Recommended custom fields
A proven custom field set for medical tourism clinics, organised in folders: patient, treatment, travel, marketing and post-op.
3 min read
Custom fields hold patient-specific data beyond the standard name, phone and email: treatment interest, quoted price, flight time, hotel… The right field set lets a coordinator see a patient's status on one screen without scrolling through WhatsApp history, and lets you filter reports by those fields.
The set below is a proven starting point for medical tourism clinics. Add or remove fields to fit your own workflow.
Creating the fields
- Open Settings → Custom Fields and create the 5 folders below first. Folders group fields on the contact record.
- Add the fields to each folder with the Add Field button in the top-right corner, choosing the field type carefully.
For step-by-step instructions, see Custom fields.
Tip
Name fields in English (e.g. "Arrival Date"). Your team may include international coordinators, and it keeps reports and exports consistent.
Patient Info
| Field | Type | Why? |
|---|---|---|
| Country | Dropdown (single) | Reporting and pricing by country. |
| Language | Dropdown (single) | Assigning the right coordinator and using the right template language. |
| Date of Birth | Date | Medical suitability and anaesthesia assessment. |
| Passport Name | Single line text | Full name as on the passport, for flights, hotel and invoice. |
Treatment
| Field | Type | Why? |
|---|---|---|
| Treatment Interest | Dropdown (multiple) | Implants, veneers, hair transplant, rhinoplasty… for filtering and segments. |
| Treatment Details | Multi-line text | Doctor's notes, tooth numbers, graft count. |
| Photos Received | Checkbox | Have photos/X-rays arrived? Checked alongside the pipeline stage. |
| Treatment Plan Sent | Date | Date the plan was sent; for timing follow-ups. |
| Quoted Price | Monetary | The amount quoted. |
| Currency | Dropdown (single) | EUR, GBP, USD, TRY. Prevents price confusion. |
| Deposit Amount | Monetary | Deposit received. |
Travel
| Field | Type | Why? |
|---|---|---|
| Arrival Date / Departure Date | Date | Operation planning and transfers. |
| Flight Details | Single line text | Flight number and time (e.g. TK 1590 · 14:35). |
| Hotel | Single line text | For the transfer driver and the coordinator. |
| Transfer | Dropdown (single) | Not booked / Booked / Completed. |
| Companion Count | Number | Hotel room and transfer capacity. |
Marketing
| Field | Type | Why? |
|---|---|---|
| Lead Source Detail | Dropdown (single) | Instagram DM, referral patient, trade fair… for cases automatic tracking misses. |
| Campaign | Single line text | Campaign name (from the form or ad). |
| Ad | Single line text | Ad/creative name. |
For automatic source tracking, see the Attribution report.
Post-op
| Field | Type | Why? |
|---|---|---|
| Follow-up 1 / 2 / 3 Date | Date | Week-1, month-1 and month-6 check-ups. |
| Review Requested | Checkbox | Has a Google or Trustpilot review been requested? |
How it looks on the contact record
Once created, the fields appear in folders on every patient's record. On transfer day, the coordinator only needs the Travel folder to see everything.
Heads up
Don't keep the same information in two fields (e.g. both "Country" and "Patient Country"). Reports get split and the team won't know which one to fill in. Move data into the new field before deleting an old one.
Example
Jonas Weber from Germany has Language = German, Treatment Interest = All-on-4, Quoted Price = €7,900 and Arrival Date = 21 October on his record. With a smart list, the coordinator can pull up every German-speaking patient arriving next week in one click.
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