Documentation/Facility
Module guide · Operations
Facility
The hospital's physical and organizational structure, one dashboard: departments, buildings and their specialized zones, daily bed capacity tracking, accreditation and license compliance, and maintenance work orders.
What this module is for
Every screen is viewable by any logged-in staff member; creating, editing, and administrative actions are limited to facility-management roles.
Who uses it
Anyone can view every screen. Creating or editing departments and buildings, submitting census, adding compliance records, and assigning maintenance are limited to super admins, admins, administrators, and directors (compliance records also open to compliance/quality/safety-officer roles; anyone can log a new maintenance work order).
Where to find it
Open Facility from the sidebar. A dashboard, plus Departments, Buildings, Bed Capacity, Compliance, and Maintenance.
- 1
Register a building
Add a physical site with its address, type, and regulatory IDs (NPI, CLIA, state license).
- 2
Organize departments
Create departments inside it, assign a head and medical director, and drill into sub-departments.
- 3
Track daily capacity
Submit or auto-generate the daily bed census, and log diversion when it happens.
- 4
Stay accredited and safe
Track accreditations, licenses, and inspections; log and resolve maintenance work orders.
A few terms you'll see throughout
Dashboard
A facility-wide pulse-check: bed capacity, live activity, compliance, and maintenance health.
Sections
| Field | What it means |
|---|---|
| Bed Capacity | Licensed, Staffed, Occupied (with occupancy %), Available; occupancy is green under 75%, amber 75–89.9%, red at 90%+. |
| Live Metrics | Active Admissions, Active Staff, Active Facilities, Active Departments. |
| Compliance | Primary accreditation status, licenses expiring within 30 days, open inspections (red if any are Immediate Jeopardy). |
| Maintenance | Open Life-Safety Work Orders (red if any) and Overdue Work Orders (amber if any). |
A red banner appears if the hospital is on ambulance diversion. Compliance and Operational Alerts boxes list free-text system-generated warnings when present.
Departments
The hospital's organizational units, browsable by type or clinical service line, with a detail page per department.
"New Department" form (3 tabs)
| Field | What it means |
|---|---|
| Department Name, Code, Department Type* | Type is one of ~45 options, e.g. ICU, Emergency Department, Operating Room, Laboratory. |
| Facility (Building), Service Line, Description, Floor/Wing/Suite, Department Head | Basic Info tab. |
| Phone, Extension, Fax, Email | Contact tab. |
| Room Count, Authorized Capacity, Nurse:Patient Ratio, Cost Center, Revenue Center, HL7 Location Code | Config tab. |
A department's detail page shows live bed/staff stats, lets managers Assign Head or Assign Medical Director by staff search, Deactivate it, and lists any sub-departments to drill into.
Buildings
The hospital system's physical sites, each with its own zones and maintenance history.
"New Facility" form
| Field | What it means |
|---|---|
| Facility Name, Code, Facility Type, Address, City, State, Phone* | Type is one of 20 options, e.g. Main Campus, Satellite Clinic, Imaging Center, Surgery Center. |
| Address Line 2, ZIP, Fax, Email, Total Sqft, Floor Count | |
| 24-Hour Facility | Checkbox. |
| NPI, CLIA Number, State License Number | Regulatory identifiers. |
A building's detail page has three tabs: Info, Zones (specialized rooms like clean rooms or isolation, each flaggable USP 800 or Radiation Controlled, with pressure relationship and air-changes/hour), and Maintenance (read-only list of its work orders). Update Status moves it between Active, Under Renovation, Closed, Emergency Only, or Inactive.
Bed capacity
Daily hospital-wide census tracking and occupancy/diversion history.
Submit Daily Census form
| Field | What it means |
|---|---|
| Staffed Beds, Occupied Beds* | |
| ICU Occupied, ICU Capacity, Pending Admits, Pending Discharges | |
| Currently on Diversion | Checkbox; reveals a required Diversion Reason field. |
Auto-Generate computes today's census from live data instead of manual entry; Finalize Today locks the day's numbers. Range History and Diversion Days tabs review trends over a chosen date range.
Compliance
Accreditations, regulatory licenses, and inspection/survey history, three registries in one screen.
Three tabs
| Field | What it means |
|---|---|
| Accreditations | Body (TJC, DNV, CIHQ, HFAP, ACHC, URAC, CAP, AABB, AAHA, CMS, State, Other), status, certificate number, survey/expiry dates; one can be marked Primary. |
| Licenses | Type (Operating, DEA, Pharmacy, Laboratory, Radiology, Fire Safety, and more), license number, issuing authority, issued/expiry dates. |
| Inspections | Agency, inspector, date, outcome, finding count, an Immediate Jeopardy flag, Plan of Correction, and Close. |
Active / Accredited —
Expiring Soon / Survey Pending —
Expired / Immediate Jeopardy — highest-severity finding
Maintenance
Facility-wide work orders; anyone can log one, only management assigns and resolves them.
"New Work Order" form (open to all staff)
| Field | What it means |
|---|---|
| Facility, Category, Priority, Title, Description* | Category: Electrical, Plumbing, HVAC, Structural, Equipment, Safety, IT Infrastructure, Cleaning, Grounds, Other. Priority: Low, Medium, High, Critical, Emergency. |
| Location Detail, Due Date/Time, Estimated Cost | |
| Life Safety Related | Checkbox; reveals a Regulatory Reference field, e.g. "EC.02.05.01, NFPA 101…". |
Lifecycle: Open → Assigned → In Progress → Completed, with Escalate and Cancel available at any point (both require a typed reason). Filter modes surface just Emergency, Life Safety, or Overdue orders.
Good practices
Finalize the census once numbers are confirmed
Flag life-safety work orders and cite the code
Only one accreditation can be Primary at a time