The Actions Menu allows staff to complete tasks related to patient care. The Actions Menu can be accessed by anyone using the Patient Details Panel.

The Actions Menu appears as a drop-down list on the top-right corner of the Patient Details Panel.

Result:

Provide a faster way to perform actions. Staff assigned to multi-purpose units or Staff performing Bedside Procedures would use the various Quick Actions that appear.

Quick Actions Appear at the top of the Patient Details Panel for multi-purpose units, units that share beds for two different purposes. The most common example of this is a location which can be used for both Prep and Recovery.

Activity status gives a view on the status of staff working in the system. It’s helpful for an overview to determine what people are doing at a given moment. A Charge Nurse would generally be the one monitoring this. It could be used when you need to determine who is available for a specific job that is not being completed.

Activity Status appears on the Staff & Assignments tab of the Zone Staff view and on the Assignments tab of the Unit Staff view.

Add-On Cases are cases that are scheduled after the schedule has been set. Add-Ons can cause disruption and must be slotted within available time or resources. Measuring the amount of add-on cases in the departments gives an admin a glimpse of Add-On volume so that measures can be taken to reduce or accommodate the load. Anyone who schedules cases would need to understand Add-Ons.

The Add-On Case icon appears on the Patient Details, the Roster, the Schedule, and the Appointments view.

The Anesthesia field allows you to track types of anesthesia that are currently used. Additionally on the Patient Details you can specify the specific name for the anesthesia. This allows proper documentation during cases. Anesthesiologists or closely related field would be the one to determine need for this field.

Anesthesia appears in the Patient Details.

Examples: Epidural, General, Local

Fields: Anesthesia Name (Appears as Anesthesia Type in Patient Details), HL7 IDs

What's Unique: This dictionary is configured per Facility.

Appointment Cards display patient and procedure information for each scheduled procedure for the date selected. Appointment Cards are used by Procedural Staff. You may use the cards when you want to identify types of procedures for locations. You may also use this to quickly identify the status of your patient.

Appointment Cards appear on the Schedule inside their assigned Location.

The Appointments View is utilized for the purpose of viewing and managing all appointments scheduled for a specific day. The Appointments View is NOT intended as a primary work screen in Procedural areas. The Appointments View is accessible to most staff members. This list would be used to locate information about any patient appointment that was scheduled today or in the future regardless of status. Anyone who schedules appointments or would need to view cases for the day would use this view.

An Assignment scope determines how responsibilities or coverages function. They are essential for specifying an individual's physical work location, unit, or virtual areas like a Procedure Case or Zone. Assignment Scope is used by anyone managing Facility operations.

Assignment Scope defines how responsibilities function in Select Staff.

Bed Locations are a designation of a physical space. It may be used as a patient bed, a room where the bed exists, a location where patients wait, or an operating room. Anything that marks an area where a patient may move at the lowest level would be considered a location. The purpose is to enable tracking to improve flow. All users will see and interact with locations throughout almost ever view within Workflow IQ®.

Bed Locations show as columns in the Registration, Unit View, Schedule, and Unit Staff Views. They show as Procedure Location on the Appointments View, Current Location on the Roster, and as Location on Patient/Task Cards and in the Patient Details Panel.

Bedside Procedures are procedures that are performed and monitored independently while the patient is receiving ongoing care in the primary care setting. Generally, Bedside Procedures will be completed in the Prep Phase of Care. Examples of Bedside Procedures include blood draws, portable x-ray, CT scan, etc.

The Bedside Procedure toggle appears in the Actions Menu. The Appointment Details in the Patient Details Panel are updated to reflect the Bedside Procedure, as well as the Milestones displayed on the appointment/patient card.

The system allows tracking of Lunch Breaks and Scheduled Breaks. It helps to give your team a rest between caring for patients. Staff can log their breaks on the Unit Staff or Zone Staff Views.

