CareAware Capacity Management - Patient Flow Patient List Gadget When using the Patient List gadget in CareAware Patient Flow, the following tasks can be completed: Launch PowerChart Modify Patient Attributes Assign Badge (for CareAware Capacity Management Tracking) Transfer Transport Clean Discharge Location Care
Equipment List Gadget The Equipment List gadget displays the equipment in an organization. From the Equipment List gadget, you can search for equipment. Complete the following steps to transport equipment: 1. From the Equipment List column display or through the Global Search, locate and select the equipment row that you want to transport. 2. From the first column, select and select Transport > Request Adhoc Transport. The Transport Equipment window is displayed.
3. Select the requested date and time of the transport. 4. Click the Manage Occurrence button to add recurrences of the transfer. The Manage Occurrences dialog box opens. o Click Add to add recurrences. Click Delete to delete a recurrence. By default, recurrence dates will be the current date and time of the most recent recurrence + 24 hours. 5. Select the From and To location. 6. Enter and transport details. 7. Click OK to complete the transport request. 8. Select the Bed Board perspective to view the Transport List and the Bed Board. PreAdmit List Gadget Review the Preadmit List gadget for patients that are waiting to be assigned to a bed. A patient with a preadmit status can be assigned to a bed; however, the bed does not update with the patient until the patient is fully registered and the new bed assignment is added to the registration system (for example, PM Conversation).
Preadmitting a Patient Complete the following steps to pre-admit a patient in CareAware Patient Flow: 1. From the PreAdmit List, select a patient. 2. Drag and drop the patient's name into a location on the bed board. When you release the mouse, the PreAdmit Bed Assignment for the selected patient's name is displayed. The system prompts the user with a message, The current action will Reserve <location> for Patient: <Patient Name>, do you wish to proceed? From the message, the following options are available: o OK - Click OK to reserve the selected location for the selected patient. o Cancel - Click Cancel to close the window. The changes are not saved.
3. Double-click a reserved bed to display the Patient Details window. The patient data associated with the reserved patient is displayed in the Patient Detail window. Bed Board Gadget Bed Board Gadget Overview The following workflows are met with the CareAware Patient Flow Bed Board: The correct bed is assigned based on the patient's clinical condition and needs. The patient is transported to their assigned location in a timely manner.
Patient rooms are turned around quickly and efficiently to maximize the use of that location. The Bed Board always remembers the last bed location selected and will always be in view independent of the filters applied. This allows you to perform a drag and drop transfer from the bed board while still using the filter capabilities. The Bed Board does not update when a new patient is selected on the Transfer List because they are separate gadgets. Bed Board Toolbar The Bed Board toolbar is made up of filters, favorites, and views that allow you to easily view units and rooms.
Filter Tool Bar The Filter toolbar is used to filter the Bed Board to display the type of beds that are needed to support the clinical needs of the patient you are attempting to place. On the right side of the filter toolbar, select the down arrow to customize the toolbar or to make the Bed Board semi-private. The following bed status filters exist: Available Occupied Dirty Cleaning - When a patient is discharged, the system removes the patient from the Location List in Capacity Management and updates the bed status to dirty or cleaning. Blocked Out of Service Held Reserved Virtual Bed Status Filters The Bed Status filters display the color designated to that bed status, and a count which indicates the number of bed location that currently have that status. The Bed Status filters act as a legend so that you can quickly identify which bed locations in the Bed Board have the corresponding status without applying filters. When a bed status is selected, the Bed Board is filtered to display only beds with the selected status. When more than one bed status is selected, the filter acts as an or filter, meaning that the bed board display filters to show any location with status one or status two. For example, if you select Available, and Occupied, the Bed Board filters to display all beds with a bed status that equals available or occupied. Favorites Complete the following steps to set favorite displays on the bed board: 1. From the Bed Board toolbar, select the filters you want to add (available, occupied, virtual, encounter, and so on).
