Location Information
This section is used by administrators to define and manage physical and logical locations within a hospital. It is essential for assigning and dispatching transport jobs and bed cleaning jobs.
Where you can find this feature: Admin Tool > Enterprise Management, Admin Tool > Dictionary Management, Admin Tool > Unit/Zone/Location Management
How Location Information Works
Functionality
Physical Locations
Definition: Campus, floor, or building.
Logical Locations
Definition: Zones or wards defined by the hospital.
Scope: Used for assigning and dispatching transport jobs and bed cleaning jobs.
Exam/Treatment Location
Definition
A location within a treatment, exam, or testing area.
A patient can be transported to an exam/treatment bed but cannot be assigned to one.
Transporting a patient to an exam location does not change the patient's home location or its status to Dirty automatically.
Configuration
Select Exam/Treatment in the Location Type list when adding or editing a location.
Used only in the TransportTracking™ application.
The following settings cannot be enabled for an exam/treatment location: Holding Bed, Show on Bedboard, Include in Census, and EVS Bed.
Not displayed in the electronic bedboard® view in the PreAdmitTracking® application.
Workflows
Creating New Locations
Start here: Creating New Locations
The Proper Order of Creating New Locations in XT
Create New (physical) Building
Admin Tool > Enterprise Management > Enterprise Information
Click on the appropriate campus from the list to display Campus Information.
Click on the Add Building button above the buildings grid.
Enter a building name and abbreviation, then click the Save button.
Create New (physical) Floor
From the Enterprise Information page, click on the appropriate campus where the building is located.
From the Campus Information page, click on the appropriate building for the new floor.
Click the Add Floor button and enter the name for the new floor.
Click the Save button.
Create New Cost Centers
Go to Admin Tool > Dictionary Management > Cost Centers.
Click on the Add button.
Enter the Name and Abbreviation for the new cost center.
Click the Save button.
Repeat for each new cost center.
Create New (logical) Unit
Go to Admin Tool > Unit/Zone/Location Management > Units.
Verify that you are in the appropriate Campus at the top right corner of the screen.
Click on “Add a unit” button.
Enter the Unit Name, Abbreviation, ADTID, IVR ID, and a brief description of the purpose of the new unit.
Enable/Disable floater role options, BedTracking options, and default console views as appropriate.
Click the “Save” button.
Create New BedTracking Section and Zone (for EVS)
Go to Admin Tool > Unit/Zone/Location Management > Sections & Zones.
Verify that you are in the appropriate Campus at the top left corner of the screen.
Click on BedTracking.
Click on the “Add Section” button.
Enter the name and IVR ID for the new BedTracking section.
Click the “Save” button.
Click on the Zone tab.
Click on the “Add Zone” button.
Enter Zone Name and IVR ID, then select the Parent Section as set up in the previous step.
Click the “Save” button.
Create New TransportTracking Section and Zone
Go to Admin Tool > Unit/Zone/Location Management > Sections & Zones.
Verify that you are in the appropriate Campus at the top left corner of the screen.
Click on TransportTracking.
Click on the “Add Section” button.
Enter Section Name and IVR ID.
Click the “Save” button.
Click on the Zone tab.
Click on the “Add Zone” button.
Enter Zone Name and IVR ID, then select the Parent Section.
Click the “Save” button.
Create New (physical) Rooms
Go to Admin Tool > Enterprise Management > Enterprise Information.
Click on the appropriate Campus, select the building, and then the appropriate floor.
Click on “Add Room” button.
Enter Room Name, abbreviation, room type, unit, and room accommodations as appropriate.
Click the “Save” button.
Create Locations (Beds)
Go to Admin Tool > Enterprise Management > Enterprise Information.
Click on the appropriate Campus, select the building, floor, and then the appropriate room.
Click on the “Add location” button.
Enter Location Name, abbreviation, IVR ID, Location Type, Cost Center, and a brief description of the new location.
Facility ADT ID, Nurse Station ADT ID, Room ADT ID, and Bed ADT ID must exactly match the corresponding values for this location as received from interface transactions from the ADT system.
Set up Transport Job settings for new location
Click on the Transport Settings tab on the right side of the Location Information Window.
Select the appropriate TransportTracking zone for the new location.
Set appropriate transport job priority, Lead Time, and Auto Return times.
Set up BedTracking (EVS) setting for new location
Click on the Bed Settings tab on the right side of the Location Information Window.
Select the appropriate BedTracking (EVS) zone for the new location.
Bed Status will default to clean when the location is first created.
Select the Bed Size.
Enter Prevent Time.
Enable/Disable options for Holding Bed, Stacking, EVS Service, Census Count, BedBoard display, and Permanent Bed Count as desired.
Set Custom Bed Attributes
Click on the Bed Attributes tab on the right side of the Location Information Window.
Click on the “Add” button to display the list of custom bed attributes as listed under Dictionary Management > Bed Attributes.
Select the appropriate Bed Attributes for the new location.
Click the “Select” button to close the selection menu.
Click the “Save” button at the bottom of the Location Information Window.
Adding a Location to a Room, Copying a Location, or Editing Existing Location Information
About
A location is part of the logical structure of a hospital campus. Each room within the physical structure has locations. For example, in Building J on Floor 1, Room 1234 might have a location called Bed 1234A and a location called Bed 1234B. After adding rooms to a floor, you can add locations to those rooms. You may also edit existing location information (e.g., change the name or location type or select a different room).
Permission Required
To access the Admin Tool menu or Admin > Settings > Capacity Management, you must have the Admin Tool Menu permission.
To complete this task, you must have one of the following permissions: BedTracking® Location Settings or TransportTracking™ Location Settings.
You must have Edit rights to make changes. If you have View rights, you can see but not change information.
You must have the Membership Type "All" with Administrative Rights enabled or the Membership Type "Fixed" and campus-level membership with Administrative Rights enabled for the campus.
If adding the location from the Room page, you also need the Physical Location Information permission.
Note: Fields marked with a red * are required.
Navigating to the Location Page
On the Location page, you can add a location to a room or edit existing location information.
To navigate to the Location page:
Go to Admin Tool > Enterprise Management > Enterprise Information.
On the Enterprise Information tab, in the Campus column, click the campus name.
On the Campus Information tab, in the Building Name column, click the name of the building that contains the room.
When the Building page appears, in the Floors in this Building list, in the Floor Name column, click the floor name where the room is located.
In the Rooms on this Floor list, click the name of the room to which the location should be added.
Go to Admin Tool > Unit/Zone/Location Management > Locations.
Go to Admin > Settings > Capacity Management > Enterprise Management > Enterprise Information.
On the Enterprise Information tab, in the Campus column, click the campus name.
On the Campus Information tab, in the Building Name column, click the name of the building that contains the room.
When the Building page appears, in the Floors in this Building list, in the Floor Name column, click the floor name where the room is located.
In the Rooms on this Floor list, click the name of the room to which the location should be added.
Go to Admin > Settings > Capacity Management > Unit/Zone/Location Management > Locations.
In the campus list in the upper-right corner, make sure that the correct campus is selected.
Note: Only campuses that are within your membership appear on the list.
To add a new location:
On the Locations tab, click Add or on the Room page, click Add Location.
To edit existing location information:
From the Room page, in the Locations in this Room list, click the location name in the Location column.