The Care Journey displays a patient's current and targeted phases of care, along with the associated unit and location. The Care Journey is accessible to most staff members. Tracking a patient's care journey is essential for effective, safe, and efficient healthcare delivery. The Care Journey helps track and plan the patient's treatment process, ensuring effective coordination and resource management.

The Care Journey is displayed in the Patient Details Panel.

Case Gap times are crucial for managing patient flow, scheduling, and optimizing the use of resources. Managing case overlaps effectively helps hospitals improve operational efficiency, reduce patient waiting times, and optimize the use of available resources. You would use this to help relay expectations of delays for procedures to other patients. The Case Timer may be used by OR Managers, Those Scheduling, or Administrators.

The Case Timer appears on Appointment Cards on the Schedule view.

A Case is the mechanism that tracks the patient stay throughout Workflow IQ®. You may use cases to track one or many procedures. A Scheduler or Registrar may create cases in the system. The terms Cases, Appointments, and Procedures can be used to refer to the same thing.

A Case determines how Patient or Appointment Cards appear. A Case also appears as a Row on the Appointments View.

Each of the below is a step to creating an appointment or procedure case.

Coverages are used to define a collection of responsibilities. They are used daily for staff assignments to Units or Zones. Coverages mainly closely align to Positions in how they are named, but the purpose is different. Coverages should be used in your staff planning or assignment. A Staff Manager may build out the Unit Staff Assignments a few days out. They’ll select employees who are working those days, then ensure that all of the responsibilities needed are covered. A change to the assignment scope would impact what coverages options are available in your Unit or Zone Staff Views.

Coverages will appear in the Select Staff Menu for both Locations and Zone Staff Assignment.

Examples: Bedside Nurse, Lab Tech, PACU Nurse Coverage

Fields: Coverage Name, Assignment Scope

The Date Selector filters the information on a view to only display values for the selected day. Registration or someone who schedules appointments would use this on the Schedule or Appointments View. Whoever has the responsibility of assigning staff would use this on the Unit/Zone Staff Views.

The Date Selector appears on the Schedule, Unit Staff, Zone Staff, and Appointments Views.

Cases can be delayed for various reasons. Delay Reasons allow staff to indicate that a case will be delayed and document the reason for the delay. Delay reasons are used by hospital staff such as doctors, nurses, and administrative personnel to document and manage delays in patient procedures, ensuring accurate tracking and communication of the reasons for these delays. Delay Reasons are configured by administrators in the Delay Reasons Dictionary.

The Case Delay Indicator appears on Incoming Lists, the Schedule View, Appointment Cards on the Unit View, Patient Cards, the Patient Details Panel, the Registration View, the Room View, and the Appointments View. Delay Reasons appear in Delay Reasons Groups in the Delay Reasons dictionary.

Delay Reason Groups are used to group Delay Reasons. Grouping Delay Reasons makes it more efficient to locate a delay reason and delay a case. Administrators can configure Delay Reason Groups in the Delay Reasons dictionary when setting up Delay Reasons and assign Delay Reason Groups to departments.

Delay Reason Groups appear in the Delay selection window, in the Delay Reasons Dictionary, and on the Add/Edit Department screen.

A department is a collection of units and all of their associated locations. Departments span the phases of care (Registration, Prep, Procedure, PACU, and Recovery). Departments would generally be configured by an administrator during implementation. You would use departments to logically define workflows across multiple units.

Departments appear in Department Labels; in the View Filter on the Schedule, Appointment, and Family Wallboard View; and in the Appointment Details of the Patient Details Panel.

The department label allows staff to quickly view the department a patient is assigned to. The Department Label is visible to most staff members.

Department Labels appear In the Appointments Column on the Appointments and Roster View, on Patient Cards, on the Patient Details Panel.

View Patients' Assigned Department

Learn how to Create Dictionary Items <Platform Capabilities>

Learn how to Edit Dictionary Items <Platform Capabilities>

Within the Patient Details Panel, there is a lot of information you may need to care for your patient. Expand and Collapse allows the most relevant information to be shared by default while giving you the option to see all information by expanding.