2. Click the yellow star button. The Add to Favorites dialog box opens. 3. Enter a favorite name; for example, Lisa's Bed Board View. 4. Enter a description of the favorite; for example, Available Rooms in Telemetry. 5. Click OK. The favorite buttons allows you to create and save filter selections that cross bed statuses, reserved state, virtual locations, patient qualifiers, patient attributes, location attributes, encounter data, and milestone data, that you use most often. Complete the following steps to delete existing favorites from the Favorites toolbar: 1. Select the Manage Favorites toolbar button. The action opens the Manage Favorites dialog and allow you to select an existing Favorite. 2. Click the Delete button to delete that favorite from the Favorites list. Complete the following steps to copy a Favorite: 1. Open the Manage Favorites dialog. 2. Select the Favorite from the Favorites List that you want to copy. 3. Click the copy button located in the bottom left hand corner of the Manage Favorites dialog. This makes a copy of the Favorite that can then be renamed and modified to create a new filter. Bed Filters - Manual Toolbar The following group of filters always display on the manual toolbar and are not nested, these filters include: Bed Statuses o Available o Occupied o Dirty o Cleaning o Blocked o Out of Service
o Held Reserved Virtual The following group of filters allow the ability to access nested filters to apply to the Bed Board display. This group of filters always display on the manual toolbar and are nested, these filters include: Patient o Gender o Age o VIP Patient Attribute o Hallway o ICU o Isolation o Lead-Lined o Negative Pressure o Privacy o Telemetry o Custom Isolation Location Attribute o Hallway o ICU o Isolation o Lead-Lined o Negative Pressure o Privacy o Telemetry o Custom Isolation Encounter o Hospital Service o Hospital Service Requested o Patient Type o Patient Type Requested o Accommodation o Accommodation Code Requested o Isolation Milestone o Hold o Custodial o Discharge o Transfer o Pre-Admit
Nested filters: An icon displays at the parent filter level if the ability to drill down is available. This icon indicates that there are nested filters. Nested filters with additional details available: An icon displays dialog of choices to filter from when the filter is selected. if there is a Actions Toolbar The Actions toolbar is made up of a Local Patient Search list, modify patient attributes button, transfer patient button, transfer to virtual location button, discharge button, bed swap button, summary and detailed view button, and the Global Search button.
Note The available actions depends on the actions that are available for the patient that is in focus. Local Patient Search Enter a name in the Local Patient Search field. As letters are entered, the list is expanded, and the first patient that matches the characters entered is highlighted in the list. If a patient's name is selected, the bed board navigates to that patient s current assigned location and the bed flashes to draw focus. Modify Patient Attributes Complete the following steps to modify patient attributes: 1. From the Actions toolbar, click the modify patient attributes button. The Modify Patient Attributes dialog box opens. o You can also double-click a patient's bed. The Patient Details dialog box opens. Click the patient attributes button.
2. Select or deselect patient attributes; for example, hallway, isolation, ICU, and so on.
3. Click OK. Bed Swap Swap Bed Locations allows you to swap bed locations between patients. Complete the following steps to swap a patient's bed location: 1. Locate and select a patient (Patient 1) from the Bed Board gadget. 2. Click the swap bed locations button from the toolbar. Verify the swap bed locations button is expanded and indicates that the Bed Swap is activated. 3. Drag and drop Patient 1 to the current bed location of Patient 2. Verify that a Swap Confirmation dialog box is displayed. 4. Click OK. 5. Refresh the perspective. Verify that the original location of Patient 1 now is occupied by Patient 2 and that the original location of Patient 2 now is occupied by Patient 1. If a patient's bed is in focus on the Bed Board and the bed swap capability is on, the system allows the patient's bed to be dragged and dropped to an occupied bed without a warning message. If the bed swap capability is OFF, the <Location Name> is currently reserved for patient <Patient Name>. Would you like to remove the reservation with the current bed assignment? warning message is displayed. Summary and Detailed View The Bed Board can be displayed in 2 views, Summary and Detailed. Summary - When the Detailed view is engaged, the bed board is formatted to a at a minimal state to maximize the number of beds that can be displayed in the Bed Board view. Detailed - The Expanded view displays each bed in the Bed Board in a maximized state, and is primarily used to see the location attributes that are applied to a bed location. Global Search Global Search allows the user to search for a patient based on multiple search criteria. The following parameters are listed in the Global Search Patient Parameters dialog box: Patient Name Last Name MRN FIN
Badge ID Hide Toolbars A horizontal bar is located between the Actions toolbar and the Bed Board display. When the horizontal bar is selected, the Action and Filter toolbars are hidden. Select the horizontal toolbar again to unhide the Filter and Action toolbars. Bed Status Each bed displays unique data based on the bed status applied. A bed status can be updated by selecting the list located on the left side of the bed. Double-click the bed to view location details. A Unit Level header is displayed above the bed. Select the arrow (>) to expand the unit horizontally. Expanding the unit level shows locations in that unit under the Unit Level header. If the user goes down a level on the Location Coordinator, the Unit Level header is expanded to show as many beds as possible. If a floor plan has been configured for a location, a link to that floor plan is displayed on the Unit Level header. Click the down arrow button at the top of the nurse unit to arrange the rooms ascending or descending. Note If you log out of Capacity Management, the Nursing Unit is collapsed to its default state. If the location is switched in the Location Coordinator, and then you return to that view, the Unit Level is collapsed to its default state. A bed displays the following information: Bed Status. Room Number and Bed. Location Attributes.
