Screen Alerts are the primary communication tool used by Patient Placement staff. Once Screen Alerts are activated, Patient Placement can manage all communication related to Bed Requests as well as receive free text Instant Notify messages from departments. By using Screen Alerts, Admitting will see a significant reduction in the amount of phone calls related to bed requests, allowing staff to focus on placement tasks without constant interruption.

The Alerts button appears at the top-middle of every page. The Alerts button displays the Screen Alerts dialog used to access Screen Alerts. Screen Alerts are configured in the Alert Settings of the Capacity Management Administration page or the My Notifications/User Notifications page.

Note: This setting may be controlled by a group policy, so your local IT may have to enable it.

The Scorecard - Capacity Management Performance Report is a tool used by hospital administrators and management to evaluate capacity management performance. It provides a comprehensive look at key metrics over a 12-month period, allowing for trend analysis and performance tracking. This report focuses on specific units or the entire campus, giving flexibility in scope. The data included covers several crucial areas: manually entered demand indicators (likely input by administrative staff), unit-specific patient placement indicators (configured beforehand in the Admin Tool), early discharge data (also configured in the Admin Tool), and transport/housekeeping metrics. This report is to provide insights into operational efficiency and highlight areas needing improvement. By comparing this data with other Capacity IQ® reports, such as PreAdmitTracking®, BedTracking®, and TransportTracking™ reports, administrators can gain a holistic view of capacity management and make data-driven decisions.

In the Placement Time Indicators section, select:

To Set Placement Time Indicators:

Purpose:
Monitors transport and housekeeping performance for timely room turnovers, ensuring efficient bed utilization.

Configuration Steps:

Adjusted Thresholds:
By entering values for adjusted minimum clean time, adjusted maximum clean time, and adjusted maximum response time, you exclude from calculations any bed cleaning jobs that are outliers. Jobs that might have unusually short or long clean times or unusually long response times compared to what is considered the typical maximum or minimum will not be included in calculations. This can prevent atypical jobs from skewing data.

Example:
You enter the following values under Transport/Housekeeping:

On the Scorecard report, calculations will exclude bed cleaning jobs that were completed in less than 16 minutes or in more than 60 minutes and where the original response time was more than 120 minutes.

Best Practices:

A section is a critical part of a hospital system's logical structure, positioned between campus and zone in the hierarchy: Campus > Section > Zone. Each section belongs to only one campus, though a campus can encompass multiple sections. Sections are instrumental in managing hospital operations as they serve as designated work areas for transporters, bed cleaners, and supervisors. By organizing tasks within these defined sections, hospitals can efficiently assign personnel, streamline workflows, and ensure better accountability.

This document aims to provide comprehensive guidance for configuring and managing key hospital performance indicators, including demand indicators, patient placement metrics, early discharge tracking, and transport/housekeeping indicators. Through proper configuration, hospital staff can optimize resource allocation, improve bed management processes, and elevate operational efficiency.

Intended for administrators, report generators, and data entry personnel involved in capacity management, performance reporting, and operational oversight, this resource emphasizes the importance of structured and well-monitored configurations. The strategic use of sections supports efficient task assignment and workflow coordination, which are essential for ensuring timely and effective patient care and overall hospital efficiency.

To access and modify sections, users must have:

Before you begin, you might want to review About Physical and Logical Structures. Before you can delete a section, you must remove all zones from the section.

If you have the appropriate permissions and membership, you can delete sections in a campus. The sections will no longer be available to assign to transporters when user information is added or edited. You cannot delete a section that transporters have been assigned to.

Which permissions and memberships are required to complete this task? 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, you may have the Membership Type "Fixed" and campus-level membership with Administrative Rights enabled for the campus.

To delete sections:

This article provides a brief description of all services for the Capacity IQ®.

Single Sign-On (SSO) is an authentication method that allows users to securely access multiple applications and websites using a single set of credentials. In Capacity IQ® versions 2.3 and later, when the SSO feature is enabled and configured, users can start the application by using their Microsoft Windows Active Directory usernames and passwords—the same credentials they use to sign in to their workstations. In a fully configured SSO environment, users do not need to manually enter their usernames and passwords; instead, they can simply click a desktop shortcut or intranet favorite and are automatically signed in using their Microsoft Windows Active Directory credentials.

