User-definable statuses (UDEF) were introduced as part of efforts to enhance flexibility and customization in hospital bed management systems. First implemented to provide custom status tracking for unclean beds, UDEF allows healthcare facilities to label unique conditions that require special attention. This configuration option improves workflow efficiency, safety, and communication within facilities.

This solution provides flexibility for hospitals while ensuring effective communication and bed tracking tailored to their operational requirements.

Attributes of logical locations that are contained on one floor of a building.

Scope

Users with fixed memberships are assigned to wards or clusters (groups of wards and departments).

To add or edit a unit:

Users with the appropriate permissions and membership can delete units within the Capacity Management system. To perform this task, the Capacity Management Administration page Menu permission and Unit-Cluster Management permission are required. Users must have Edit rights to make changes, while those with View rights can only observe information. Additionally, Membership Type "All" with Administrative Rights enabled is necessary to authorize unit deletion.

To delete units:

Locations are linked to rooms, and rooms are directly associated with units, establishing a connection between units and locations. Users with the appropriate permissions and membership can view the locations associated with a unit. To access this feature, users must have the Capacity Management Administration page Menu permission and the Unit-Cluster Management permission. Edit rights are required for making changes, while View rights allow observation without modifications. Additionally, Membership Type "All" with Administrative Rights enabled is essential for access.

To view the locations in a unit

Filtering Locations:

Editing Location Information:

You are required to select a unit when you add or edit a room. To associate an existing room with a different unit, edit the room information.

The Target Unit is the preferred unit designated for a patient's placement, selected during the creation or modification of a placement request or directly from the Patient Status or Placement Status column in the PatientTracking Portal® application. If no open placement request exists, this column will remain blank. It is used by charge staff, patient placement specialists, and administrators to ensure that patients are assigned to the most appropriate unit based on care requirements, operational efficiency, and bed availability. This process ensures that patients are placed in the correct unit for timely care and effective resource utilization.

When a patient has a placement status of Requested, users can select a target unit or assign a bed from the list view or the Patient/Placement Details form.

Note: A warning message may appear if another patient with the same last name is already assigned, targeted, or scheduled for a transport in the selected unit. Adhering to hospital policy may necessitate selecting a different unit to prevent medication distribution errors.

For a unit to be selected as a target unit in a bed search on the Patient/Placement Details form, it must be marked as a potential target unit. Units that are not marked with this designation cannot be selected as target units in a bed search.

To enable a unit as a target for placement:

This designation is essential for selecting the unit during a bed search on the Patient/Placement Details form.

A Unit is a fundamental component of a campus, defined as a grouping of rooms and associated locations within the same building and on the same floor. Each room must be linked to a unit; therefore, units must be created before adding rooms.

Units are essential for various operational functions, including:

New units or locations may be added for several reasons, such as:

Steps

Create a Unit

A user is unable to add additional units to the PatientTracking board.

The PatientTracking Portal only displays units within the user's account membership. To resolve this issue, membership settings must be adjusted by an administrator at your facility or hospital system.

Note: These changes require administrative action by the person managing TeleTracking for your hospital system.

If you have the appropriate permissions and membership, you can add units to a cluster after creating or editing it. Clusters help group units for streamlined capacity management and efficient patient placement.

To add units to a cluster, the following permissions and access levels are required:

Note: If a message bar appears at the top of the page prompting you to allow pop-ups, right-click the message bar and select Allow all pop-ups from the site. Without enabling pop-ups, the cluster selection dialog box will not be visible.

Important: If the selected units are already associated with a cluster, a message will appear at the top of the dialog box. In that case, select a different cluster and click Submit again.

If you have the appropriate permissions and membership, after you added units to a cluster, you can remove them if necessary.

Before You Begin

The dashboard or list will display only data about the unit that you select.

Steps to Delete a Unit:

** TeleTracking does not recommend deleting units. We recommend removing any and all permissions from the unit, and adding zzz at the beginning of the units name. All historical data will stay with the unit, and will be available to be reactivated if needed.

