User Defined Prompts: Custom fields for client, patient, staff, species

Set up prompts to be used as custom fields for information not already included in Cornerstone that can be used for clients, patients, species and staff.

Setup new prompt

1. Controls > User Defined Prompts. Select Client, Patient, Species, or Staff tab
2. Click New and enter in the prompt text. For Species prompts, enter Species ID or search and select from the Species List (F2/double-click)
3. Specify the Data type, which determines how the prompt will be answered:
   • Character: standard alphanumeric text
   • Number: numeric characters only
   • Yes/No: choice of Yes or No only
   • List: selection from a prepared list.
     To set up a list, click New
     • Type an answer to add to the list and click OK
     • Repeat for all needed list entries
4. Select Alert checkbox as needed
   • Client Alert or Patient Alert: When answered, prompt will display on the Patient Clipboard when record is accessed.
   • For Patient Prompts, select Whiteboard Alert to display in Alerts area of the Whiteboard.
   • Optional: click on the colored square to select a text color.
5. Select Required checkbox to force an entry to this prompt when the record is accessed.
6. Select Mask checkbox to only display the last 4 characters of any answer in alert windows and on prompt reports.
7. Click OK to save.

Modify a Prompt

1. Controls > User Defined Prompts. Select Client, Patient, Species, or Staff tab
2. Select existing prompt, click Update and make any needed changes
   • Changing data types may cause changes to existing Prompts/Prompt answers. Example: If a prompt is changed from character type to numeric type, the next time you open the prompt tab on a record, you will need to change the answer for that prompt from the answer using characters to an answer using numbers.
   • If you inactivate a prompt, it will no longer display in client, patient or staff information windows. It will still be accessible in prompt reports.
3. Click OK to Save.

Note: Prompt List entries can be modified, but not deleted.

Delete a Prompt

1. Controls > User Defined Prompts. Select Client, Patient, Species, or Staff tab.
2. Select existing prompt, click Delete
3. Click Yes or No on confirmation.
4. Click OK to save.

Note: you cannot delete a prompt associated with a record. Use the corresponding client, patient or staff prompt reports to view answer entries and update records accordingly to enable deletion.

Client Birthdate and Gender Prompts for controlled substance reporting

Many states require the client birth date and gender to be included in controlled substance reporting.
Client prompt information is included in:

• Reports > Invoice Item > Controlled Substance Report
• Controls > Controlled Substance > Controlled Substance Export

The Client Prompts should have been added to your system automatically, however, if they have been altered or deleted, follow the instructions here to add or correct them. This will allow the reports to properly pull the information.

To create a Client Prompts for birthdate and for gender:

1. Controls > User Defined Prompts > Client tab
2. Click New.
3. Create the Client Birthdate prompt exactly as follows:
   • Prompt text: Client Birthdate (YYYYMMDD)
   • Data type: Number
   • Status: Active
   • Optional: If your state requires this information, you may want to check the Required box.
4. Click OK.
5. Click New.
6. Create the Client Gender prompt exactly as follows:
   • Prompt text: Client Gender
   • Data type: List
   • Status: Active
   • List: Create three entries: F, M, and O.
   • Optional: If your state requires this information, you will want to check the Required box.
7. Click OK.

Once these prompts are populated for the client record, the Controlled Substance Report will automatically include
this information.
To set up the Controlled Substance Export to pull this information, see Maintain Controlled Substance Filing Form for instructions, and use the Client User Defined Prompts in the Field drop-down lists.

Additional Information

Resources

Related Reports

• Client Prompts Report
• Initial Client Setup Report
• Initial Patient Setup Report
• Initial Staff Setup Report
• Patient Prompts Report
• Staff Defined Prompts Report