This setup ensures flexibility and secure access tailored to user and organizational needs while streamlining authentication processes.

The Spill Clean feature within the BedTracking® application empowers nurses and other qualified staff to efficiently manage spill cleanup requests on beds within healthcare facilities. This functionality is available whenever spills occur on or around beds in Clean, Occupied, or Blocked statuses. Accessible through the BedTracking® system, staff can initiate, modify (before job commencement), and cancel spill cleaning requests directly within the application. This streamlined process improves hygiene management, reduces response times to spills, and helps maintain a clean and safe environment for patients and staff by ensuring prompt attention to spills of various types, including food, beverages, blood, bodily fluids, and water.

You can create spill-cleaning jobs for beds that are in the following statuses:

Current status must be: Clean, Occupied, Blocked

Permission Required: The Create Spill Cleaning Request permission is required to perform this task. The Spill Clean BedTracking® global setting must be enabled before you can create, change, or cancel a spill cleaning job. If you have the permission shown in Permissions Required, you can create a request to clean up a spill that is on or around a clean, occupied, or blocked EVS bed.

From Electronic Bedboard® View:

From List View:

Only beds with the Show on Bedboard setting enabled in the Admin Tool or Admin > Settings > Capacity Management component can appear in list views.

When your user profile is set up, you are assigned membership, which determines your access to unit information.

If you have variable membership, select units each time you sign in. These units will automatically appear in list views.

If you have fixed membership, visibility is limited to specific units included in your profile. Only units within your membership can be displayed in the list view. The following scenarios apply:

How to Access the List View

Current status must be: Clean, Occupied, Blocked

Permission Required: The Create Spill Cleaning Request permission is required to perform this task. The Spill Clean BedTracking® global setting must be enabled before you can create, change, or cancel a spill-cleaning job.

After a spill clean job request is created, but before a bed cleaner has started the job, you might discover that you need to change the spill type associated with the job. For example, you might have discovered that bodily fluid was spilled rather than water. If you have the permission shown in Permissions Required, you can change the spill type associated with a request to clean up a spill. The bed cleaner will receive an updated notification of the job with the new spill type.

To Change the Spill type on an Existing Spill Cleaning Request (if the cleaning job is not yet in progress):

Current status must be: Clean, Occupied, Blocked. You cannot cancel a job that is already in progress.

Permission Required: The Cancel Spill Cleaning Request permission is required to perform this task. The Spill Clean BedTracking® global setting must be enabled before you can create, change, or cancel a spill-cleaning job.

After a spill clean job request is created, but before a bed cleaner has started the job, you can cancel the job. The job cannot be canceled if it is already in progress. If you have the permission shown in Permissions Required, you can cancel a spill-cleaning job.

To Cancel a Spill Cleaning Request:

If users (with appropriate permissions) should be able to create, change the spill types for, and cancel, spill cleaning jobs, then enable the Spill Cleans global setting.

To allow spill-cleaning jobs:

The spill type indicates the kind of item that has to be cleaned up for the spill job.

The bed cleaners need to know the type of item that has been spilled so that they can prepare to clean up the spill (for example, take precautions if blood or bodily fluid has been spilled).

Scope

Administrators configure the spill types that can be selected in the Dictionary Management section of the Admin Tool or Admin > Settings > Capacity Management component.

Spill types are essential for managing spill cleanup requests in healthcare facilities, ensuring that Environmental Services (EVS) teams are adequately prepared to handle different types of spills, such as food, water, blood, or bodily fluids. Every spill-cleaning job must have a spill type associated with it so that cleaners can take appropriate precautions and use the correct cleaning methods. Administrators configure spill types through the Dictionary Management section of the Admin Tool or Admin > Settings > Capacity Management component. If the Spill Clean global setting is enabled for a campus, users can request and complete spill-cleaning jobs by selecting the appropriate spill type, helping EVS staff anticipate and efficiently clean up spills.

The spill type indicates the kind of item that has to be cleaned up for the spill job. Bed cleaners must know the spill type to take necessary precautions and prepare adequately, especially when dealing with hazardous materials like blood or bodily fluids.

