How to Use the Custom Field Feature

The full setup will consist of these five steps:
1. Navigate to Custom Fields settings in your company
2. Create a Custom Field and Name it
3. Write AI Instructions
4. Choose the Data Type
5. Apply Using the Trigger System

Step 1. Navigate to Custom Fields

• Go to Manage → Companies:
  https://next-web.patientprism.com/manage/companies

• Click your Company Name
  

• In your company settings, go to Custom Fields: AI Extraction
  

• Click Create to make a new field.
  

Step 2.  Name Your Field

Choose a clear, descriptive name that will make sense in reports, for example:

• “Verbal Referring Source”

• “Scheduled Provider Name”

• “Appointment Day (Tuesday?)”

• “Requested Cleaning Same Day As First Appointment”

This name will be visible to your team wherever the field appears.

Step 3. Write Strong AI Instructions

This is the most important part.

Use the instructions to clearly tell the AI:

• What you want (the exact data point)

• When you want it (only if certain conditions are true)

• How it should be formatted (yes/no, first & last name, etc.)

Example 1 – Verbal Referring Source (Text or Option)

“On this call, identify how the patient says they heard about or found the practice. Summarize this in one short phrase (for example: ‘friend referral,’ ‘MetLife network,’ ‘online search,’ ‘mail flyer,’ ‘insurance directory’). If it is not mentioned, respond with ‘Not mentioned.’”

Example 2 – Appointment on Tuesday (Yes/No)

“If an appointment is booked on this call, determine whether the appointment date falls on a Tuesday. Return only ‘true’ if the booked appointment is on a Tuesday, otherwise return ‘false.’ Do not consider the day the call took place, only the appointment date.”

Example 3 – Scheduling Doctor (Text or Option)

“If an appointment is booked on this call, identify the doctor the patient is scheduled with. Return the doctor’s first and last name only (for example: ‘Dr. Patricia Fernandez’). If no doctor is mentioned, return ‘Not specified.’”

Best practices for writing instructions:

• Be specific (“appointment date,” not just “date”).

• State what to do if it’s not mentioned (“return ‘Not mentioned’”).

• Define the format you want (“true/false,” “first and last name,” etc.).

• Avoid vague questions like “What’s happening on this call?”

Tip: If you’re not sure how to phrase it, you can draft your instructions in ChatGPT (or a similar AI tool), then copy and refine them into Patient Prism.

Step 4. Choose the Data Type

You’ll choose one of several field types, depending on what you want back:

1. Boolean (True/False, Yes/No)
   Use this for simple “did this happen?” questions.

   • Example: “Did the patient request a same-day cleaning for their first appointment? Return true or false.”

2. Date
   Use this if you only care about the date.

   • Example: “Return the date of the first appointment booked on this call.”

3. Date & Time
   Use this if you need both date and time.

   • Example: “Return the exact date and time of the appointment booked on this call.”

4. Number
   Use this for counts or numeric values.

   • Example: “If appointments are booked on this call, return how many separate appointments are scheduled. Otherwise return 0.”

5. Options (Pick-from-a-list)
   Use this when you want consistent values for reporting.
   You define a list of allowed options (e.g., Friend, Insurance, Online, Mailer).

   • Example: “Classify how the patient heard about the practice into one of the following options: ‘Friend/Family,’ ‘Insurance,’ ‘Online Search,’ ‘Social Media,’ ‘Mailer,’ ‘Other.’ Return exactly one of these options.”

   This is much better for dashboards than free-form text when you need clean categories.

6. Text (Free-form)
   Use this when you want the AI to just write what was said.

   • Example: “In one sentence, summarize how the patient says they heard about the practice.”

   Text fields are flexible but harder to aggregate unless you later normalize them.

End result example:

Step 5. Apply Using the Trigger System

Creating a custom field does not have any effect by itself. 
You must tell the system when to apply it using triggers.

Step 1 – Create or Edit a Trigger

1. Go to the Trigger section.

2. Create a new trigger or open an existing one.

3. Select the Call Analysis Updated Event

4. Set your conditions—for example:

   • Classification - Has Any-  New Opportunity and Existing

   • You could also add a Booking Status condition 

   • You could also add a Location condition

Step 2 – Add the “Extract Custom Field Data” Action

In the trigger actions:

1. Choose Extract Custom Field Data.

2. Select which custom field(s) you want to apply when this trigger fires.

3. Save the trigger.

The final Trigger should look like this:

Now, whenever a call matches the trigger conditions, Patient Prism will:

• Run the AI instructions for the selected custom field(s)

• Populate the results on that call’s record

Where to See Custom Field Data and Other FAQs