Advanced Search (Adv. Search)
The Advanced Search feature is used to search for and assign available beds that are ready for patient occupancy using specific bed attributes (like level of care) and patient attributes (such as MRSA, isolation requirements, gender, and age). Advanced Search is primarily used by patient placement coordinators, bed managers, admission staff, environmental services (EVS) teams, and clinical staff such as nurses and physicians. Advanced Search can be used to monitor bed availability in real-time, ensuring efficient patient flow and minimizing delays in bed assignments. Advanced search is particularly helpful during high-demand periods, when new patients arrive, or when patients are being transferred or discharged.
Advanced Search can be found under the Placement Information section of the Patient/Placement Details Form in Capacity IQ® PreAdmit and Patient Tracking Portal.
How the Advanced Search Works
Functionality
You may need to know if beds are available to assign even if you are not currently requesting a bed for a specific patient.
When you are performing a search, you may select bed attributes and patient attributes to be considered in the search and you may select a target unit, origin unit, and request time (time that a bed would be needed).
To Search for Available Beds, the following permissions are required:
If you have the Maintain Patient/Placement Details permission with View rights, you may access and view the Patient/Placement Details form.
If you do not have this permission, you cannot make changes unless you have specific permissions to change individual items.
For example, if you have the Edit Patient Name permission, you may change the patient name.
If you have the Maintain Patient/Placement Details permission with Edit rights, you may access the Patient/Placement Details form and make changes.
Individual permissions are required to make some specific changes like:
Edit Patient Name - Allows you to change the patients name.
Edit Patient Associated Physicians - Allows you to add or change physician information.
If you have the Create New PreAdmits permission, you can create a new preadmit record.
Individual permissions are required to perform actions such as selecting a target unit.
The Advanced Search function requires a location to be selected on the Patient/Placement Details Form in order to produce results, such as a Target Unit or campus.
Entering more information in the Bed Attributes or Patient Attributes can help to limit results.
If a search yields "No Matching Bed Found," it's likely due to one or more required bed attributes (marked 'R') instead of preferred ones ('P'), or a mismatch between the patient's needs and available unit/location resources.
Notes: If your organization enabled the Allow Double Assignment setting in the Master Configuration section of the Capacity Management Administration page, then you are able to assign the same bed to more than one patient.
However, if this setting is not enabled, you cannot assign one bed to more than one patient at a time.
If your organization enabled a setting that requires you to select an Isolation option before a bed can be assigned in the Master Configuration section of the Capacity Management Administration page, then you must either select an isolation type or select None in the Isolation list.
Only beds that have the Show on Bedboard setting enabled appear in search results.
If the Include Inhouse Occupied Beds check box is unchecked, search results include beds occupied by patients in Pending or Confirmed Discharge status and by patients in Pending Transfer status who have already been assigned to new beds.
If the Include Inhouse Occupied Beds check box is checked, search results additionally include beds occupied by patients in Inhouse status.
If the Include Inhouse Occupied Beds check box was selected, then columns showing patients' ages and isolation types appear in search results.
View the ST column to see whether the bed has an occupying patient and that patient's status.
View the Bed Status column to learn the bed's status (for example, Clean or Occupied).
If the bed status says In Progress on a yellow background, it means the bed is currently being cleaned.
If the campus uses a multi-stage cleaning workflow, a number one in a light blue circle or a number two in a dark blue circle appears after "In Progress" to indicate the current stage of cleaning.
If a TeleTracking Technologies representative has enabled the Master Configuration setting called Display Delayed Text and Color for Delayed Beds Instead of Bed Cleaning Priority, then "Delayed" appears on a tan background instead of the status name if a cleaning job for an unclean bed has been delayed.
View the Bed column to see patient gender and age conflict indicators.
The Bed column can indicate whether you might be assigning a patient to a room that can only have patients of the opposite gender or can only have patients in a different age group (for example, the patient being assigned is a child and the other patients in the room are adults).
View the Unit column to learn the admitting physician's preferred units (3 stars indicates the physician's first choice, 2 stars indicates the second choice, and 1 star indicates the third choice). The admitting physician's restricted units do not appear in search results.
To Search for an Available Bed (Generic Search)
In Capacity IQ® PreAdmit or Patient Tracking Portal, click New PreAdmit.
If you would like to search for a bed that can be assigned to a patient based on specific bed attributes (such as level of care) and patient attributes (such as MRSA), then set bed and patient attributes before continuing.