System administrators or designated staff with administrative permissions are responsible for configuring unit settings for the PreAdmitTracking® application. This setup is performed during the initial system configuration, when new units are added, or when existing unit settings require updates to accommodate operational changes. The settings are managed within the Capacity Management Administration page under unit configuration. Proper configuration is essential to ensure efficient bed searches and accurate assignments, streamlining patient placement workflows and improving operational efficiency.

To configure these settings, users must have the following permissions:

Hospital Services and Level of Care settings in the PreAdmitTracking® application allow users to efficiently locate appropriate beds for patients. Associating hospital services with levels of care (e.g., Oncology with Critical Care) is essential for accurate bed searches and assignments.

To access the Capacity Management Administration page menu or Admin > Settings > Capacity Management, you must have the Capacity Management Administration page Menu permission.

In addition to the Unit-Cluster Management permission, which is required to gain access to the unit, you must also have the administrative permission called Unit Attribute Settings.

On the Unit Attributes tab, you make an association between hospital services and levels of care that have been entered in the Dictionary Management section of the Capacity Management Administration page or Admin > Settings > Capacity Management.

To access the Unit Attributes Tab:

Unit settings are configured on the Unit PreAdmit Settings tab after you add or edit unit information.

To access the Unit PreAdmit Settings Tab:

Disciplines are groups of special related units. For example, there might be a discipline called Restricted that contains units which should house special patient populations that must be segregated from other patients, such as prisoners. Disciplines are used in the PreAdmitTracking® application projected census and in the advanced search feature on the Patient/Placement Details form. They can also appear on the Bed Summary Quick Report.

To associate a unit with a discipline:

If PreAdmitTracking® application and PatientTracking Portal® application users should be able to set bed assignment priorities in this unit, then enable the Allow Assignment Priority setting. Setting bed priorities means marking beds with numbers from 1 through 9 from a list view. The numbers provide a visual indicator on a list view or bedboard of the order in which beds should be assigned.

To Allow Bed Assignment Priorities to be Set in the Unit:

If users who are adding or editing patient placement requests should be able to select this unit as an origin unit for a patient on the Patient/Placement Details form, then enable the Allow as Origin setting.

To Allow the Unit to be an Origin Unit:

With the Patient Bed Swap without Bed Request unit setting, you can appropriately manage the following scenarios that occur in a given unit:

To enable Patient Bed Swap without Bed Request:

You can set whether the unit appears on the electronic bedboard® view. Users who are configuring the electronic bedboard® view in PreAdmitTracking® application or PatientTracking Portal® will only be able to select this unit if the Show on Bedboard option is enabled.

To Allow the Unit to Appear on the electronic bedboard® view:

The unit beds percent capacity indicator helps to warn users who are searching for and assigning beds that a percentage of staffed beds or physical beds on a unit are already occupied or assigned. The unit beds capacity percentage is calculated by dividing the number of patients expected to be in a unit at the current time by either by the number of staffed beds OR by the number of physical beds and multiplying by 100.

The number of patients expected to be in the unit is determined by:

Whether the number of patients expected to be in the unit is divided by staffed beds or physical beds is determined by:

Patients in Pending or Confirmed Discharge status are not part of this calculation.

The unit header does include the number of patients with Pending statuses

The Projected Census does allow for a more detailed representation as that view includes the ability to include patients based on +/- the number of hours between the current time AND the Projected Discharge Date listed in the patients record.

If the Calculate Bedboard Percent Capacity Indicator by setting is set to Staffed Beds and there are 25 patients expected to be in the unit and 50 staffed beds in a unit, the unit beds capacity percentage would be:

25 / 50 x 100 = 50% of the staffed beds are already occupied or assigned.

If the Calculate Percent Capacity Indicator by setting is set to Physical Beds and there are 25 patients expected to be in the unit and 75 total physical beds in a unit, the unit beds capacity percentage would be:

25 / 75 x 100 = 33% of the physical beds are already occupied or assigned.

The second row in the heading on the electronic bedboard® view can have a green, red, or yellow border based on the unit beds capacity percentage. You can set the border to change to yellow when unit beds capacity reaches a certain percentage (for example, 75%) and then to change to red when the capacity reaches a higher percentage (for example, 95%).

