Admissions Module: Enabling Admissions & Configuring Wards, Rooms, Beds, & Pre-Admission Appointments

The Admissions Module is designed to manage and document the care of patients admitted to hospitals or other healthcare facilities for inpatient treatment. It streamlines workflows and supports the processes involved in patient care throughout their hospital stay. By integrating seamlessly into one platform, we elevate healthcare standards, enhance patient experiences, and drive operational efficiency.

Before you can enable the Admissions module, you need to have spoken to your Account Manager. If you do not know who your Account Manager is, please email success@medirecords.com

After your Account Manager has confirmed you can turn on Admissions, the user/s with the Account Owner security settings needs to undertake the following steps:

Contents:

1. Security Role & Subscription Requirements
2. Enabling the Admissions Module
3. Ward, Room & Bed Management
4. Creating a Ward
5. Creating a Room
6. Adding a Bed to a Ward & Room
7. Updating Rooms
8. Deleting Rooms
9. Enabling Pre-Admission Appointments

Security Role & Subscription Requirements

1. The configuration outlined in this article must be completed by someone with the Practice Owner Role. Instructions on updating a user's access can be found in Security Role Configuration.
    
2. To access all elements of the Admissions module, each user who wishes to use it must be configured with the following access within your Security Role. Instructions on updating a user's access can be found in Security Role Configuration.
   • Correspondence Inbound
   • Correspondence Outbound
   • Inbox
   • Investigation Requests
   • Investigation Results
   • Medical History
   • Attachments
      
3. All users who wish to use the Admissions module must have an Integrated Subscription. Information on viewing or updating your subscription can be found in Managing your MediRecords Subscription.

Enabling the Admissions Module

1. Click Settings
    
2. Click Additional Products
    
3. Here's where you'll find Admissions. Clicking this will open a pop-up with more information about the feature, or you can click “I’m interested” to have your Customer Success Manager contact you and have this enabled.
   

Ward, Room & Bed Management

Bed management is the process of managing the availability and allocation of beds within a healthcare facility. It involves coordinating and optimising the use of beds to meet the demands of patients requiring admission, transfer, or discharge.

Definition of terms:
Ward aka Nursing Unit

• Where Patients with a certain type of medical condition, under a particular medical service, receiving similar treatment are accommodated, e.g. Burns Unit, ICU, Trauma Ward,

Room

• May contain a group of beds. Can have different types or classifications e.g. Private Room, Emergency Room, Delivery Room, X-ray, Sterilisation

Bed

• Maintained and staffed to accommodate inpatients receiving treatment or medical care
  Inpatient beds accommodate those patients who are admitted either for short or long-term stay
  Can have multiple classifications or types: eg acute care, rehabilitation, mental health
  Can be a trolley, couch, or chair.

The following instructions in this section all occur within the same window.

1. Navigate to the More and Click Settings
2. Select Additional Products
   
    
3. Click Admissions
   
    
4. Clicking the Bed icon in the facility configuration page will redirect you to the list of Wards, Rooms and Beds configured under it.
   
    

Creating a Ward

1. To create a ward, click the Create New button and select Ward.
   
    
2. Populate the mandatory fields:
   
    
3. Click Save & Add New if you'd like to add another Ward, and follow the prompts. Otherwise, click Save. 
   

Creating a Room

Rooms can be created with or without an associated Ward.

1. Click the Create New button and select Room.
   
   
    

2. Populate the mandatory fields:

   
    

3. Clicking Save will automatically append the created Room to the grid.
4. Click Save & Add New if you'd like to add another Room. Otherwise, click Save.
5. To associate the Room with a specific Ward, click the Add button in the row of the Ward, and select Room. 

Adding a Bed to a Ward & Room

1. To add a Bed, click the Create button beside the Ward, and select Bed.
   
    
2. To assign a Bed to a Room, select the Bed icon beside the Ward.
    
3. Populate the mandatory fields:
    
4. Click Save.
5. If you'd like to add another Bed, click Save & Add New and follow the prompts. Otherwise, click Save.

Updating Rooms

1. Locate the Room you want to update, then click the Pencil icon 
   
    
2. Update the Room/s with all the required details.
3. Click Save to apply changes
   
    

Deleting Rooms

Note: Deleting the Room will also remove all associated Beds.

1. Locate the Room you want to remove, then click the Delete icon:
   
    
2. Click Yes to acknowledge the Room will be deleted:
   
    

Enabling Pre-Admission Appointments

If you would like to make use of Pre-Admission Appointments in one or many of your Wards, then you will need to toggle on the Pre-admission Appointment option beside the relevant Wards.