Efficiently enter bed requests for all admissions and internal transfers.

This guide provides step-by-step instructions for the functionality needed to complete the designed Patient Flow processes and workflows specific to the department.

Launch TeleTracking and input your User Login ID and Password. Click the Sign In button.

From the Clinical Operations menu, click the PreAdmitTracking® option.

From the Select Membership box, choose the unit you are working on. Click save.

You will now see the view for your designated unit.

In the upper-right corner of the page, click the sign-out or end-session link.

Launch TeleTracking and input your User Login ID and Password. Click the Sign In button.

From the Clinical Operations menu, click the PreAdmitTracking® option.

You will now see the view of your unit.

In the upper-right corner of the page, click the sign-out or end-session link.

This list allows Procedural Areas, Patient Placement, and Nursing Units to better plan for bed requests to ensure beds are available when they are needed.

Adding a patient to the list: Click on the Patient Search Icon.

In the Search Text field, type the patient’s Visit Number and select the appropriate search option from the drop-down menu. Click Search to see the results.

NOTE:

Update and verify the appropriate fields below in the patient’s record based on your hospital’s process. Examples include:

Save and close the record.

Once the patient is added to the list, Patient Placement can now see the list and will Target the units that are planned to receive the patients.

Anticipated Admissions: Planned procedure admissions.

Unplanned Admissions: The patient was not a planned admission. An example of this would be an outpatient that now required an admission.

Internal Transfers: The patient has already been admitted to the hospital but will need to move to a different bed afterward.

From Capacity IQ® PreAdmit, click on the Anticipated Admits tab. Find the patient and click on their name.

Update/Verify the following data items below. Save and Close the record once completed.

Activate the request by clicking the Red Date and Time.

Once the request is activated, the record will disappear from the Anticipated Admits List and will now be available on the Request tab. The activated request will display a Green Date and Time.

Once activated, Patient Placement receives an alert notifying them of the Bed Request.

The next step in the Bed Request process is Activating the Ready-to-Move (RTM) Timer, which is covered later in this reference guide.

Left-click on the Patient Search icon.

In the Search Text field, type the patient’s Visit Number and select the appropriate search option from the drop-down menu. Click Search to see the results.

Visit Number is the preferred search method in order to ensure the correct patient record is used.

Identify the correct patient from the search results and click on the patient’s name. This will open the Patient Placement Details box.

Update/Verify the following data items below. Save and Close the record once completed.

Activate the request by clicking on the Red Date and Time.

The activated request will display a Green Date and Time.

Once activated, Patient Placement receives an alert notifying them of the Bed Request.

The next step in the Bed Request process is Activating the Ready-to-Move (RTM) Timer, which is covered later in this reference guide.

Left-click on the Patient Search icon.

In the Search Text field, type the patient’s Visit Number and select the appropriate search option from the drop-down menu. Click Search to see the results.

Visit Number is the preferred search method in order to ensure the correct patient record is always being used.

Identify the correct patient from the search results and click on the patient’s name. This will open the Patient Placement Details box.

From the Patient Action Drop-Down, select Create Bed Request. Once selected, you will then see a third column appear in the patient’s record.

Update/Verify the following data items below. Save and Close the record once completed.

Click Save and Close.

Because the patient is already an Inpatient, the request does not need to be activated. As soon as the request is saved, Patient Placement will get an alert notifying them of the Bed Request.

The next step in the Bed Request process is Activating the Ready-to-Move (RTM)Timer

The RTM Timer is an important patient flow tool that allows Patient Placement to assign ‘Ready Beds to Ready Patients’.

Once bed requests are entered into the system, Patient Placement will actively start looking for the most appropriate unit for the patient based on the information provided in the bed request.

A final bed assignment will NOT be provided until the sending area identifies the patient as ‘Clinically Ready to Move’.

From the bed request tab, find the correct patient record and look for the column labeled RTM@.

Single click on the field to set the timer. You will now see a time display in the field.

Once the RTM is set, an Alert is sent to Patient Placement notifying them that they need to assign a bed. Once the Bed Assignment is set, the sending and receiving unit will also get a notification with the bed assignment details.

The RTM Timer is an important patient flow tool that allows Patient Placement to assign ‘Ready Beds to Ready Patients’

Once bed requests are entered into the system, Patient Placement will actively start looking for the most appropriate unit for the patient based on the information provided in the bed request.

A final bed assignment will NOT be provided until the sending area identifies the patient as ‘Clinically Ready to Move’.

From the bed request tab, find the correct patient record and look for the column labeled RTM@.

Single click on the drop-down arrow in the field.

Select the appropriate time.

You will now see the time display in the RTM@ field.

If you select ‘Now’, a notification is sent to Patient Placement alerting them they need to assign a bed right now. If you select a future time, Patient Placement gets a notification to let them know when you will be ready, however, a bed assignment will not be provided. Once the actual RTM time arrives, Patient Placement gets a second notification to let them know to assign a bed now.

