Configure client fields

Every clinic collects different data about its clients. In Organization → Clients (config) you decide which fields appear on the client intake form, which are required, and which new custom fields to add.

Name mode

MediSync supports three naming conventions. Pick the one that matches your clinic's practice:

Changing name mode:

• Doesn't delete any existing client data — fields that don't apply to the new mode stay on old records and aren't prompted on new intake.
• Takes effect on the next Add client form. Open client profiles keep showing whatever data was already captured.

Required fields

Mark a field as Required and the intake form won't submit without it. Use this for data your clinic genuinely can't operate without (e.g. date of birth for paediatric dosing).

Don't over-require. Every required field slows down reception and locks out walk-ins. Leave fields optional unless missing them is a blocker downstream.

Visible columns

Separate from required: mark which fields show up as columns on the Clients list by default. Common picks: name, phone, date of birth, insurance status.

Beyond that default set, each staff member can tailor their own view. Open the Columns menu above the clients table to show or hide any field — every field from the Add client form (address, emergency contact, insurance, blood type, allergies, and more), your clinic's custom fields, and record-audit details (Created date, Created by, Last update) are all available there. These extra columns are hidden by default, and each person's choice is remembered in their own browser, so customising your columns never changes what a colleague sees.

Available sex values

Most clinics only need Male and Female, so the client form ships with those two and lets you opt in to Other and Prefer not to say when the clinic actually needs them.

In Organization → Clients (config) → Demographics, tick the values you want and click Save:

• The client Add form's sex dropdown only shows enabled values.
• The list filter only offers enabled values as filter chips.
• Existing clients keep their stored value — if a client already has Other and you disable it, that record still saves cleanly when edited. You won't be forced to migrate old data.
• An empty selection is rejected — at least one sex value must always be enabled or staff couldn't create a client.

Custom fields

Custom fields live in their own page: Clients → Custom fields in the staff sidebar.

1. Pick the module at the top of the page. By default this is Clients, but if your platform admin has registered other modules (e.g. Appointments) they appear here too.
2. Click Add field, then for each row choose a type — short text, long text, number, yes/no, date, choice (dropdown), or list.
3. Name the field. The Key is the machine identifier (lower-case, underscores) and the Label is what receptionists see on the form.
4. For Choice fields, enter the options as a comma-separated list.
5. Optionally set a Group name — fields with the same group render together on the client form.
6. Toggle Required if relevant. For numeric and text fields, you can set min / max bounds and a regex pattern.
7. Use the up/down arrows to reorder the rows, then click Save changes.

The new fields appear on the client intake form's clinical step, the review summary, the client profile sidebar, the API, and — as optional, hidden-by-default columns — the Clients list (toggle them on from the Columns menu) immediately. The Key is permanent once a field is in use — renaming it would break records that already store data under that name. Removing a field hides it from new intake but does not delete values on existing clients (so you can safely undo a mistake by re-adding the same key).

Grouping clients

Custom fields that are select-type can be used to group clients on the list view (think insurance plan, referral source, primary practitioner). Toggle Use for grouping when creating the field.

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In-app help: clients_name_mode_setting, clients_required_fields_setting, clients_visible_columns_setting, clients_group_by_setting, clients_custom_fields.