Zone
About Zones
Zones are a key component of the hospital system’s organizational structure. They are used to designate areas within a campus, such as transporters' or bed cleaners' work locations. Zones are part of a logical hierarchy within a campus, with each zone tied to a specific floor and ward, but can span multiple zones in each.
Logical Hierarchy
Campus > Section > Zone
Physical Hierarchy
Campus > Building > Floor > Ward > Zone
A zone is part of the hierarchy that represents specific areas in a hospital, helping organize work assignments like transport and bed cleaning.
Usage of Zones
Assigning Personnel:
Zones are used to assign transporters, bed cleaners, and supervisors to areas where they perform their duties.Work Flexibility:
Transporters and bed cleaners may have either fixed or variable assignments.
Fixed assignments mean they are assigned to a specific zone and cannot be asked to work in other zones during their shift.
Variable assignments allow them to choose or be assigned different zones on different days, based on their supervisor's instructions.
“All” Zone Assignment:
Some staff may have an "All" zone assignment, meaning they can be assigned to any area on the campus and do not need to select a specific zone at login.
Permissions for Adding or Editing Zones
To manage zones within a campus, you must have certain permissions and memberships:
Required Permissions
Capacity Management Administration page Menu Access:
You must have the Capacity Management Administration page Menu permission to access the zone management features.BedTracking® or TransportTracking™ Location Settings:
You need one of these permissions to edit zones for the respective applications.Edit Rights:
You must have Edit rights to make changes to zones. View rights only allow you to see zones but not edit them.
Membership Requirements
Membership Type “All” with Administrative Rights or
Membership Type “Fixed” with campus-level membership and Administrative Rights enabled.
Steps to Add or Edit a Zone
Access Zone Management
Navigate to Capacity Management Administration page > Unit/Zone/Location Management > Sections & Zones or
Go to Admin > Settings > Capacity Management > Unit/Zone/Location Management > Sections & Zones.
Ensure the correct campus is selected from the campus list in the upper-right corner.
Add or Edit a Zone
To Add a Zone: Click Add Zone.
To Edit a Zone: Click the zone name in the Name column.
Enter the required details, including Zone Name and IVR ID.
Choose a Parent Section for the zone.
Click Save once all details are entered.
Adding Locations
If applicable, you can add locations within the zone. Select locations, then click Add Selected Location.
Repeat until all desired locations are added, then click Save again.
TransportTracking™ Specific Settings
If the zone is an Item Override Zone, check the corresponding box (note: locations cannot be added in item override zones).
If it is an Exclusive Zone, make sure the checkbox is selected.
Key Notes
Zones can only be assigned to one floor and ward within a campus.
Transporters or bed cleaners with fixed assignments are restricted to their assigned zones during a shift.
Staff with variable assignments can be assigned to different zones depending on the day or shift.
The "All" zone assignment provides maximum flexibility, as it allows staff to work anywhere in the campus.
Grouping in Sections
Grouping zones into sections allows staff members like transporters, bed cleaners, or supervisors to work across multiple zones through a single assignment. When assigning a zone to a section, the section name must be selected from the Parent Section list during zone addition. Zones can only belong to one section at a time but can be reassigned later.
Permissions and Membership Requirements
Admin Access:
Must have the Capacity Management Administration page Menu permission to access the settings for adding or editing zones.
Task-Specific Permissions:
Either BedTracking® Location Settings or TransportTracking™ Location Settings permission is required.
Edit rights are necessary to make changes; View rights only allow viewing information.
Membership Types:
Membership Type "All" with Administrative Rights enabled is required.
Alternatively, Membership Type "Fixed" with campus-level membership and Administrative Rights enabled is acceptable.
Steps to Add or Edit a Zone
Accessing Zone Management
Navigate to Capacity Management Administration page > Unit/Zone/Location Management > Sections & Zones
Alternatively, go to Admin > Settings > Capacity Management > Unit/Zone/Location Management > Sections & Zones
Ensure the correct campus is selected from the campus list in the upper-right corner.
Selecting the Application and Zones
On the Sections & Zones tab, click the name of the application (e.g., BedTracking® or TransportTracking™).
The corresponding Sections, Zones, and Locations tabs will appear.
Adding or Editing a Zone
To add a zone, click Add Zone.
To edit a zone, click the zone name in the Name column.
Configuring the Zone Details
Zone Name:
Enter a name for the zone (maximum 50 characters).
IVR ID:
Enter a numeric ID for use in the Interactive Voice Response (IVR) system, following the character limits defined in the Enterprise Wide Settings page.
Parent Section:
Select the appropriate section for the zone from the Parent Section list.
Click Save.
TransportTracking™ Settings (if applicable)
If the zone is an Item Override Zone, select the checkbox (note: locations cannot be added in this case).
If the zone is Exclusive, select the Exclusive Zone checkbox.
Adding Locations to the Zone
Locations List:
Select locations to add to the zone, and click Add Selected Location.
Locations will appear in the Locations in this Zone list.
Building, Floor, and Unit Details:
Specify the building, floor, and unit where the location resides.
Steps to Change a Zone’s Association to a Different Section
Reassigning the Zone
Navigate to Capacity Management Administration page > Unit/Zone/Location Management > Sections & Zones
Alternatively, go to Admin > Settings > Capacity Management > Unit/Zone/Location Management > Sections & Zones
Ensure the correct campus is selected.
Selecting Zones for Reassignment
On the Zones tab, select the zones to reassign by checking the boxes.