An External Source is an outside source of data that feeds into Workflow IQ®. This is used for sending Procedure Information, Staff Assignments, or trackable Information to automatically update into the Views. An Administrator would work with TeleTracking to configure the integrations during implementation.

You’ll see External Source and External Source IDs on fields that allow custom mapping such as Tasks or Locations.

Facilities are health care organizations, such as physician offices, clinics, health centers, large health systems, or hospitals that employ clinicians and provide health care and health services to patients. Facilities would generally be configured by an administrator during implementation or may have already been configured for use with another application.

Facilities appear in the View Filter of the Roster.

The Family Wallboard enables the families of patients to track the status of patients throughout the phases of care during a procedure. Patients requiring privacy, like incarcerated individuals, can be configured in the system to not appear on the Family Wallboard.

First cases are evaluated daily based on their start time in each procedure room. Identifying the first case of each day per room allows trends and dashboards to be created around Procedural Performance. Cases that arrive late in the OR usually lead to a domino effect of tardiness throughout the day. Managers in the perioperative Care Setting use these metrics to collaborate with the perioperative staff and make sure the first cases of the day begin on time.

Incoming List Rules allow you to refine the logic of your incoming lists. Administrators can configure rules by which the Incoming list is displayed, and which patients appear on the unit’s Incoming list.

Incoming List Rules are configured in the Workflow Settings for the Incoming List of any Unit in a Facility. Incoming Lists appear on the left side of the Registration and Unit View.

To improve operability with other systems many of the functions within Workflow IQ® integrate with HL7. You may want to setup integrations for Cases or Staff that flow from your Electronic Medical System through TeleTracking’s HL7 Agent. This will involve collaboration between Administrators and Interface Specialists at your facility and TeleTracking to map data.

The Interface data could show in areas such as Cases on your Schedule View or Staff in the Staff Assignments.

Job Statuses are used to track the progress of task completion in Workflow IQ®. Job Statuses are used by facilities using the Request functionality, primarily by Staff members with the fulfiller role, Staff Managers, and Staff receiving task assignments.

Job Statuses appear in the Job Status column of the Unit Staff and Zone Staff Requests.

Assigning staff to specific responsibilities is essential for providing high-quality patient care, ensuring operational efficiency, maintaining safety, and supporting staff development and well-being. Location responsibilities can be assigned to staff by Staff Managers. Assignments can be made for both unit and bed responsibilities.

Unit Responsibility Menus appear above the location list on the Staff tab of the Unit Staff View. Bed Responsibilities Menus also appear as columns in each row of the list on the Staff tab of the Unit Staff View. Assignments to Bed Responsibilities can also be managed in the Unit View at the assigned location above the patient card.

The Location Status feature is crucial for managing patient flow, solving the problem of resource allocation by providing real-time updates on location readiness, which users can rely on to enhance operational efficiency and patient care. Primarily used by healthcare professionals such as nurses and unit managers, it benefits them by ensuring locations are effectively managed, with IT staff responsible for maintaining the system. This feature is most beneficial during high patient flow times, enabling quick turnovers and is applicable whenever location readiness needs to be assessed.
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Location statuses appear for each location in the Unit View, the Schedule view, and in the Location Status column of the list of locations on the Assignments tab of the Unit Staff view.

Locations define the logical structure of a hospital campus.

When a location is in the Turn Pending status, follow these steps to prepare the location to Receive Patients.

Milestones are tasks that need to be completed to care for a patient. Milestones in patient care are typically achieved by the healthcare provider responsible for the patient. After a milestone is physically completed, it can be marked as completed in Workflow IQ®.

Milestones appear on Patient and Appointment cards as Milestone Buttons or a Progress Bar. Milestones also appear in a checklist on the Patient Details Panel. You can also see them as Location Turn Milestones.

The Milestone Progress Bar provides a visual representation of milestone completion progress. The Milestone Progress Bar is used by the healthcare provider responsible for the patient.