Gender (Pink + F = Female; Blue + M = Male; Grey + U = Undetermined). Bed Status The following bed statuses are listed on the bed view: Available Cleaning Dirty Out of Service - If Out of Service is selected, a dialog box is displayed. Enter a reason for changing the bed status to Out of Service and click OK. Blocked - If blocked, a dialog box is displayed. Enter a reason for changing the bed status to Blocked and click OK. When a Bed is placed in a status of blocked or out of service, enter a reason. If a reason is not entered, the selected status is not updated. Held (H) - Double-click the bed to view the Patient Details window. The Patient Details window displays the information for the patient that the location in which the location is being held. Occupied Bed Status A bed status can not be manually updated on a bed that has a status of occupied. Double-click an occupied bed, the Location Attribute dialog box opens. The Location Attributes dialog box displays the following information: Patient Banner. Date/Time and By. Location Attributes. Notes Transfer button
PowerChart - Used to open a patient s PowerChart. (User must be logged in, and have the appropriate privileges). If a patient is waiting for the room, a Reserved Patient tab is displayed. Select the Reserved Patient tab to display information about that patient. Transfer List Gadget Transfer List Gadget Overview The Transfer List gadget displays the current patient or patients that have ad hoc transfer requests or transfer requests entered.
Placing a Transfer Order from PowerChart When a patient is ready to be transferred, the physician adds add a transfer order in PowerChart. Complete the following steps to add a transfer order in PowerChart:
1. From the PowerChart Menu, select Orders. 2. From the Orders tab, search for Transfer Patient. 3. Select the order. 4. From the Details section, modify the requested start data and time, location, and any other transfer details. 5. Click Sign. Transferring a Patient from the Patient List or Transfer List Gadget Complete the following steps to transfer a patient: 1. From the List Properties column in the Patient List gadget or Transfer List gadget, select the row of the patient that you want to transfer.
2. From the first column, select the right arrow and select Transfer > Transfer Patient. You can also select the patient's row, and click the transfer button on the toolbar. The Transfer Patient dialog box opens. o From the Bed Board gadget, select an occupied bed token and select Transfer > Transfer Patient. The Transfer Patient dialog box opens. 3. Select the requested date and time of transfer. 4. Select the Patient Attributes. 5. Enter any transport details. 6. Click OK to complete the transfer request. 7. Select the Bed Board perspective to view the Transfer List and the Bed Board. Transferring a Patient from the Bed Board Gadget Complete the following steps to assign a patient to a new bed location in the Bed Board view: 1. From the Transfer List gadget, select a patient. 2. Drag and drop the selected patient to a new bed location on the Bed Board. The Bed Location Assignment window opens.