To reassign all zones, check the box in the title bar.
Click Add to Section.
Confirming the New Section
In the Select Section window, choose the new section from the list and click Submit.
The Parent Section column will now display the newly selected section.
Alternative Method for Reassignment
You can also open the zone’s details by clicking its name, selecting a new section in the Parent Section list, and clicking Save.
Important Notes
A zone can only belong to one section at a time.
If an Item Override Zone is selected, locations cannot be assigned to the zone.
Removing Zones from a Section
About
Removing zones from a section in the Capacity IQ system is a prerequisite for deleting sections. This process requires appropriate permissions and membership levels to ensure that only authorized personnel can modify zone assignments.Permissions and Membership Requirements
Admin Access:
Must have the Capacity Management Administration page Menu permission to access the required settings.
Task-Specific Permissions:
Either BedTracking® Location Settings or TransportTracking™ Location Settings permission is required.
Edit rights are required for changes; View rights only allow viewing information.
Membership Types:
Membership Type "All" with Administrative Rights enabled is required.
Alternatively, Membership Type "Fixed" with campus-level membership and Administrative Rights enabled is acceptable.
Steps to Remove Zones from a SectionAccessing the Section Management Page
Navigate to Capacity Management Administration page > Unit/Zone/Location Management > Sections & Zones
Alternatively, go to Admin > Settings > Capacity Management > Unit/Zone/Location Management > Sections & Zones
Ensure the correct campus is selected from the campus list in the upper-right corner.
Selecting the Application and Section
On the Sections & Zones tab, click the name of the application associated with the sections (e.g., TransportTracking™).
On the Section tab, click the section name under the Name column.
If needed, filter the list of sections to find the target section.
Removing Zones from the Section
In the Zones in this Section list:
To remove all zones, select the checkbox in the title bar.
To remove specific zones, select the corresponding checkboxes.
Click Delete Selected Records.
Confirm the deletion by clicking OK when the confirmation message appears.
Finalizing the Changes
Click Save to ensure the changes are recorded.
Important Note
You must save the changes after removing zones to finalize the updates
Deleting zones
About
Deleting zones within the Capacity IQ system involves specific requirements and steps to ensure that operational integrity is maintained. Zones cannot be deleted if they are associated with locations or if active user assignments exist. Proper administrative permissions and membership types are required to complete this task.
Permissions and Membership Requirements
Admin Access:
Must have the Capacity Management Administration page Menu permission to access the required settings.
Task-Specific Permissions:
Either BedTracking® Location Settings or TransportTracking™ Location Settings permission is needed.
Edit rights are required to make changes; View rights only allow viewing information.
Membership Types:
Must have Membership Type "All" with Administrative Rights enabled
Alternatively, Membership Type "Fixed" with campus-level membership and Administrative Rights enabled is acceptable.
Conditions Preventing Zone Deletion
The zone is still associated with locations.
A user has been assigned to the zone.
A user with a variable assignment has signed into the zone on the current date.
Steps to Delete Zones
Accessing the Zone Management Page:
Navigate to Capacity Management Administration page > Unit/Zone/Location Management > Sections & Zones
Alternatively, go to Admin > Settings > Capacity Management > Unit/Zone/Location Management > Sections and Zones
Selecting the Campus:
Ensure the correct campus is selected from the campus list in the upper-right corner.
Navigating to Zones:
On the Sections & Zones tab, click the name of the application associated with the zones.
Select the Zones tab.
Selecting Zones for Deletion:
Choose the zones to delete by selecting their checkboxes.
Select the title bar checkbox to delete all zones at once.
Confirming the Deletion:
Click Delete Selected Records.
Confirm by clicking OK in the confirmation message.
Handling Associated Locations
If a message states the zone cannot be deleted, verify that locations are removed from the zone first.
Ensure no user assignments exist before attempting the deletion again.
Zone and Section Assignment in the BedTracking Application
About
The BedTracking Application within the Capacity IQ platform is designed to streamline the assignment of staff to specific zones and sections within healthcare operations. This system supports both fixed and variable assignments, enabling supervisors to optimize workflow efficiency and adapt to changing demands. By clearly defining assignment types and providing tools for management, the platform enhances job distribution and ensures the timely completion of tasks, contributing to smoother hospital operations.
Fixed and Variable Assignments
Administrators set up fixed zone and section assignments during profile creation, which remain stable without daily changes.
Supervisors manage and modify assignments for staff with variable roles, making real-time adjustments to optimize efficiency.
Transporters log into their assigned zones and sections to receive and complete job assignments throughout their shifts.
Operational Efficiency and Flexibility
Assignments ensure operational efficiency by strategically placing staff to handle patient transport and job distribution effectively.
Variable assignments allow flexibility to meet changing operational demands, while exclusive assignments focus on critical zones for better service delivery.
This structured system improves response times and ensures timely job handling by available staff.
Assignment Types and Mid-Shift Adjustments
Fixed assignments are created during profile setup to provide long-term stability for staff responsibilities.
Variable assignments require daily selection at sign-in and may change during shifts as supervisors address workload fluctuations.
Mid-shift reassignments help meet job demands and optimize resource deployment.
Management Tools and Workflow Control
The BedTracking application within the Capacity IQ platform offers a centralized location for managing staff assignments.
Supervisors use the Employee List view to monitor and modify assignments as needed.
Assignments are defined for exclusive and non-exclusive zones, providing a structured yet flexible approach to task allocation and workflow management.