The Milestone Progress bar appears on Patient and Appointment cards and in the Patient Details Panel.

Milestone Buttons offers staff a convenient method to mark a milestone as complete directly from the patient card. Milestone Buttons are used by the healthcare provider responsible for the patient to indicate care that has been administered.

Milestone buttons appear on Patient and Appointment Cards.

Milestone in the Patient Details offers staff a comprehensive overview of all essential milestone information in a single location. They provide essential information that enables staff to easily manage milestones. These milestones are used by the healthcare provider responsible for the patient during the phases of care.

The Patient Details Panel contains a dedicated section for Milestone Patient Details.

Appointment Milestones are milestones that need to be completed during a procedure. Appointment Milestones would be completed by staff administering procedural care.

Appointment Milestones appear on Appointment Cards and in the Patient Details Panel of the Schedule View.

Location Turn Milestones are milestones completed by Enivronmental Services staff in preparing a location to receive the next patient.

Location Turn Milestones appear at a location on the Unit View after a patient has moved out.

The ellipsis icon, known as the More Options Menu, is utilized to access various menus of actions available within the application. The More Options Menu is used by Staff completing or assigning tasks and by staff assigned to specific locations.

The More Options Menu is located on the top-right corner of all Locations in the Unit View and on the top-right corner of assigned Task Cards on the My Tasks view.

The Move Out/In Button is used to quickly move a patient from one location to another. The Move Out/In Button is used by staff transporting patients.

The Move Out/In Button appears on Patient Cards in the Unit View.

The Workflow IQ® application tracks a patient’s care and movement throughout a facility. Patients may need to be moved to receive care in a different location such as getting an X-ray in Radiology, moving to a different unit such as ICU based on their current level of care needs, or being departed from the facility. Patients can be moved by transporters or nurses.

Patients can be moved using the Actions Menu, Quick Actions, or the Move Out/In button.

Cases can be cancelled for several reasons including changes to the condition of a patient’s health, scheduling conflicts, failure to verify insurance, etc. Cases that have been created in Workflow IQ® but need to be cancelled, may result in some changes to a staff member’s normal workflow. A Scheduler or Registrar may cancel a case in the system. Staff scheduled to perform procedures and other patients may be affected by the cancellation of a case because it could result in schedule changes.

A Cancelled banner appears at the top of a canceled patient's card on the Unit View, at the top of a canceled appointment card on the Schedule, and at the top of the Patient Details Panel, or at the top of the Patient Details in a Room View.

Patients can be relocated to other bed locations, units, or phases of care in Workflow IQ®. Patients can be relocated due to changes in their condition, resource availability, for diagnostic testing or treatment, etc. Relocating a patient impacts the staff assigned to the previous and new location, as well as the patient themself.

Patient cards are used to show the location of a patient. Moving the patient will result in their patient card being moved to the new location.

If a patient needs to go somewhere outside of the perioperative space, for example Radiology, this can be indicated by setting the patient as “Away: In Transit”. Staff transporting the patient would set the patient to away before moving the patient and after returning the patient to their location if applicable. This is a crucial functionality in tracking the patient and their care.

The Action to set a Patient as a Away is available in the Actions Menu of the Patient Details Panel. When a patient is away, their temporary location will be displayed on the Care Journey in the Patient Details Panel.

Departing Patients allows staff to clear Patients out of the application when they are departed from a Facility. Anyone in charge of discharging patients can access the Depart Patients functionality. Patients are departed to clear a room in a hospital or when a patient is ready to leave the Facility.

Patients can be departed from the Action Menu, using the Move Out button, and using the Quick Action button.

Results:

You can undo a move request after the patient's card was dragged to a location from the unit's Incoming list.

The My Tasks view displays all requested tasks for an individual user and allows them to track their progress in completing tasks. The My Tasks view is used by facilities using the Request functionality, primarily by Staff members with the fulfiller role.