In the Placement Information section, complete the following:
Request Time—Select the date and time when a bed is needed. (Edit Request Date Time permission required)
Click the calendar icon, select a month, and then click a date.
In the box to the right of the calendar icon, type the time that the bed is needed in the following format: ##:## AM or PM (for example, 04:35 PM).
Origin Unit—Select the unit where a patient who would be occupying the bed is assigned or located currently. (Edit Origin Unit on a Placement permission required)
Click the magnifying glass to display a list of campuses.
Click the plus sign (+) next to a campus to display the units in that campus.
Click the check box for the patient's origin unit, and then click Select.
Target Unit—Select the unit where a patient is to be admitted or transferred. (Edit Target Unit on a Placement permission required.)
Click the magnifying glass to display a list of campuses.
Click the plus sign (+) next to a campus to display the units in that campus.
Click the check box for the unit where the patient will be admitted or transferred, and then click Select.
Assigned Bed—Complete an advanced search for an available bed.
If you wish to include all beds in the search results, and not just available beds, select the Include Inhouse Occupied Beds check box.
Click Adv. Search.
On the Bed Search Results window, if you did not select a target unit, you have membership to multiple campuses, and you wish to search all of those campuses for a bed, select Include All Campuses.
Review the bed search results for bed status, bed assignment priority (bed ahead), level of care, discipline, bed attributes, and accommodation type associated with each bed. Only beds that have the Show on Bedboard setting enabled in the Admin Tool or Admin > Settings > Capacity Management component appear in search results.
If the Include Inhouse Occupied Beds check box is unchecked, search results include beds occupied by patients in Pending or Confirmed Discharge status and by patients in Pending Transfer status who have already been assigned to new beds. If the Include Inhouse Occupied Beds check box is checked, search results additionally include beds occupied by patients in Inhouse status. If the check box was selected, then columns showing patients' ages and isolation types appear in search results. View the ST column to see whether the bed has an occupying patient and that patient's status.
View the Bed Status column to learn the bed's status (for example, Clean or Occupied). If the bed status says In Progress on a yellow background, it means the bed is currently being cleaned. If the campus uses a multi-stage cleaning workflow, a number one in a light blue circle or a number two in a dark blue circle appears after "In Progress" to indicate the current stage of cleaning.
If a TeleTracking Technologies representative has enabled the Master Configuration setting called Display Delayed Text and Color for Delayed Beds Instead of Bed Cleaning Priority, then "Delayed" appears on a tan background instead of the status name if a cleaning job for an unclean bed has been delayed.
View the Bed column to see patient gender and age conflict indicators. This column can indicate whether you might be assigning a patient to a room that can only have patients of the opposite gender or can only have patients in a different age group (for example, the patient being assigned is a child and the other patients in the room are adults).
This column can indicate whether you might be assigning a patient to a room that can only have patients of the opposite gender or can only have patients in a different age group
For example, the patient being assigned is a child and the other patients in the room are adults.
Patient Gender Indicators—The bed identifier can have the following backgrounds to indicate the gender that can occupy the bed. This helps to ensure that females are not assigned to beds in rooms where there are only male patients and female patients are not allowed or vice versa.
Light blue—The bed can only be assigned to male patients.
Light pink—The bed can only be assigned to female patients.
White—The bed can be assigned to patients of either gender.
Silver—Either 1) no patients currently occupy the room in which the bed is located OR 2) the patient who currently occupies the bed is to be transferred or discharged soon and there are no adjacent beds in the room. The bed can be assigned to either gender.
Patient Age Conflict Indicators—If the bed identifier has a caution symbol next to it, there is a conflict between the age of the patient being assigned and the ages of the patients who already occupy beds in the room.
For example, the patient who is being assigned to a bed might be a child, while other patients in the room are adults.
Review the Unit column to learn the admitting physician's preferred units (3 stars indicates the physician's first choice, 2 stars indicates the second choice, and 1 star indicates the third choice).
The admitting physician's restricted units do not appear in search results.
To close the Bed Search Results window, click Cancel.
No Matching Bed Found in Advanced Search
If the Advanced Search returns “No Matching Bed Found”, close out of the Advanced Search.
Review the Bed Attributes in the PPD window and see what is required.
Review what the Targeted Unit settings are configured too as well as the locations Bed Settings and Bed Attributes.
Try searching again.