Spill types must be configured by administrators in the Dictionary Management section of the Admin Tool or Admin > Settings > Capacity Management component. Proper configuration ensures that campuses can handle spill-cleaning requests effectively.

Permissions Required

To manage spill types, administrators must have the following permissions:

If administrators encounter an error stating, "An error has occurred. Please contact your system administrator" when adding spill types, it may be due to access rights issues.

This breakdown provides a user-friendly and comprehensive guide for administrators to efficiently manage spill types and ensure that EVS teams can handle spill-cleaning requests smoothly.

The split console view feature allows healthcare staff and administrators managing patient admissions, placements, and bedboards to display and manage two views simultaneously, enhancing efficiency and workflow management. Available within the PreAdmitTracking® and Clinical Operations applications of Capacity IQ® Solution, this functionality is particularly useful during daily operations when monitoring multiple lists or bedboards is required. By enabling side-by-side tracking of different views, it improves task visibility and operational efficiency, fostering a more streamlined approach to patient management. Users with the necessary permissions can also save their split view settings for continued use.

While no specific permissions are required to split a console view, users must have appropriate permissions under the "Saving a Console View" settings to save split view preferences and retain them for future sessions.

Enabling SSL for Capacity IQ® ensures secure data transmission and is essential when using Mobile or TransferCenter integrations. Follow the steps below to enable SSL and ensure smooth operation.

If you'd prefer support assistance, TeleTracking Support can enable SSL for your Capacity IQ® application.

The Staff Assignment dialog allows Charge staff and authorized personnel to assign and manage staff members for bed locations in a unit during the current or future shifts. It provides access to a Staff List, which includes staff profiles linked to the selected unit and associated with various staff types, along with their device numbers, such as phone or pager numbers. This dialog integrates with third-party staff assignment systems, though staff lists originating from these systems cannot be modified directly through the Staff Assignment interface. When shifts roll over, newly assigned staff automatically replace previous assignments. If a patient is transferred within the same unit, the assigned staff remains associated with the bed, while transfers to different units automatically assign new staff. Only non-stacking beds with the "Show on Bedboard" setting enabled appear in the dialog, as stacking beds cannot be assigned. Access to the Staff Assignment dialog requires the Access Staff Assignment permission, ensuring that only authorized users can perform these tasks.

The Staff Assignment dialog appears.

The left side of the Staff Assignment dialog shows the Staff List and displays the following information:

The right side of the Staff Assignment dialog displays the following:

The Staff Assignment Dialog in the Workflow IQ® application allows Charge staff to efficiently assign, edit, and manage staff responsibilities within their healthcare units. Below is a comprehensive guide to using this feature.

The Staff Assignment Dialog provides the following essential functions:

If using shifts, make sure that the shifts have been set for the unit. Administrators with appropriate permissions can set the shifts. For more information on setting shifts, Administrators can click Admin Tool > (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.

Access the Staff Assignment dialog. The Staff List is displayed on the left side of the window and the bed assignments display on the right side of the window.

If using shifts, select the appropriate button for the desired shift. If you are not using shifts, staff assignments will take place after saving the staff assignments.

In the Staff List, click on the name of the staff member you want to assign to a bed.

Note:

Click the appropriate staff type column, such as Registered Nurse or Nursing Assistant, to assign that staff member to the bed. Under the Staff List, the number of beds to which this staff member is assigned increases.

Note:

To save your changes, click Save and Close.

To close without saving changes, click Close.

Important Note:

For adding temporary staff members, refer to the specific instructions for that process.

The Staff List displays the list of available staff members, staff member device numbers, such as phone number or pager number, if entered, and the currently selected shift's start and end times for each staff member.

Important Note: If shifts are not defined for the unit, only the device number can be edited.

You can remove a staff member from the Staff List so that the staff member is no longer available to be assigned to beds for the selected unit. If a staff member, temporary or permanent, is no longer an employee, their account can be deactivated to prevent them from being added back to the list. (See instructions.)

The newly added temporary staff members will appear with a blue diamond next to their name.

Steps to add a temporary staff to the Staff List within the PatientTracking Portal.