Note A patient can be assigned to a bed in any status (Available, Occupied, Dirty, Cleaning, Blocked, Out of Service, or Held). 1. Select the following options from the Bed Assignment window: o Dispatch transport when bed becomes available - This option dispatches the transport once a bed becomes available. o Patient will return to current location? - When this option is selected, the bed status is updated with the patient s from location to Held when the Transport is started or when the Transfer Milestone is completed. If this option is deselected, the system does not hold the patient's previous location when the transport is started or when the Transfer Milestone is completed. o Request room to be cleaned? - When this option is selected, the system requests an AdHoc Clean custodial services request when the Transport is started or when the Transfer Milestone is completed. o Would you like to modify the Hospital Service, Patient Type or Accommodation? Hospital Service Patient Type
o Accommodation Would you like to modify the Attending Physician? Use the Search functionality to look up the Attending Physician. From the Search Results section you can add or remove an Attending Physician. Note Once a new attending physician is selected and the transfer is later completed, ALL of the other attending physicians with active relationships are inactivated (there should be only 1 attending physicians per encounter). 2. Click Commit to commit the patient's location change. Click Cancel to cancel the patient's location change. The transfer is updated on the Patient List. To navigate back to the Transfer/Bed Board perspective, click Complete Transfer. Once a transfer is completed, the following actions occur: The patient s FROM location is updated to a Dirty status. The patient s TO location is updated and the status is updated to Occupied. The patient is removed from the Transfer List. The Bed Board is updated and the patient is displayed in their new location. Assign Patient Location If a patient transfer is in a Started or Requested state, you can assign a location to the transfer. Complete the following steps to assign a transfer location: 1. From the Bed Board gadget, select the patient's bed token. 2. Select Transfer > Assign Patient Location. The Select Transfer Location dialog box opens. 3. Drill down to the location. 4. Click OK. The Assign dialog box opens.
5. Enter any modifications and click Commit. Canceling a Patient Transfer You can cancel a Patient Transfer by selecting Cancel Transfer from the menu or by clicking the Cancel Transfer button on the Transfer List. When you click Cancel Transfer the system cancels the Patient Transfer on the Transfer list in the Bed Board perspective. When the Cancel Transfer action is initiated, the Transfer Patient icon is removed from the column on the Transfer List. If a transfer order is discontinued or canceled by the ordering physician, then the patient is automatically removed from the Transfer List gadget.
Request Bed Assignment Complete the following steps to request a bed assignment: 1. From a gadget, select Transfer > Request Bed Assignment. The Destination column refreshes every minute and the Request Bed Assignment starts counting down. o Once the Request Bed Assignment Near Due time interval has been exceeded, the background turns yellow. o Once the Request Bed Assignment Scheduled timer has been exceeded, the background turn Dispatch Transport when Room is Available When a transfer request has been requested, you can select Transfer > Dispatch Transport when a room is available. The Transfer icon on the bed token (Bed Board gadget) or the Transfer icon in the Transfer column (Patient List gadget or Transfer List gadget) changes to a bed with a green arrow. Position the pointer over the icon to display the following tooltip, Pending arrival to destination <Floor, Room>.
Nurse Ready Process This following process can be used in conjunction with a transfer by the assigned nurse: 1. To transfer a patient to a different bed a transfer order or transfer request is placed. 2. The transfer request is populated in the Transfer List gadget. 3. In the patient s current unit, the Patient List gadget displays a transfer icon. 4. A Bed Assignment is then made by bed management. The Dispatch Transport option is not selected. 5. In the patient s current unit, the Patient List gadget displays a Bed icon. The Bed icon indicates that a bed assignment has been created. 6. When ready to move the patient, the patient s current nurse selects, Dispatch Transport when bed is Available. If the bed status of the assigned bed is available, the transport job is requested. 7. The transport request is displayed on the Transport List and is automatically assigned to an available transporter. Modifying a Transfer The Modify Transfer menu and toolbar action is available if a Patient Transfer Milestone exists. From the Patient List, select Transfer > Modify Transfer to modify an existing Transfer milestone that is in a Requested or Started state. You can also click the transfer button (green and red arrows) and select Modify Transfer.
