Admissions: Workflow Overview

The Admissions Module tracks a patient's journey through a facility, from pre-admission through to discharge. Each patient moves through a defined set of statuses, and MediRecords enforces the correct sequence and rules at each step so admissions staff always know where a patient is in the process.

Contents:

1. Admission Statuses Overview
2. Configuring Pre-Admission Appointments
3. Creating an Admission
4. Moving a Patient Through the Workflow
5. One Admission Per Patient

Admission Statuses Overview

A patient can hold one of the following statuses in the Admissions Grid at any time:

• Pre-admitted - a pre-admission appointment has been booked for the patient
• Ready to Admit - the pre-admission form has been completed and saved
• Admitted - the admission form has been completed for a Planned or Urgent admission
• Emergency - the emergency form has been completed for an unscheduled, urgent presentation
• Ready to Discharge - the patient has been flagged as ready to leave the facility
• Discharged - the discharge form has been completed and the encounter is closed
• Cancelled - the admission was cancelled, with a reason recorded

Configuring Pre-Admission Appointments

Only a Practice Owner can turn on pre-admission appointments, per facility:

1. Navigate to More > Settings > Licensing and Features > Admissions
2. Turn on the Pre-admission Appointment toggle

Once enabled, a Pre-admission appointment type is automatically created and becomes available in the appointment type drop-down when booking a new appointment.

Booking a pre-admission appointment for a patient automatically creates a pre-admission encounter in the Admissions Grid, pre-populated with the patient's name, date of birth, age, sex, and attending provider.

Creating an Admission

How a patient enters the Admissions Grid depends on the type of visit:

For Admitted or Emergency entries, go to the Admissions Grid and click Find/Add Patient to search for the patient. If the patient has no existing admission, the add icon is enabled; clicking it opens the encounter type options:

• Planned — a pre-scheduled, non-emergency visit
• Urgent — an unscheduled visit requiring prompt attention
• Emergency — an unscheduled visit involving an immediate threat to life, limb, or long-term health

Selecting Planned or Urgent opens the admission form; selecting Emergency opens the emergency form. Completing and saving the form moves the patient into the Admitted or Emergency status, and a confirmation message appears once the encounter is created.

Moving a Patient Through the Workflow

Status changes are made from the status drop-down, available in both the Admissions Grid and the patient header on the encounter page. Only the transitions valid from the patient's current status are shown.

Note: Emergency and Admitted patients can also be moved back to their previous status if needed, with a reason recorded.

A confirmation message appears once a status change is saved, and the grid or encounter page updates automatically.

One Admission Per Patient

If a patient already has an active admission or emergency encounter, either in the current facility or another facility in the same tenant, the Find/Add Patient result will be disabled. Hovering over it shows the tooltip "Patient is already admitted in [facility name]." The active admission must reach Discharged or Cancelled status before a new one can be created.