Steps

You may find that the Assistant column is missing from your Staff Assignment screen. The functionality of the Staff Assignment View is tied to the console view you have loaded in the Patient Tracking Portal. We’ll cover what to look for.

A bed is considered a staffed bed if there are enough nursing staff members on duty during a given shift to care for a patient in that bed, avoiding the assignment of beds in wards that do not have enough staff members on duty to care for patients. Administrators are responsible for setting the number of "staffed" beds per shift for each unit. This setting is used during each shift to ensure adequate staffing and applies to each unit within the healthcare facility. The purpose is to ensure that there are enough nursing staff members available to provide care for patients in each bed, thereby maintaining patient safety and care quality. This setting is used in the PreAdmitTracking® application bed search. Staffed beds are showing zero; the client expects to see a certain number of staffed beds but the count is 0. A potential cause is that "Automatically Calculate Staffed Beds" is turned on in Master Config with no assigned staff. To resolve this, assign Nurses and/or Caregivers, check the Master Config for "Automatically Calculate Staffed Beds" to verify it is enabled, and ensure that there are Nurses and/or Caregivers assigned to the shift. If they are not, the bed count will shift back to zero.

This article will walk you through how to add Staffed beds.

Steps

If the numbers of staffed beds per shift have been entered on the Unit PreAdmit Settings tabs for multiple units, you may edit the number of staffed beds per shift per unit for multiple units at once using the Staffed Beds feature. This number that you configure does not affect the PreAdmitTracking® application or PatientTracking Portal® application when it is used on a tablet device. Administrators are responsible for setting these numbers to ensure adequate staffing across units. This setting is used during each shift to maintain proper staffing levels and applies to each unit within the healthcare facility.

The purpose is to ensure that there are enough nursing staff members available to provide care for patients in each bed, thereby maintaining patient safety and care quality. 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 the Administrative permission called Edit Staffed Beds. This permission applies to the Admin Tool or Admin > Settings > Capacity Management component rather than the PreAdmitTracking® application. You must have Edit rights to change information. If you have View rights, you can see but not change information. You may only edit or view units to which you have membership.

To Edit Staffed Beds per Shift for Multiple Unit

Note: The "No Shifts Have Been Defined" message indicates that no shifts have been added for this unit on the PreAdmit Unit Settings tab. For instructions on adding a shift and setting the number of staffed beds for a unit, see Configuring Unit PreAdmitTracking® application Settings.

The user is reporting they get a popup when attempting to place a patient.

It is a message letting the user know that at the time of the initial bed request that the staffed beds were full. It does not inhibit any user action as it is purely informational.

The Staffed Beds for unit <Unit Name> on <Date> from <Timeframe> are full

To configure the Automatically Calculate Staffed Beds Count setting in the PatientTracking Portal®, if the setting is set to Yes, the staffed beds for the unit will be calculated when the shift is set for the unit. The staffed bed count will equal the number of beds in the unit that have nurses assigned to them for that shift. To configure this setting, do one of the following:

You may enter the number of staffed beds that exist per unit per shift. These numbers are used in the bed search, and a warning appears when a user attempts to assign a bed that would cause the number of assigned beds to exceed the number of staffed beds. Administrators enter shift start times in the Admin Tool or Admin > Settings > Capacity Management component and can also enter the number of staffed beds per shift. However, if you have the Access Staffed Beds permission, you may change the number of staffed beds per shift from the PatientTracking Portal® console, though you cannot enter the shift start times from the console. To complete this task, you must have the Access Staffed Beds permission and can only set staffing for units included in your membership.

To set unit staffing, you can click the Staffed Beds icon, go to PatientTracking Portal® > Staffed Beds, or navigate through Clinical Operations > PatientTracking Portal® or PreAdmitTracking® application, depending on your health system's configuration. Select a unit by clicking the magnifying glass next to the Unit box, choose the appropriate campus and unit, and then enter the number of staffed beds available for each shift for each day of the week in the corresponding cells. Finally, click Save to apply the changes.