To Set the Unit Beds Percent Capacity Indicator:

A particular unit is not available when a user with variable membership logs into XT.

For the unit to be selectable when a variable user logs in, the Allow Floaters setting must be enabled.

A unit is not showing on the electronic bedboard.

Note: TeleTracking Client Support is unable to change or enable settings in a production environment.

Note: If you are unable to enable any settings, or do not have the ability to navigate to the sections mentioned above, please reach out to your Supervisor, Internal Help Desk, or Internal Teletracking Administrator so they may assist you.

If your organization will use Staff Assignment in the PatientTracking Portal® application, there are settings for each unit that must be configured. The settings include:

To access the Capacity Management Administration page menu or Admin > Settings > Capacity Management, you must have the Capacity Management Administration page Menu permission. In addition to the Unit-Cluster Management permission, which is required to gain access to the unit, you must also have membership to the selected campus. Admin rights must be enabled within the membership.

Staff assignment settings are configured on the Unit PatientTracking Portal® Settings tab after you add or edit unit information.

To access the Unit Settings tab:

The Third Party Staff Assignment System setting allows you to associate a staff assignment system with a unit. If your organization does not use a third-party assignment system, select None. If you select None, all staff assignments to beds per shift can be done through the PatientTracking Portal® application. No information from other scheduling or assignment systems will be transferred to the PatientTracking Portal® application.

To associate a staffing assignment system:

(Available only if None is selected in the Third Party Staff Assignment System list.)

The Purge Staff from Staff List After (Days) setting allows you to control how long a staff member who has not been assigned to a bed for a while can remain on the staff list from which assignments are made. This is helpful when staff members have left the unit permanently or when temporary staff members who work infrequently appear on the list. Staff who have not been assigned to beds for the number of days configured for this setting in the set number of days will be removed from the staff list in PatientTracking Portal® application.

To set the staff list purge time:

(Available only if None is selected in the Third Party Staff Assignment System list.)

When users assign staff members to beds, it is often helpful for them to see which patients a staff member cared for recently. The names of patients whom a selected staff member cared for can be highlighted on the Staff Assignment window in the PatientTracking Portal® application. This is helpful so that you can assign the same staff member to the same patient from day-to-day allowing for continuity of care. The Duration to Highlight Cared for Patients (Hours) setting allows you set the number of hours that the patients’ names are highlighted.

To set the duration to highlight cared for patients:

(Available only if None is selected in the Third Party Staff Assignment System list.)

When users assign staff members to beds, it is often helpful for them to see which patients a staff member cared for recently. The names of patients whom a selected staff member cared for can be highlighted on the Staff Assignment window in the PatientTracking Portal® application. This is helpful so that you can assign the same staff member to the same patient from day-to-day allowing for continuity of care. The Duration to Highlight Cared for Patients (Hours) setting allows you set the number of hours that the patients’ names are highlighted.

To set the duration to highlight cared for patients:

(Available only if None is selected in the Third Party Staff Assignment System list.)

The Time to Show Staff Before Shift Start (Minutes) setting allows you to set the number of minutes that the Staff Assignment window displays a list of staff members scheduled for the next shift. This may be helpful so that staff members can be assigned to beds prior to their shift starting.

This setting is disabled if shifts are not defined for this unit.

To set the time prior to a shift that incoming staff list appears:

(Available only if None is selected in the Third Party Staff Assignment System list.)

The Time to Show Staff After Shift End (Minutes) setting allows you to set the number of minutes that the Staff Assignment window displays the list of staff members from the previous shift. This setting may be helpful so that the incoming shift knows who on the outgoing shift to talk to about their mutual patients.

This setting is disabled if shifts are not defined for this unit.

To set the time after a shift ends that the outgoing staff list displays:

You can ensure that the same caregiver is assigned to a patient after the patient is transferred to a different bed on the same unit. This can promote consistency of care for patients who are staying in the unit, but will be in different beds. This feature is disabled by default when the Capacity Management Suite® solution is first installed. Enable it manually.