Return Patient to Held Location If the patient's Held location has an existing reservation associated to another patient, the reservation persists. If a patient has a bed location status that is in a held status, the Return to Held Location option is available from the Patient List, Transfer List, and Bed Board gadgets. When the Return to Held Location option is selected, the held location's bed status persists and the system creates a Transfer Milestone on the Transfer List in a Started state. The transfer destination is updated to the patient's held location. Release Hold on Location
A bed that has a status of occupied is updated to display a patient's held location in the Patient Details window. When a patient has a bed location associated that is in a held status, a Release Held Location option is available from the Patient List, Transfer List, and Bed Board gadgets. When you select Release Held Location, the Held location's bed status is updated to Dirty, and a Custodial Services Job is dispatched. Complete Transfer Select Transfer > Complete to complete a patient transfer. Once the transfer is complete, the transfer icon is removed from the Transfer column in the Patient List gadget, Transfer List gadget, and from the bed. The completion of a transport using a mobile device also completes a transport. Transfer Patient to a Reserved Bed that is Occupied or Held You can transfer a patient to a reserved bed that is in the following statuses: Available Blocked Cleaning Dirty Out of Service When a bed status is occupied, you are unable to complete the transfer. When the bed is held, a warning message is displayed, This bed is currently Held for <Patient Name>, would you like to remove the Hold on this location and proceed with the current bed assignment? Click OK to remove the previous hold and complete the transfer. Click Cancel to close the message and not save any changes. Bed Reservation Management Complete the following steps to transfer a patient to a bed that is already reserved for another patient: 1. From the Bed Board or Transfer List, drag and drop the patient's bed to the new location with any of the following statuses: o Available o Dirty o Cleaning o Blocked o Out of Service o Occupied o Held A warning message is displayed, <Location Name> is currently
reserved for patient <Patient Name>. Would you like to remove the reservation with the current bed assignment? 2. Click OK to continue. The Bed Assignment window is displayed. Click Cancel to close the message and to not save any of the changes. 3. Complete the necessary details and click Commit. 4. View the Transfer List to ensure that the location is reserved for the new patient and the location is unreserved for the previous patient. Note If a patient's bed is in focus on the Bed Board and the bed swap capability is on, you can drag the patient's bed to an occupied bed without a warning message. If the bed swap capability is OFF, the <Location Name> is currently reserved for patient <Patient Name>. Would you like to remove the reservation with the current bed assignment? warning message is displayed. PreAdmit Bed Reservations Complete the following steps to reserve a bed for a preadmit patient from the PreAdmit list to a bed location: 1. From the Bed Board, select a preadmit patient's bed, and drag and drop the bed to the new bed location. The new location can have the following statuses: o Available o Dirty o Cleaning o Occupied 2. If the bed is already reserved for another patient, a warning message is is displayed, <Location Name> is currently reserved for patient <Patient Name>. Would you like to remove the reservation with the current bed assignment? 3. Click OK to continue. The Bed Assignment window is displayed. Click Cancel to close the message and to not save any of the changes. 4. Complete the necessary details and click Commit. If you attempt to reserve a room that has an Out of service, Blocked, or Held status, a message is displayed, The status of the bed to be reserved must be Available, Cleaning, Dirty, or Occupied. When a patient arrives to their reserved pre-admit location, contact registration to have the patient directly registered to that room. Unreserve Destination A reserved bed location can be unreserved by selecting the Unreserve Destination menu item from the Transfer List, Bed Board > Patient Details, or from the PreAdmit list.
Transfering a Patient to a Virtual Location Virtual Locations Overview Virtual locations are used to update encounter types without physically moving the patient to another location in the facility. Transfer a Patient to a Virtual Location After a Physician writes an order to admit an ED patient to Inpatient, a transfer milestone is created and the patient is populated on the Transfer List gadget. Complete the following steps to move a patient to a virtual location: 1. From the Bed Board gadget or Transfer List gadget, reserve a location by selecting a patient that has a transfer milestone of requested or started. 2. Click the Transfer to Virtual Location toolbar button on the Transfer List (or drag and drop the patient to a location on the Bed Board). The Bed Assignment window is displayed. o Modify the Hospital Service o Modify the Patient Type o Modify the Accommodation Code o Modify the Attending Physician Note The Dispatch Transport option is not be displayed if the virtual location selected is currently associated to the patient's current physical location. 3. Click Commit. The Physical and Virtual locations are populated with a virtual location icon. A new Transfer milestone is requested for the patient. The Transfer Milestone Current Location displays the patient's virtual location. The physical location bed token on the Bed Board is updated to reflect the transfer icon in a requested state. Note The patient's current location on the Patient list is still reflected as the patient's physical location assignment.
