Overview:
This guide provides the steps for creating a brand new Pre-Admission Assessment (PAA) type, customizing its field layout, and managing unused fields on existing PAA forms to maintain system stability.
Before You Begin
You must have Administrator access to the CRM's Settings menu.
Creating a new PAA is the recommended procedure if you need a specific form structure without affecting existing, actively used PAA forms.
Feature Update Note: Any new PAA creation or major modification should first be reviewed against the PAA Field Limit best practices to prevent system instability.
Details / Main Content: Working with Field Types
When building your PAA forms, selecting the correct field type is essential for data quality and ease of use. Here are the types you can leverage:
Field Type | Purpose | Example Use Case |
Picklist | Allows the user to select one option from a pre-defined dropdown list. | Marital Status: Single, Married, Divorced. |
Multi-Select Combo Box | Allows the user to select multiple options from a single pre-defined list. | Substance Used: Alcohol, Cocaine, Heroin (multiple can be selected). |
Yes/No with Detail | Presents a binary Yes/No choice, with an optional text field that pops up only if "Yes" is selected. | Prior Treatment? (If Yes, pop up field for details). |
Date Field | Provides a calendar interface for selecting a specific date. | Date of Birth or Date of Last Session. |
Checkbox | A simple binary (True/False) checkmark used to flag status. | Consent Received (Checkbox). |
Content Field | Used to add plain text, headings, or instructions between questions for the rep/client. | Important Notice: Please fill out the following section completely. |
Text Field | For short, single-line text input (e.g., a name or address line). | Referring Provider Name. |
Steps: Creating and Editing Your New PAA
The new form name must first be added as a selectable option in the PAA Picklist.
Navigate to Settings Module Management.
Click on Picklist Field Values.
In the Select Module dropdown, choose Pre-Assessment.
In the Select Picklist dropdown, choose PAA Type.
Click the Add Value button.
Enter the desired name for your new PAA form (e.g., "New In-Depth Screening").
Click Save. You will see the success message: "Item has been added successfully."
Step 2: Edit the New PAA Layout
Once the name is created, you can access the blank form layout to begin building your fields.
Navigate to Settings Module Management $\to$ Pre-Assessment.
Click on Layout Editor.
In the top navigation, use the dropdown menu to select the new PAA name you just created (e.g., "New In-Depth Screening").
Add Blocks: Click Add Block to create sections (e.g., "Medical Questions" or "Substance Use History").
Add Fields: Drag and drop new fields into your blocks, selecting the appropriate Field Type (see table above). You can also set fields as mandatory here.
Click Save after every step.
Step 3: Hiding Unused Fields (Recommended Best Practice)
The CRM system automatically includes dummy fields that cannot be permanently deleted by administrators. Hiding these fields cleans up your form view for users.
Navigate to the PAA layout you wish to clean up (select the PAA name in the Layout Editor).
Locate the section (Block) containing fields you do not want your team to see or fill out (including dummy fields).
Click the "Hide Block" button (often a visibility icon) located on the block title bar.
Verification: The entire block will be collapsed and removed from the active view of the PAA form.
Verification / Expected Result
When you create a new PAA record for a client, you will see your new PAA type available in the PAA Type dropdown.
Selecting your new PAA will display only the custom fields you created in Step 2, ensuring the original PAA forms remain untouched.
Troubleshooting / Common Errors
Error Symptom | Cause | Quick Fix |
Cannot Delete Block (Error: A field already exists in this block) | You are trying to delete a block that contains an active custom field. | Delete all custom fields inside the block first, then delete the empty block. |
Inability to Save PAA | You have likely hit the PAA Field Limit. | Stop adding fields immediately and contact support for assistance in removing old/deleted field definitions. |