To keep caregiver/patient assignment after patient is transferred to a different bed on this unit:

A caregiver assignment to a patient can be removed automatically when the patient is transferred to a different unit or is discharged. This can save the staff time and effort, as they do not have to remove a caregiver assignment for a patient who is no longer on the unit manually. This feature is disabled by default when the Capacity Management Suite® solution is first installed. Enable it manually.

To remove caregiver/patient assignment automatically after patient is transferred to a different unit or is discharged:

The shift that has been set appears above the columns in the list view. Administrators with appropriate permissions can set the shifts. For more information on setting shifts, Administrators can click Capacity Management Administration page > (or Admin > Settings > Capacity Management) > Unit/Zone/Location > Units, and then Help, and then see Unit, Zone, Physical Structure, and Location Configuration Units and then Configuring Unit PreAdmitTracking® application Application Settings.

The unit picker allows you to remove or add units to your console or electronic BedBoard view.

Steps

Console

To select a Unit that you need to see or with you will want to do the following:

Electronic BedBoard

Not Able to Select Units

If you are not able to select units following the steps above, you will want to reach out to your internal admin to do so, or have the correct permissions added to your profile.

Your organization may use temporary employees to meet scheduling needs. You may choose to create a temporary user account for temporary employees in the Capacity Management Suite® solution. Temporary users are unable to perform any actions in the Capacity Management Suite® solution. If a temporary employee is converted to a full-time employee at your hospital, you may need to create a permanent user account for that employee in the Capacity Management Suite® solution. For example, your organization might have hired agency staff to supplement staffing. A temporary account was created to enable agency staff to be assigned to beds through the Staff Assignment window in the PatientTracking Portal® application. If that agency staff member becomes a new employee of the hospital, you might want to give her access to the Capacity Management Suite® solution. You can convert that nurse's temporary account into a permanent account using the temporary account as a starting point.

Which permissions and memberships are required to complete this task? To access the Capacity Management Administration page menu or Admin > Settings > Capacity Management, you must have the Capacity Management Administration page Menu permission. To access administrative groups you must have the Global Admin Permissions-Administrative Controls-User Management permission. To change user information, you must have Edit rights. If you have View rights you can see, but not change, user information. Your Membership Type must be All and Administrative Rights to the membership must be enabled. Or, your Membership Type can be Fixed with a campus-, cluster-, or unit-level membership with Administrative Membership rights enabled. You can only see, add, or edit user information for users within your membership.

Users are assigned levels when their information is added to Capacity IQ®.

Everyone in your organization who will use the Interactive Voice Response (IVR) system or any part of Capacity Management™ Suite is a user. For every user you must:

You may edit user information later if needed (for example, reset a password, change a membership, or change a last name). You may also copy an existing user's information in order to add a new user.

You can add, edit, or copy user information through the Users tab in the Capacity Management Administration page or Admin > Settings > Capacity Management component.

Which permissions and memberships are required to complete this task? To access the Capacity Management Administration page menu or Admin > Settings > Capacity Management, you must have the Capacity Management Administration page Menu permission. To access administrative groups you must have the Global Admin Permissions-Administrative Controls-User Management permission. To change user information, you must have Edit rights. If you have View rights you can see, but not change, user information. Your Membership Type must be All and Administrative Rights to the membership must be enabled. Or, your Membership Type can be Fixed with a campus-, cluster-, or unit-level membership with Administrative Membership rights enabled. You can only see, add, or edit user information for users within your membership.

(For users who have upgraded from Capacity Management™ Suite version 3.1 and earlier only.)

On the Users tab in the Capacity Management Administration page or Admin > Settings > Capacity Management component, it is possible to see a default user called XTAdministrator. The XTAdministrator user has all of the rights of the BedTracking® application, PreAdmitTracking® application application, and TransportTracking™ application administrators.

DO NOT:

To Navigate to the Users Tab to Add, Copy, or Edit User Information:

To Navigate to the Users Tab to Add, Copy, or Edit User Information:

On the User page, you:

Transporters, bed cleaners, and supervisors should be given assignment types. If the assignment type is fixed or fixed & exclusive (TransportTracking™ application only), then they should be assigned to sections and zones on the TransportTracking Assignments or BedTracking Assignments tab. Supervisors who do not have saved assignment types might not be able to generate some reports. If you are not going to select a specific assignment type for a user (such as Fixed), select None, and then click Save.

