Module guide · Operations

Room Management

Rooms hold beds; the bed board is where a bed gets assigned to a patient's admission or released and sent to cleaning; maintenance tracks work orders per room; and an audit trail records every assignment for HIPAA compliance.

Overview Dashboard Rooms Bed board Maintenance Assignment audit Good practices

What this module is for

Most screens are open to clinical and bed-coordination staff; maintenance work orders and the audit trail are narrower.

Who uses it

Nurses, physicians, charge nurses, bed coordinators, admissions clerks, admins, and directors can view rooms, manage beds, and log maintenance from a room's detail view. The standalone Maintenance worklist is limited to admins, bed coordinators, and directors. The Assignment Audit trail is limited to physicians, charge nurses, compliance, HIM, admins, and directors.

Where to find it

Open Room Management from the sidebar. A dashboard, plus Rooms, Bed Board, Maintenance, and Assignment Audit.

1
Set up a room
Create it with a type, floor, isolation/infection-control capability, and physical attributes, then add its beds.
2
Assign a bed
From the Bed Board, pick an available bed, search a patient and their admission, and assign.
3
Release and clean
Releasing a bed records why the stay ended and automatically puts the bed into Cleaning status.
4
Track upkeep
Maintenance issues are logged per room and closed out with resolution notes; the audit trail keeps a permanent record of every assignment.

A few terms you'll see throughout

Isolation capable rooms (negative/positive pressure, with or without an antechamber) are flagged with an "ISO" badge and can be filtered for on the Bed Board. A smart bed is IoT-enabled. Requires a facility to already be set up under Facility Management.

Dashboard

A snapshot of bed availability and upkeep for a facility, with quick links into the other three screens.

Stat tiles

Field	What it means
Total Beds, Available, Occupied	Occupied shows the occupancy rate underneath.
In Cleaning, In Maintenance
Isolation Available, Negative Pressure	Available beds with isolation or negative-pressure capability.
Pending Maintenance	Amber if greater than zero, green if zero.

An "Available Beds by Type" bar chart, and a Pending Maintenance panel listing up to 6 open items with a room number and short description, each clickable through to the Maintenance screen.

Rooms

The master inventory of physical rooms, with beds, cleaning, and maintenance managed from each room's own detail view.

"New Room" form

Field	What it means
Facility, Room Number, Floor, Room Type*	Room Type has 23 options, e.g. General Ward, ICU, Operating Room, Negative Pressure Isolation, Labor & Delivery, Trauma, Burn Unit.
Department, Room Name, Wing, Building	Optional.
Max Occupancy	1–20.
Isolation / Infection Control	Checkboxes: Negative Pressure, Positive Pressure, Isolation Capable, Antechamber.
Physical Attributes	Checkboxes: Private Bathroom, Oxygen Outlet, Suction Outlet, Telemetry, ADA Accessible, Bariatric Capable.
Notes

Opening a room shows its beds (each with Clean and Retire actions, and an Add Bed dialog for Bed Label and Bed Type), a Record Cleaning button, a status changer, and a Maintenance Logs list scoped to that room with its own New Log/Mark Complete actions.

Available —

Occupied —

Partially Occupied / Reserved —

Cleaning / Maintenance —

Quarantine / Surge —

Closed —

Bed board

A facility-wide card view of available beds only — occupied, cleaning, and maintenance beds live on their room's own detail view.

Filters

Field	What it means
Facility, Bed Type
Isolation	Any, Negative pressure, or Positive pressure.

Each card shows the bed, its status, type, floor/wing, a SMART badge if IoT-enabled, and a status-dependent action: Assign (search a patient, then their admission), Release (pick an end reason: Discharge, Transfer Within/to External, Death, Leave of Absence, Administrative, Bed Swap, or Cancelled), Mark Clean, or Status to set it manually (choosing Maintenance or Quarantine reveals a required Hold Reason field).

Releasing a bed doesn't make it available again right away

It automatically moves to Cleaning status for turnover; use Mark Clean once it's ready.

Maintenance

A facility-wide worklist of open room maintenance issues, narrower access than Rooms or the Bed Board.

"New Maintenance Log" form

Field	What it means
Room ID*	The internal room ID, look it up on the Rooms screen — logging directly from a room's detail view avoids typing it.
Maintenance Type*	13 options, e.g. Routine/Deep/Terminal Cleaning, HVAC Service, Electrical, Plumbing, Medical Gas, Infection Control.
Description*

Only pending items appear here; Mark Complete prompts for resolution notes, and the item drops off the list once closed.

Assignment audit

A read-only, HIPAA §164.312(b) audit trail of every bed assignment in a date range, no editing or creation.

Pick a Facility and a From/To date range (defaults to the last 7 days) and search. Each row shows the bed and room, the patient/admission, who assigned it and when, who released it and when (or a still-occupied "Active" badge), and the end reason. Bed coordinators and admissions clerks, who can assign/release beds day to day, do not automatically get access to this screen — it's scoped to clinical leadership, compliance, and HIM.

Good practices

Log maintenance from the room, not the standalone screen

The room detail view's New Log doesn't require typing a raw Room ID; the standalone Maintenance screen does.

Filter the Bed Board by isolation type for airborne or contact precautions

Negative-pressure and positive-pressure filters only return beds truly capable of that precaution, not just any available bed.

Retiring a bed is permanent

It's a confirmed deactivation meant for beds taken permanently out of service, not a way to temporarily hide one, use a status change or maintenance hold for that instead.

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