Transport List Gadget Transport List Gadget Overview The Transport List gadget allows you manage the queue of requested, started and delayed patient or equipment transport requests. Complete the following steps to use the Transport List gadget: 1. From the patient's row, click the list properties > Transport. 2. From the Transport List, select from the following actions: o Manage Range Override - Select Manage Range Override to change the date and time range so that future transports can be viewed and assigned. o Cancel Transport - Select Cancel Transport to cancel a transport. The Transport Cancel Reason dialog box opens. Select the reason for canceling the transport. Click OK. The row is removed from the Transport List gadget. o Start Transport - Select Start Transport to initiate a transport. The Status column is updated to Started. o Undo Transport - Select Undo Transport to undo a started transport. The Status column is updated to Requested. o Delay Transport - Select Delay Transport to delay a transport. The Transport Delay Reason dialog box opens. Select the reason for delaying the transport and set the delay time. Click OK. o Modify Adhoc Transport - Select Modify Adhoc Transport to modify a transport that is started. Modify the transport details. Click OK. o Complete Transport - Select Complete Transport to complete a transport. The patient or equipment being transported is removed from the Transport List gadget. 3. To manually assign a transporter, double-click the row in the Transporter column. The available transporters are displayed in a list. 4. From the Priority column, you can modify the priority of the transport. Click a row and select Routine or Stat from the list. 5. From the Comment column, select the row to enter a comment. Transport Column
From the Transporter column within the Transport List gadget, click within the cell and click the ellipsis (...) button. The Assign Personnel dialog box is displayed and the following options are available: Disable Auto Assign? - Select Disable Auto Assign if you do not want personnel to be automatically assigned to a job. Available Personnel - This option allows you to select available transporters and move them to the Selected Transporters list. Selected Personnel - From the Selected Transporters list, transporters can be removed from the list and placed in the Available Transporters list. Show Unavailable Only - Select Show Unavailable Only to show the transporters that are currently unavailable. Cancel - Click Cancel to close the Assign Transporter window. No changed are saved. Managing Transport Range Override From the Transport List gadget, Custodial Services gadget, or the Location Care gadget, you can override a permission to change the date and time range so that future milestones can be viewed and assigned. Complete the following steps to override a range: 1. From the toolbar or list properties button, select the Transport, Clean, or Location Care button and select Manage Range Override. The Manage <gadget> Range Override dialog box displays. 2. Select the Enable <role> Range Override option to enable the setting. 3. Enter the date and time and look ahead value. 4. Click OK. The gadget is refreshed and displays only that jobs that have a scheduled date and time within the time range selected. This setting persists until it is changed. Discharge List Gadget Discharge List Gadget Overview The Discharge List Gadget displays patients with pending or confirmed discharges.
Discharging a Patient Complete the following steps to discharge a patient: 1. From the Patient List gadget, select the patient's list properties column and select Discharge. The patient is added to the Discharge List gadget and is awaiting confirmation from the physician. The Patient List, Bed Board, and Discharge List gadgets are updated with the discharge icon. o You can also click the discharge button from the toolbar. 2. Once the physician has confirmed the discharge, select the patient's row from the Discharge List or Patient List gadget, and select from the following options: o Cancel Discharge - When you select Cancel Discharge, the Discharge Cancel Reason dialog box is displayed. Select a cancel reason and click OK. o Start Discharge - The discharge is in a started status. The discharge icon is displayed on the Patient List, Bed Board, and Discharge List gadgets. o o o o Undo Start - The discharge is in a requested status. Delay Discharge - When you select Delay Discharge, the Discharge Delay Reason dialog box is displayed. Select a delay reason and click OK. Dispatch Transport - When you select Dispatch Transport, the Request Discharge Transport dialog box is displayed. Add a "To" location and enter any Transport Details. When finished, click OK. Complete Discharge - The discharge is in a patient departed status. The table below outlines the available action based on the current state of the discharge. Discharge Current State Request Start Undo Start Cancel Complete Requested X X X Started X X X Canceled X X X X X Complete