If you click Users at the top of the page to return to the Users tab, the users who were included in your search results still appear on the tab.

When you add or edit user information, you must select some attributes for the users from lists. For example, you must select a user's staff type, role, and title from a list. The available options in these lists are added in other sections of the Capacity Management Administration page or Admin > Settings > Capacity Management component. You or another administrator who has the appropriate permissions must add them before you can select them for a user.

In addition, before you can assign PINs, passwords, and IVR IDs to users, the parameters for them must be configured in the Capacity Management Administration page or Admin > Settings > Capacity Management component. For example, if there is a maximum required password length or if passwords must include a numeric value, that must be configured before you assign the passwords.

The following are the general steps for adding or editing users. Click the links for detailed instructions.

If you are not going to select a specific assignment type, such as Fixed, select None, and then click Save.

You may copy an existing user to add a new one. This is helpful if you want to add a user who will have the same membership, assignment, and base unit as an existing user. The following information is copied from an existing user profile to a new user profile. With the exception of the information noted below, all of the copied information can be changed prior to saving the user record:

To Copy an Existing User in Standalone Capacity Management Suite®:

If you have changed information but have not yet saved the changes, the Copy button appears gray and unavailable. Click Save to make the Copy button available.

To Copy an Existing User in IQ-Enabled Capacity Management Suite®:

If you are an administrator for a health system that has the Capacity Management Suite® solution integrated with the TeleTracking IQ® platform, then you can copy portions of one user's profile to another while creating or editing users.

"User A's" profile appears in the Capacity Management Suite® solution.

The User Search dialog box appears.

The search returns one user who is User B.

Note: You must enter the exact login for the user whose information you want to copy.

The Capacity Management Suite® details page for "User A" appears. The information from "User B" automatically appears in the correct fields.

Example:

Administrator Alice knows that she wants to create a new user who has Eric McDonald's information. Before she begins, she copies Eric's login. Then, she creates or edits a user named John Jones in the TeleTracking IQ® platform with the Capacity Management User role. The Capacity Management Suite™ Information section appears in John's TeleTracking IQ® platform user account. Alice selects the Access Permissions link to display John Jones' user profile page in the Capacity Management Suite® solution. Then, she selects the Copy to button in the top right to display the User Search dialog box. Alice wants to add information from the user Eric McDonald to John Jones' profile, so in the User Search dialog box, she enters Eric's login, which she previously copied. Alice reviews the user that the search returns. The returned user has Eric McDonald's name, base campus, and assignment as Alice expects. She clicks Select User. John Jones' profile now displays fields populated with Eric McDonald's information.

EVS employees and transporters who use the TeleTracking EVS™ or the TeleTracking Transporter™ mobile applications can be configured to select the campus at which they will work when they sign in for the day.

When the employee signs into the TeleTracking EVS™ or the TeleTracking Transporter™ mobile app, they will be prompted to select the campus at which they will work that day.

If you have the permission listed below, you may reset a user's password or PIN from the Users tab. Resetting creates a temporary password or PIN. After signing in with the temporary password or PIN, the user will need to change it.

To access the Capacity Management Administration page menu or Admin > Settings > Capacity Management, you must have the Capacity Management Administration page Menu permission. The Reset User Password/PIN permission is required to perform this task. However, if you also want to add, edit, activate, or deactivate users from the Users tab, you must have the User Management permission.

Note:
Users with a Login Type of Standard who have an email address defined for their account will receive an email with the new password to that email address.

If a user should no longer have access to any applications, you can deactivate the user. If a user was deactivated previously but should be able to access the applications now, then you can activate the user. Deactivating prevents users from signing in.

To access the Capacity Management Administration page menu or Admin > Settings > Capacity Management, you must have the Capacity Management Administration page Menu permission. To access administrative groups, you must have the Global Admin Permissions-Administrative Controls-User Management permission. To change user information, you must have Edit rights. If you have View rights, you can see, but not change, user information. Your Membership Type must be All and Administrative Rights to the membership must be enabled. Alternatively, your Membership Type can be Fixed with a campus-, cluster-, or unit-level membership with Administrative Membership rights enabled. You can only see, add, or edit user information for users within your membership.

