Page Description

Use the User Defined Fields page to create custom fields with predefined values. You may use the System Defaults administration page to include up to 20 of these fields on the Order Patient Samples page, as well as use them when designing layout templates, setting column view rules (for the Order History, Pending Orders, and Pending Collection pages), and defining the tab order for pages throughout Copia.

Copia can also send or receive this information via HL7 transmissions. If Copia receives results for an order that already exists in the system, then it uses the order's user defined fields to try and parse data from the ZCF segment coming from the host. If the data is valid, Copia parses and updates the user defined field, but if the data is not valid, Copia keeps the order's existing value for the field. If an order is created in Copia from an incoming HL7 message from a host, Copia uses the system default user defined field configuration to build the user defined fields for the order, and it parses any valid data from the ZCF segment based on these fields. If it cannot parse the data, Copia gives the field the default value.

For more help, click one of the following links:

• Accessing this Page
• Viewing the Field List
• Searching for a User Defined Field
• Accessing User Defined Field Information
• Adding or Editing User Defined Field Details

Accessing this Page

• Click the Administration menu button, click the Customization button, and then click the User Defined Fields submenu link. You must have the necessary security permissions to access the Administration menu button.

When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Customization menu. To return to the main menu for Copia, click the Lab Tasks menu button.

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1. The User Defined Fields list page contains a list of up to 20 user defined fields created to collect additional information during order entry. If the list is longer than one page, use the Page links, located below the list of user defined fields, to navigate through the list.
2. To view active user defined fields only, select the Show active only checkbox at the top of the User Defined Fields page. You set the inactive/active status in the User Defined Field Details section of the User Defined Fields details page. See "Adding or Editing User Defined Field Details" below.
3. To narrow the list of displayed fields, or to find a specific group of fields, use the Type field and the Search option. Click the List option to return to the full list of fields. See "Searching for a User Defined Field" below.
4. If you cannot find the desired user defined field, click the Add button to add a field using the User Defined Fields details page. See "Adding or Editing User Defined Field Details" below.
5. Click the name of a field on the User Defined Field list page to view or edit field information on the User Defined Fields details page. See "Adding or Editing User Defined Field Details" below.

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1. Select the Search option to search by field name. Enter one or more characters in the Search field and click the Search button to view a list of all user defined fields that match your search. Note that Copia searches for embedded text as well as starting characters.
2. Select an option from the Type drop-down list (Client Services, Host, Location, Order, Order Choice, Patient, Patient Insurance, Practice, Profile, System Default, Test, or User), and click the Search button to narrow the list to fields of the selected type that match any text entered in the Search field. To view all types during your search, select the "All" option, and then click the Search button.

   You establish the type for the user defined fields when you create or edit their details. See "Adding or Editing User Defined Field Details" below.

3. If your search generates one or more matches, the matching fields are displayed with field name and active status when the page refreshes. Select the desired field to view the details. See "Accessing User Defined Field Information" below.
4. If no search results are found or if the desired field is not found, search again, or you may click the Add button to add a new user defined field. See "Adding or Editing User Defined Field Details" below.
5. Click the List option to view the full list of fields. See "Viewing the Field List" above.

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Accessing User Defined Field Information

1. Use the User Defined Fields list page to access the User Defined Fields details page, where you may add or edit field details.
2. You may create a new field in the User Defined Fields details page, accessed by clicking the Add button. See "Adding or Editing User Defined Field Details" below.
3. To edit an existing field, click the name of the field in the User Defined Fields list page. This opens the selected field's record in the User Defined Field details page. See "Adding or Editing User Defined Field Details" below.

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Adding or Editing User Defined Field Details

1. Use the User Defined Field Details section of the User Defined Fields details page to add or edit field information.
2. Enter a name for the user defined field in the Field Label field. This field is required.
3. To edit the field name, highlight or delete text already displayed in the field, then modify as desired.
4. Select the Active checkbox to allow administrative users to select the user defined field while creating or editing system default information. Clear this checkbox to restrict administrative users from adding the user defined field to the Order Patient Samples page. See the Admin: System Defaults topic. If the user defined field is inactive, Copia will clear it from the User Defined Fields list page when you select the Show active only checkbox. See "Viewing the Field List" above.
5. If you select Free Form Text as the response type (see below), you may:
• Select the Large Text option to display a scrollable text area on the Order Patient Samples page.
• Use the Width field to enter (in pixels) the width of the scrollable text area of the user defined field area on the Order Patient Samples page.
• If the Large Text option is selected, you may use the Height field to enter (in number of text rows) the height of the scrollable text area of the user defined field area on the Order Patient Samples page.
6. Select an option from the Type drop-down list: Client Services, Host, Location, Order, Order Choice, Patient, Patient Insurance, Practice, Profile, System Default, Test, or User. This option defines the where Copia makes the user defined field available for use. Copia also uses this value for filtering lists of user defined fields. See "Searching for User Defined Fields" above.
7. Select an option from the Response Type drop-down list: Date, Date & Time, Free Form Text, Linked Document, Multiselect Pre-Defined Text, Number, Number (Decimal), Pre-Defined Text, Provider Search, Sample Type Search, Specimen Source Group Search, or User Search. Your selection affects what the user placing the order is able to enter as a value.
   • Date: The person placing the order will be able to enter the appropriate date to complete the field.
   • Date & Time: The person placing the order will be able to enter the appropriate date and time to complete the field.
   • Free Form Text: The person placing the order will be able to enter any text as the value for the field.
   • Linked Document: The linked document attached to the order.
   • Multiselect Pre-Defined Text: The person placing the order will be able to select one or more of the values you enter in this page. When you select this option, the Add button becomes available, allowing you to create valid values for the field (see below).
   • Number: The person placing the order will be able to enter the appropriate number to complete the field.
   • Number (Decimal): The person placing the order will be able to enter the appropriate number to complete the field, including decimals in the value.
   • Pre-Defined Text: The person placing the order will be able to select one of the values you enter in this page from a drop-down list. When you select this option, the Add button becomes available, allowing you to create valid values for the field (see below).
   • Provider Search: The person placing the order will be able to search for and select a provider from the User Search page.
   • Sample Type Search: The person placing the order will be able to search for and select a sample type from the Sample Type Search page.
   • Specimen Source Group Search: The person placing the order will be able to search for and select a specimen source group from the Specimen Source Groups administration page.
   • User Search: The person placing the order will be able to search for and select a staff member from the User Search page.
8. If you select Multiselect Pre-Defined Text or Pre-Defined Text, you may define and organize the pre-defined values for the fields:
   • Click the Add button to enter a new valid value for the field, and then click OK to save the new value, or click Cancel to cancel creating the new value. You may create as many values as desired.
   • Once you have added one or more values, you may select the Default checkbox next to the value Copia should use when it creates new user defined fields from information in HL7 transmissions, but cannot parse the values for the fields from the transmission. If you select the checkbox for more than one value, Copia uses the value that is sorted the highest on the list.
   • Modify the order in which Copia displays the values by clicking the up or down arrows in the Sort Order column.
   • Click the X button in the Delete column to remove values from the list. Clicking a Delete button in the Valid Responses for this Field section will display a "Proceed with Action?" prompt if the user defined field is used if either actions New Order User Defined Field Responses or New Patient User Defined Field Responses are used on the Order Entry Rules administration page. See the Admin: Edit Order Entry Rules topic.
9. Click < Back to List to return to the User Defined Fields list page without saving any changes.
10. Click Save to record changes and return to the User Defined Fields list page.

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