To set shifts and enter the number of staffed beds per shift, you may use the Unit PreAdmit Settings tab. These numbers are used in the bed search, and a warning appears when a user attempts to assign a bed that would cause the number of assigned beds to exceed the number of staffed beds. This setting does not affect the PreAdmitTracking® application or PatientTracking Portal® application when it is used on a tablet device. To set shifts and enter staffed beds per shift, access the Unit PreAdmit Settings tab. In the Shifts and Staffed Beds in this Unit section, click the Add button to add a row. In the Shift Name column, type a unique name for the shift. For users upgrading to version 3.2, any shifts that were defined at the time of upgrade will be named “Shift 1," "Shift 2," "Shift 3," and so on for all defined shifts. After the upgrade is complete, you can go back and modify the names. New shifts created after the upgrade will have names you have defined.

In the Shift Start column, type the time that a shift starts (for example, 07:00). Shift end times are based on the start time of subsequent shifts. In the row that corresponds to the shift, type the number of staffed beds for that shift for each day of the week. Click Save. To remove saved shifts, click the check boxes for those shifts, click Delete Selected Records, and when a confirmation message appears, click OK. Finally, click Save.

Staff members are individuals who work for the hospital and have duties involving patients and beds, such as nurses, assistants, physicians, transporters, and bed cleaners. The floor plan can help locate specific staff members. Some users have aliases or pseudonyms, like Unit Supervisor, in their user profiles. If an alias should appear in a staff type column that displays the staff member assigned to a bed instead of the staff member's name, and an alias should appear in alarm warnings, enable the Display Alias for Staff setting. If this setting is enabled and the staff member's user profile does not have an alias, the staff member's first name will appear.

To show aliases or first names for staff members, ensure Enabled appears in the Display Alias for Staff row on the Console Settings window. If Disabled appears, click it to change it to Enabled. To show names instead of aliases or first names for staff members, click Enabled to change it to Disabled. This setting is managed by administrators to ensure clarity and proper identification of staff members during their shifts, which is crucial for maintaining efficient communication and patient care within the hospital.

To search for a staff member, you can use their first or last name (or part of the name), or the number of the TeleTracking Location IQ System™ badge associated with them. This search allows you to find information such as the current location of the staff member, how long they have been there, and how long ago TeleTracking Location IQ sent information about them. You can also access a floor plan of a unit to see where the staff member is located within the unit. This feature is used by administrators and staff members during their shifts to ensure efficient communication and patient care within the hospital. Your organization must have a Staff Tracking license, and you must have the Show Staff Search permission to search for staff members. This search functionality is crucial for maintaining efficient operations and ensuring that staff members can be quickly located when needed.

The following information appears about the staff members found in the search:

Staff types are used by the TeleTracking Location IQ System™ when integrated with the Capacity IQ® solution and if your organization has a license for the PreAdmitTracking® application, to facilitate staff assignment through the PatientTracking Portal® application. This is crucial for identifying who is responsible for specific tasks and ensuring efficient workflow management. Notably, two staff types, Physician and Staff, appear automatically and cannot be renamed or removed. Users can view a floor plan in the Capacity IQ® solution to determine the current locations of physicians and other staff members wearing staff badges, provided they have a Staff Tracking license starting from version 2017.1. Staff types, such as Charge Nurse and Attending Physician, help identify the roles or functions of staff members on the floor plans. In the PatientTracking Portal® application, staff types enable users to assign staff members to beds, either in advance if shifts are set up or as staff members report for their scheduled shifts. Each staff type can be configured to perform rounding activities to monitor patient care and can be mapped with third-party staffing assignment systems. Additionally, all created staff types can be added as columns in the List View of the PatientTracking Portal® application. To configure staff types, you need the administrative permission called Staff Type with Edit rights to make changes, while View rights allow you to see but not change staff types in the Admin Tool or Admin > Settings > Capacity Management component. This ability to update staff types is essential for maintaining accurate records and optimizing staff utilization, ultimately improving overall operational efficiency.

A user's staff type indicates their role, such as nurse, assistant, transporter, requester, bed cleaner, transport supervisor, or EVS supervisor. Staff types can also be configured for those performing rounding activities.

You can change a staff member's staff type through:

the two default staff types, select the checkbox in the first row and first column of the page.