The Add Bulk User function allows you to add multiple users at one time. You can add the users manually through the Bulk Create page or by uploading an Excel template. The Bulk Create page allows you to enter users through the Capacity Management Administration page component or through Admin > Settings > Capacity Management. The Excel template allows you to create the user list and then upload it to the Capacity Management Suite® solution though the Bulk Create page.

If the Capacity Management suite is TeleTracking IQ-enabled, then the Add Bulk button is not available. In that case, adding users in bulk is completed in the TeleTracking IQ® platform.

Which permissions and memberships are required to complete this task? To access the Capacity Management Administration page menu or Admin > Settings > Capacity Management, you must have the Capacity Management Administration page Menu permission. To access administrative groups you must have the Global Admin Permissions-Administrative Controls-User Management permission. To change user information, you must have Edit rights. If you have View rights you can see, but not change, user information. Your Membership Type must be All and Administrative Rights to the membership must be enabled. Or, your Membership Type can be Fixed with a campus-,cluster-,or unit-level membership with Administrative Membership rights enabled. You can only see, add, or edit user information for users within your membership.

To Access the Bulk Create Page:

To Add Bulk Users using the Bulk Create Page:

Fields on the page marked with a red \* are required.

To Add Bulk Users Using an Excel Template:

Fields on the page marked with a red \* are required.

The User Templates define attributes for a user type including role, membership, assignments for the TransportTracking™ application and BedTracking® application, staff type, level, password, pin, and whether or not the user type will receive post dispatch set paging. These templates are used in conjunction with the add bulk user function, see Adding Bulk Users for more information.

Which permissions and memberships are required to complete this task? To access the Capacity Management Administration page menu or Admin > Settings > Capacity Management, you must have the Capacity Management Administration page Menu permission. To access administrative groups you must have the Global Admin Permissions-Administrative Controls-User Management permission. To change user information, you must have Edit rights. If you have View rights you can see, but not change, user information. Your Membership Type must be All and Administrative Rights to the membership must be enabled. Or, your Membership Type can be Fixed with a campus-,cluster-,or unit-level membership with Administrative Membership rights enabled. You can only see, add, or edit user information for users within your membership.

To Access the User Template Type Page

To Create a User Template Type:

To Edit a User Template Type:

To Delete a User Template Type:

There are several User Template Types that appear automatically and cannot be deleted. The check box for these templates is grayed out and cannot be selected.

The User Bulk Edit function allows you to edit attributes for multiple users at one time if you are assigning the same attributes to the selected users. For users, you can update the language users will hear through the IVR, roles, base unit and the campus to which that unit belongs, staff type, alert level, employee category, membership type, default view group, BedTracking® application assignment, TransportTracking™ application assignment, and toggle the post dispatch paging option.

Which permissions and memberships are required to complete this task? To access the Capacity Management Administration page menu or Admin > Settings > Capacity Management, you must have the Capacity Management Administration page Menu permission. To access administrative groups you must have the Global Admin Permissions-Administrative Controls-User Management permission. To change user information, you must have Edit rights. If you have View rights you can see, but not change, user information. Your Membership Type must be All and Administrative Rights to the membership must be enabled. Or, your Membership Type can be Fixed with a campus-,cluster-,or unit-level membership with Administrative Membership rights enabled. You can only see, add, or edit user information for users within your membership.

To Edit Users in Bulk:

If the selected users have different values for the same field already assigned (for example, different languages), then "Select..." appears under the Value column for that attribute. If they have the same values (for example, same role), then that value appears.

Both transporters and transport supervisors must have assignment types. Transporters' assignment types and assignments affect where they are asked to work and supervisors' assignment types and assignments can affect the alerts that they receive about transport jobs.

Select an assignment type for the user to determine whether the user:

If you select Fixed or Fixed & Exclusive as the assignment type, then assign the user to sections and/or zones within a campus.

