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Setting Up Admissions Access and Configuring Wards, Rooms, and Beds

Overview

This step-by-step guide is designed for users with the Practice Owner security role and outlines how to configure Admissions settings in MediRecords. It covers enabling access through Licensing & Features, activating Pre-admissions functionality, and setting up or managing Wards, Rooms, and Beds. Proper configuration is essential for practices using the Admissions module to efficiently manage patient allocation and bed availability.

​Table of Contents

  1. 🎓 Grant Access and Configure Admissions Facility Settings
    • Enable access and set up facility-wide admission settings
  2. 🎓 Creating a Ward
    • Set up a new ward for patient admissions
  3. 🎓 Editing a Ward
    • Update existing ward details as needed
  4. 🎓 Adding a Room to an Existing Ward
    • Create new rooms within an existing ward
  5. 🎓 Adding and Managing Beds in Existing Rooms
    • Assign and manage beds within ward rooms
  6. 🎓 Creating a Room
    • Create a new room for patient admissions
🎓 Grant Access and Configure Admissions Facility Settings
 
ℹī¸ Only users with the Security Role of Practice Owner can access and configure Admissions Facility Settings.
 

1. Go to the Navigation Menu and select More.

 

Go to the Navigation Menu and select More.
 

2. Select Settings from the menu.

 

Select Settings from the menu.
 

3. Select the Licensing & Feature tile.

 

Select the Licensing & Feature tile.
 

4. Select the tile labelled Admissions.

 

Select the tile labelled Admissions.
 

5. Locate your Facility in the displayed grid for configuration.

 

Locate your Facility in the displayed grid for configuration.
 

6. You can also use the provided Search bar to search for your Facility.

 

You can also use the provided Search bar to search for your Facility.
 

7. Alternatively, navigate through the pages by clicking the icon.

 

Alternatively, navigate through the pages by clicking the icon.
 

8. Switch on the toggle to grant your Facility access to the Admissions Grid.

 

Switch on the toggle to grant your Facility access to the Admissions Grid.
ℹī¸ Only Facilities with granted access will be able to utilise the Admissions Grid. Those without access will be redirected to the Home Dashboard if attempting to select Admissions from the Navigation Menu.

 

9. To utilise the Pre-admissions Appointment feature, activate the functionality for Pre-admissions Appointments.

 

To utilise the Pre-admissions Appointment feature, activate the functionality for Pre-admissions Appointments.
ℹī¸ When enabled, this toggle automatically generates a Pre-Admission appointment type, making it accessible in the Appointment Calendar during appointment creation.

 

10. Click on the Room & Bed Icon to enter the Room & Bed Configuration, where you can add and create Wards, Rooms, and Beds.

 

Click on the Room & Bed Icon to enter the Room & Bed Configuration, where you can add and create Wards, Rooms, and Beds.

 

🎓 Creating a Ward

 

ℹī¸ If a ward does not need to be created and you only need to add a room to your facility, you can skip ahead to the Create Room section, beginning at Step 24.
 

11. If you have Admissions access to multiple practices, use the Select Practice field to switch between them when creating Wards or Rooms.

 

If you have Admissions access to multiple practices, use the Select Practice field to switch between them when creating Wards or Rooms.
 

12. Select Create New to be presented with the option to create a Ward.

 

Select Create New to be presented with the option to create a Ward.
 

13. Select the Ward option to initiate the creation of a new ward.

 

Select the Ward option to initiate the creation of a new ward.
 

14. Complete all required fields when creating the ward for your facility. To save and add another ward, choose Save & Add New. Otherwise, select Save to keep your changes.

 

Complete all required fields when creating the ward for your facility. To save and add another ward, choose Save & Add New. Otherwise, select Save to keep your changes.
ℹī¸ Ward Name: This is a free-type field, where you can enter your custom name.
Specialty: Choose from the dropdown list that suits your selection.
Ward Type: Select from the dropdown list that suits your choice.
Description: In this free-type field, enter your description for this ward.

 

🎓 Editing a Ward

 

15. To make changes to the ward you've created, simply click on the Pencil Icon.

 

To make changes to the ward you've created, simply click on the Pencil Icon.
 

16. Apply your necessary changes or amendments, then click Save to ensure your modifications are saved.

 

Apply your necessary changes or amendments, then click Save to ensure your modifications are saved.

 

🎓 Adding a Room to an Existing Ward

 

17. Click on the + icon to include a room in your ward.

 

Click on the + icon to include a room in your ward.
 

18. Choose Room.

 

Choose Room.
 

19. Complete all required fields when creating the room. To save and add another room, choose Save & Add New. Otherwise, select Save to keep your changes.

 

Complete all required fields when creating the room. To save and add another room, choose Save & Add New. Otherwise, select Save to keep your changes.
ℹī¸ Room Name: This is a free-type field, where you can enter your custom name.
Description: In this free-type field, enter your description for this room.

 

🎓 Adding and Managing Beds in Existing Rooms

 

20. Select the expander icon near your ward name to expand and see its rooms.

 

Select the expander icon near your ward name to expand and see its rooms.
ℹī¸ The trash can icon indicates the delete option, while the pencil icon signifies the edit function wherever you see them within the expanded view.

 

21. Click on the bed icon to add a new bed to the room within the ward.

 

Click on the bed icon to add a new bed to the room within the ward.
 

22. Complete all required fields when creating a Bed. To save and add another room, choose Save & Add New. Otherwise, select Save to keep your changes.

 

Complete all required fields when creating a Bed. To save and add another room, choose Save & Add New. Otherwise, select Save to keep your changes.
ℹī¸ Bed Label: This is a free-type field, where you can enter your custom name.
Description: In this free-type field, enter your description for this bed.

 

23. Click on the expander icon next to your Room name to expand and view its beds.

 

Click on the expander icon next to your Room name to expand and view its beds.
ℹī¸ The trash can icon indicates the delete option, while the pencil icon signifies the edit function wherever you see them within the expanded view.

 

🎓 Creating a Room

In cases where there's no need for Ward Creation and you wish to solely create independent rooms for your facility.

 

24. Click on Create New

 

Click on Create New
 

25. Click on Room.

 

Click on Room.
 

26. Complete all required fields when creating a Room. To save and add another room, choose Save & Add New. Otherwise, select Save to keep your changes.

 

Complete all required fields when creating a Room. To save and add another room, choose Save & Add New. Otherwise, select Save to keep your changes.
ℹī¸ Room Name: This is a free-type field, where you can enter your custom name.
Description: In this free-type field, enter your description for this room.

 

27. Click on the bed icon to add a new bed to the room.

 

Click on the bed icon to add a new bed to the room.
 

28. Complete all required fields when creating a Bed. To save and add another Bed, choose Save & Add New. Otherwise, select Save to keep your changes.

 

Complete all required fields when creating a Bed. To save and add another Bed, choose Save & Add New. Otherwise, select Save to keep your changes.
 

29. Select the expander icon near your room name to expand and see its beds.

 

Select the expander icon near your room name to expand and see its beds.
ℹī¸ The trash can icon indicates the delete option, while the pencil icon signifies the edit function wherever you see them within the expanded view.

 

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