To request Transport for a patient, find the appropriate patient and click on the Transport Status field.

NOTE:

The Patient Transport History dialog displays. Click on the Add Patient Request button.

The Transport Request will open. The following fields will need to be addressed:

Click on the magnifying glass icon, next to each field. The Find a Location box will appear.

In the Search Text field, type the name/room # of the location.

Click in the Check All box to select all units.

Click the Click to Search button. You will see the search results in the Location Results box.

Click on the location and it will highlight Blue. Click on the Select Location Button. You will now see your location displayed in the Origin or Destination field.

Select the appropriate Mode of Travel from the drop-down menu.

Verify that the Isolation is correct.

If the patient has an isolation set in the EMR, this field will already display an Isolation.

Pending – The Job will be sent to the first available transporter.

Appointment – The Job is entered for a specific time. The system will release the job prior to the scheduled time to ensure the patient arrives on time.

Possible – The Job is entered into the system but will not be an active request until the job is manually released.

To set, highlight requirements in the Available box.

Use the arrow to move to the Selected box.

This can also be done in reverse to remove items.

Now that the fields are completed, click on Save to complete the request. At the top of the Transport Request box, you will now see the job displaying the Job Status you selected.

For example, if a patient needs to go to CT and MRI before returning to their room.

Once the request is entered, click on the Add to Sequence button below the Job Status.

You will now be prompted to enter the additional destination.

Once completed, the second job will remain in a “Possible status” until it is Released.

For example, if the patient goes to CT and they will be returning to their room once the CT is over. The second job will remain in a “Possible status” until it is Released.

Once the request is entered, click the Return Patient button.

The Return Job will now display as a Possible job.

Click on the Cancel button in the Transport Request.

You will now be prompted to select a Reason Code to explain why the job needs to be canceled.

In Transport Tracking™ click on the Item Trans icon from the toolbar at the top of the screen.

The Item Transport Request box will be displayed. Complete the following fields:

Click Save. You will now see the job in a Pending Status.

Click the Instant Notify icon to open the Instant Notify dialog box.

In the Search Users and Groups field, type a few letters of the User or Group to find the recipient. Repeat the process for additional recipients.

Type the contents in the Message section then click Send. You will see a notification at the top of the box that confirms the message has been sent.

Click cancel when finished to close the Instant Notify box.

Be careful not to hit the Send button multiple times. Each time you click the button, the message will resend.

If an Instant Notify is being sent to 25 or more users, you will get a pop-up message alerting you that you are sending the message to a large group of users. This is normal application behavior, and you are OK to proceed.

These messages are reportable so be mindful of the message content.

If Patient Placement covers multiple hospitals, be sure to include a campus identifier in the message so Patient Placement staff sees the correct messages. For example, if I were sending a message from General Medical Hospital, I might compose a message: ‘GMH-please block bed 408 for maintenance’

Access the Screen Alerts dialog box by clicking on the Alerts icon at the top of the screen.

The Screen Alerts webpage opens. To the right of each received message are two columns, Reply and Reply All. Click the appropriate option.

Compose the message and click, Send.

Click on the My Notifications to display the Delivery Methods section. My Notifications is located on the home screen or in the top right corner of your screen depending on your version of Capacity Management Suite.

In the Deliver My Notifications Via section, click the gray Disabled button. It will now show Enabled and will be Green.

Click Save

Once saved, click Sign Out in the top right corner and Log back in.

You will now see the Alerts button at the top of your screen.

You will see the following potential Alert activity:

Screen Alerts only need to be enabled once per user. Alerts will continue to display unless disabled in My Notifications.

Alerts (messages) will stay in the Alerts box until you delete them. It is best to delete your alerts (messages) once you have read them.

If an alert or message is sent to more than one person, deleting the message in your account will NOT delete the message for other users.

In the RTLS Tag column that corresponds to the patient, click the cell to display the menu and select Tag Patient.

The Tag Patient box displays. Type (last 7 digits) or scan the barcode on the tag into the RTLS Tag field and click OK.

The Tag Patient confirmation dialog box appears, review the information and the patient is correct, and click close.

The patient list updates to display the patient tag number in the RTLS Tag column.

Click on the Asset Search icon.

In the search field, type in the name of the asset you are trying to locate. Click, Search.

The search results will appear, and you will be able to see the floor plan name and the location of the asset.

If you wish, you can click the Floor Plan name to open the Floor Plan map.

You can access the Floor Plan View in two different ways.

Directly in the Asset Search shown above, by clicking in the Floor Plan Column.

Clicking on the Floor Plan Icon.

If you open the Floor Plan from the icon, you may need to select which specific Floor Plan you wish to view.

Once you open the desired Floor Plan, you can choose which information you want to display on the Floor Plan View by clicking on View Options.

Your health system may not be using all the available functionality shown in the screenshot.

To see additional information, click or hover on the icons within the Floor Plan.