To Set the User's Assignment Type and (if applicable) Assigned Sections and Zones:

Supervisors who do not have saved assignment types might not be able to generate some reports or receive notifications when transporters reject transport jobs. If you are not going to select a specific assignment type, such as Fixed, select None, and then click Save.

If a section includes both exclusive and non-exclusive zones, then zones must be assigned individually to variable and fixed (non-exclusive) users.

Both bed cleaners (EVS employees) and EVS supervisors must have assignment types. Bed cleaners' assignment types and assignments affect where they are asked to work and supervisors' assignment types and assignments can affect the alerts that they receive about jobs.

Select an assignment type for the user to determine whether the user:

If you select Fixed as the assignment type, then assign the user to sections and/or zones within a campus.

If a section includes both exclusive and non-exclusive zones, then zones must be assigned individually to variable and fixed (non-exclusive) users.

To Set the User's Assignment Type and (if applicable) Assigned Sections and Zones:

Supervisors who do not have saved assignment types and assignments cannot receive No Coverage Alerts.

Do one of the following:

The ability to perform tasks such as creating requests for transport jobs, dispatching themselves to a transport job, creating or canceling a bed request, or suspending or canceling a bed cleaning job are controlled by permissions.

Permissions give users rights within applications. Permissions are associated with groups. Groups are associated with roles. Users associated with a role have permission from the group that is connected to that role. Finally, the permissions are restricted or dependent on a user's membership.

Note: Although every role must be associated with one group and one application, it is possible that a role could have no groups associated with it for a particular application.

How the assignment of a new permission would happen.

We’ll review how groups, roles, and permissions affect user capabilities.

Note: If you edit user information and you select a different role for an existing user to give them new permissions, the new permissions will not take effect until the user signs in again. You cannot edit user information while the user is signed in.

Chris Smith, Pat Kelly, and Terry Ramirez are all TransportTracking™ application users.

The following are three of the groups that have been created in the Capacity Management Administration page.

The following are some of the permissions that each group has:

The following are three of the roles that have been created in the Capacity Management Administration page and the groups that they have been associated with for the TransportTracking™ application.

The Capacity Management™ Suite provides a Default Administrator group. In this group, most of the permissions associated with the Capacity Management Administration page or Admin > Settings > Capacity Management component are enabled. (However, this group can be edited. The permissions can be enabled or disabled according to your needs.) A user who is designated a role that is associated with this group can perform most functions in the Capacity Management Administration page or Admin > Settings > Capacity Management component.

Note: There are other Capacity Management Administration page or Admin > Settings > Capacity Management functions that only TeleTracking Technologies representatives can perform (such as HL7 configuration and configuring the amount of time after which pages are refreshed automatically).

To give users system administrator rights, when you are adding or editing their user information, select a role that is associated with the Default Administrator Group.

Note: You can also give users most requester, transporter, or supervisor rights by enabling the TransportTracking button and selecting the Default Requester Group, Default Transporter Group, or Default Supervisor Group.

When an admin needs a list of all other users with admin rights enabled you are able to search this in user management.

Explanation

By setting the User Attribute to "Admin Rights enabled" and using "yes" as the filter string, you will be able to find all admin users listed in the application. Conversely, you can use "No" to find all nonadmin users.

Third-Party Staff Assignment Systems

Third-party staff assignment systems can integrate with the PatientTracking Portal^® in the Capacity Management Suite^® solution to facilitate assignments of staff members to beds. For this to occur, staff members must be mapped to an identifier for each third-party system to which they need access. Administrators with the required permissions can modify the external identifiers settings. By accessing the External Identifiers tab for any employee, an administrator can manage the third-party staff assignment systems to which users are assigned.

Users must be mapped to the notification service that your health system uses so that users can receive notifications.

Which permissions and memberships are required to complete this task?
To access the Capacity Management Administration page menu or Admin > Settings > Capacity Management, you must have the Capacity Management Administration page Menu permission. To access administrative groups, you must have the global administrative permissions-Administrative Controls- User Management permission. To change user information, you must have Edit rights. If you have View rights, you can see, but not change, user information. Your Membership Type must be All and Administrative Rights to the membership must be enabled. Alternatively, your Membership Type can be Fixed with a campus-, cluster-, or unit-level membership with Administrative Membership rights enabled. You can only see, add, or edit user information for users within your membership.

