient Portal

(1) Check Show on Patient Portal. An icon will appear next to the field in the builder, indicating it will be displayed on the patient portal.

(2) The field will appear under Additional Info in the patient portal, organized according to its group in the builder.

Part 8: Field Mapping Name

Field Mapping Names allow a Case Flex Field value to automatically populate into a note field.

This is used to transfer information from the case into the patient’s first evaluation note.

8.1 Add a Mapping Name to a Case Flex Field

(1) Enter a unique Field Mapping Name on the custom field

The mapping name is used to match this field with a note field.

8.2 Match the Mapping Name on the Note Field

(1) Hover over Documentation and click Customize Note Details

(1) Click Edit on the note field
(2) Enter the exact same Mapping Name used on the custom field

The mapping names must match exactly for the value to transfer.

**Keep in mind this field may already be filled out. Mapping names are also used to transfer data between different notes.

If a mapping name already exists, it is recommended to leave the note field mapping unchanged and instead update the mapping name on the Flex Field Builder to match it.

8.3 Prerequisites

For field mapping to work correctly:

• The note type must use the Evaluation special type
• Mapping only occurs on the first evaluation note on file
• The mapping name on the custom field and note field must match exactly

If these requirements are not met, the value will not transfer to the note.

8.4 Values on the Case 

(1) Open the Flex Fields tab on the case
(2) Enter or select a value for the field

8.5 Value on the Evaluation Note

(1) Create an evaluation note and Open the Details section
(2) The value from the custom field will automatically populate into the matching note field

Part 9: Reporting

9.1 Where to find a report that displays flex fields?

Steps:
(1) Hover over Settings
(2) Hover over General

(3) Click Case List

(4) Check Show Flex Fields and click Get Results

Custom fields will appear as additional columns in the report

Part 10: Inactive Fields

10.1 How to make a field inactive?

(1) Click the red inactive (X) icon next to the field

The field will be removed from active use and moved to the Inactive Fields section.

10.2 What happens to fields with values when I make a field inactive?

(2) If a field has saved values, it will still appear, but under an Inactive Fields group on the case

1. The field is no longer active
2. Existing data is not deleted
3. The value remains visible for reference
   

10.3 How to reactivate an inactive field?

Steps:

(1) Check Show Inactive

(2) Locate the field in the Inactive Fields section

(3) Drag the field into any available active group

The field will become active again.

Limitations

Field count is the total number of active fields you can have for a patient type. The field count can be found on the list page.

1. Each patient type can have a maximum of 30 active fields
   
2. Header fields do NOT count toward this limit
   
3. Inactive fields do NOT count toward this limit
   

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