To display staff assignments for each bed row and patient row based on staff type, you need to add columns for each staff type configured in the Dictionary Management section of the Admin Tool or Admin > Settings > Capacity Management application, provided the staff type has been enabled in Dictionary Management. The column title is determined by the staff type name, such as Nurse for the nurse staff type. These columns are informational and do not allow changes to staff assignments. If shifts are assigned, the column will display currently assigned staff member names or aliases (if the Display Alias for Staff console setting is enabled), incoming staff scheduled to start in a specified number of minutes, and outgoing staff scheduled to end their shift in a specified number of minutes. You can hover over a staff member's name to see a list of outgoing and incoming staff members. If shifts are not assigned, the column will display currently assigned staff member names or aliases, and hovering over a name will show the full list of assigned staff members. When both incoming and outgoing staff are displayed for a bed, the staff type column will scroll through the names. This setup helps in efficiently managing and viewing staff assignments based on their roles. For more information on modifying staff assignments, refer to the Assigning a Staff Member to a Bed section. The display of staff member information in the column is based on whether your organization has shifts assigned, with specific settings configured on the Unit PatientTracking Portal® Settings tab in the Admin Tool or Admin > Settings > Capacity Management component.

The Bed Tracking Supervisor workflow in TeleTracking is designed to help EVS supervisors efficiently manage hospital cleaning operations and staff assignments. Supervisors log in using their credentials and access BedTracking from the Care Support menu to view the BedTracking Dashboard, which provides a comprehensive view of bed statuses, discharge and spill clean statuses, and employee assignments. They receive notifications and alerts to ensure timely responses to events, which can be configured by delivery method and timing. The Beds view provides detailed information on bed statuses, while the Discharge and Spill Clean section enables supervisors to reassign cleaning tasks as needed. The Daily Clean tab tracks daily cleaning progress, and the Employees tab displays employee statuses. Instant Notify allows supervisors to communicate directly with staff. As part of the shift turnover process, supervisors print the Employee Zone Coverage Report and make necessary updates. These tools and processes help supervisors maintain a clean and well-functioning hospital environment, ensuring tasks are completed efficiently and staff is appropriately managed.

Note: If enabling Screen Alerts, for them to take effect, you will need to Log Out and Log back into the system.

NOTE: Both Notification Matching and Alert Matching should be set to “Against my assignment.”

NOTE: Alerts are configured separately in Alert Management.

The Notify New function can be accessed in two ways:

NOTE: Notification groups can be created by your system Admin. This will enable you to send messages to a group, say all EVS Employees, without having to search for them individually.

The Transport Supervisor plays a critical role in managing patient flow within a healthcare facility by overseeing transport operations and ensuring that patient movement is efficient and timely. This Reference Guide provides step-by-step instructions for executing key workflows and processes necessary for optimal patient flow. Transport Supervisors are responsible for assigning and monitoring transport jobs, resolving issues, and ensuring compliance with established protocols. By utilizing this guide, supervisors can effectively coordinate transport activities, streamline operations, and contribute to the overall efficiency and quality of care provided in the department.

Click on the Grey Disabled button to change it to Enabled for any method you wish to choose.

(Note: You must have an email address entered in your profile in order to Enable Email Notifications or Alerts.)

Note: Both Notification Matching and Alert Matching should be set to “Against my assignment”.

Note: Alerts are configured separately in Alert Management.

Clicking on any of the column headers will display a list of transporters in that status. Clicking on the Campus Name opens a list of every transporter.

Rejections:

Adjustments:

Click on the Employee ID to get more information about a transporter.

NOTE: You can create notification groups in Dictionary Management. This will enable you to send a message or messages to a group, e.g. all transporters without having to search for them individually.

Note: Because RTKI averages are calculated based on job status during the last 60 minutes, RTKIs must be looked at individually rather than compared. For example, it’s possible the Avg Pend might be larger than Avg Resp at a given time, which would be counterintuitive. This is because different jobs may be included in the calculations based on job status.

The Dispatch Monitor is a tool you may use in order to see how jobs are being prioritized by your Dispatch Set.

Priorities may be adjusted in two ways and both of these features are permission-driven.

Ways a Transporter may be Exclusive –