Fields marked with \* on the page are required.

Users are timing out at unexpected times.

Solution

Cause

A primary cause of this would be the session timeout settings being set to abnormal values, which is generally set on the group level.

Solution

Obtain user examples and review application access audit reports and timeout settings

Once the information is gathered, review the "inactivity timeout period for all screens" for the XT group(s) that apply to the user(s).

TIP: Before doing this, make sure their timeout settings are set on the group level. You can verify this by navigating to Capacity Management Administration page > Master Configuration > Timeout source for session > Group.

The inactivity timeout setting on the group may be set to a smaller value than the client was expecting, which can cause all users within that group to timeout of the application rapidly.

TIP: If the client is reporting that a timeout has occurred, but they are not seeing the user log back into the application, then the user most likely logged into multiple sessions. Whenever the user is logged into multiple sessions, a timeout will only kill one of the sessions and not all of them. This scenario can be verified by running the application access audit report.

A user with a Supervisor or Administrator Role is unable to update users.

Solution

There are two things you can check when a user is reporting they are unable to update user profiles.

Admin rights need to be enabled under the user profile

Solution

I had to go under the user profile and make sure that under the membership & assignment section that the (Admin Rights) are enabled. Save the profile have the user log out and back in.

They should be able to access the users under the Capacity Management Administration page.

You need to check the users Role, then check the users group. Here you will need to make sure the group admin has the ability to use the Capacity Management Administration page and also the user management option.

Capacity Management Administration page - role - admin group - then have enabled (Capacity Management Administration page Menu & User Management)

If both of these are enabled then go back to the user profile and make sure that under the membership & assignment that the (Admin Rights) are enabled. Save the profile have the user log out and back in.

They should be able to access the users under the Capacity Management Administration page.

Unable to view/add/edit users under the Capacity Management Administration page

User is unable to login to XT with their MSAD credentials.

Solution

If a user enter the wrong password too many times, their account can become locked if they configured this in the Global Settings. The more times they attempt, the longer the lockout.

The client can unlock an account using MSAD authentication using this process. To unlock a Standard account, have the client use the reset password functionality.

Client will need to find a user with admin rights (whether this is their supervisor or a member of their help desk) in order to cycle their login type from MSAD to Standard and then back to MSAD. This will reset the XT account lockout for the specific user account.

TIP: Tech Support should not be unlocking account or resetting passwords on client systems. Test or Prod.

User is unable to login to XT with their MSAD credentials

When you need access restored to your Capacity IQ account.

Solution

User is unable to login to Capacity IQ®

Solution

The client can unlock an account using MSAD authentication using the following process.

This article will highlight what an MSAD and Standard user is.

Saving a new user returns the error: "An error has occurred. Please contact your system administrator.”

Solution

The error usually indicates that multiple fields of the new user’s management data are already saved under another user. An example of this would be identical User Login IDs or IVR IDs; ensure those are unique.

By default, XT allows users to log in to multiple sessions, meaning that if a user logs in on a second workstation without logging out of the first, that user will be able to access XT from both workstations. There is no practical limit to the number of concurrent sessions a single user can have.

If a client wishes to disable this, the User ID Multiple Login setting must be disabled in Enterprise-Wide settings.

Resolve access, membership, or account set-up issues.

If your campus membership is not set up correctly, you may experience issues logging in, accessing facilities or campuses, or completing tasks.

TeleTracking cannot complete any user account maintenance. Reach out to your admin or helpdesk to ensure the correct membership is added to your account.

User account corrections and merging should be addressed by your helpdesk or DBA (database administrator).

You need to update or change a user's email address inside their TeleTracking user profile.

TeleTracking no longer handles user account corrections. Your internal help desk or Database Administrator should be able to assist with this request.

If the ADFS, IQ Account, or Capacity IQ®Account are not set up properly then a user will not be able to access TeleTracking appropriately. This diagram will help you determine which account is the issue

Solution

Can the user access the Teletracking IQ home page?