The Workflow IQ® User Interface is divided into several sections. The main sections with which you will interact are:

The Primary Navigation Bar allows users to move between the various functions of Workflow IQ®. A green line appears under the active tab.

Note: The "More" tab may appear in the Primary Navigation Bar. It will appear when there are more options available to a user than can be display on the screen. Depending on the resolution of the screen and/or a user's role, the "More" button may or may not appear.

The view Title reflects the active area in the Primary Navigation Bar.

Depending on the currently active area, this allows the user to define actions in various subunits of the user's facility. As such, they are customized to each facility and may not look the same from one application of TeleTracking IQ® to another.

The Secondary Navigation Bar is context-specific and displays options that appear after a selection is made on the primary navigation bar.

Allows the user to see the number of results viewed on their screen. You can select up to 100 results.

The views area allows for navigation between views of results. Use the Previous and Next buttons to move from one view to another in numerical order. By using the drop-down menu, the user can select a view number and jump to that view directly.

Patients are individuals receiving medical care or treatment. Workflow IQ® tracks patient care journeys throughout a facility.

Patient information is visible on nearly every screen of the application.

Patient Attributes are characteristics associated with patient visits that help caregivers make decisions to better care for the patients. They help document and create visibility of anything your organization would like to track on a case. View patient attributes to provide downstream visibility to allow staff to make special preparations for patients. For example, if an attribute indicates that the patient has a latex allergy, you will want to assure that the Procedure to which the patient is moved does not have any latex in it.

Attributes would be added either by an integration or by staff.

Patient Attributes appear as Patient Attribute Labels in the Patient Details Panel, on Patient and Appointment Cards, and in the Patient Attributes column of the Appointments and Roster Views.

A Patient Attribute Category is a collection of multiple Patient Attributes. Patient Attribute Categories make it easier to locate a desired value when assigning a Patient Attribute to a patient in Workflow IQ®. Patient Attribute Categories are used by the staff who add patient attributes to patients and setup by administrators maintaining the Patient Attributes Dictionary.

Patient Attribute categories appear above the attribute labels at the top of the patient details panel and as a list in the Patient Attribute Edit Menu.

When too many Patient Attributes to fit on one card or in a column have been selected, the More Attributes Label appears. The More Attributes Label allows staff to view additional Patient Attributes that did not fit. Staff viewing Patient Attributes would use the More Attributes Label.

The More Attributes Label appears on the Roster View, the Appointments View, and on Patient and Appointment Cards.

Patient Attribute Labels enable healthcare staff to promptly access essential information required for completing the care of individual patients. Patient Attribute labels can use abbreviations to make it quicker for care staff to identify a patient attribute associated with a patient.

Patient Attribute Labels display Patient Attributes on the Patient Details Panel, on Patient and Appointment Cards, and in the Patient Attributes column of the Appointments and Roster Views.

The Patient Card is the visual representation of a patient's location in a given healthcare facility and is the primary means by which patient information is contained and updated in Workflow IQ®. Patient Cards are accessible to most staff members.

Patient Cards appear on the Registration and Unit View views.

The Patient Details Panel provides more in-depth Patient/Appointment information. The Patient Details Panel is accessible to most staff members.

The Patient Details Panel can be accessed by clicking on Patient Cards on the Registration or Unit View views, clicking on an Appointment Card on the Schedule view, or clicking on a Patient’s row on the Appointments or Roster views. When opened, the Patient Details Panel will appear on the right side of the view.

Patient Pseudonyms are a way to assign an alias to patients' names on the Workflow IQ® user interface in order to protect patients' privacy. Patient Pseudonyms are useful when your screen could be viewed by others. For example, you may do your job in a location that the public passes and could read your screen.

Patient Pseudonyms can appear on patient and appointment cards, in the list of patients on the Appointments view, in patient tabs on the Family Wallboard, in the list of locations on the Unit Staff Assignments tab, and in the list of requests on the Unit Staff and Zone Staff Requests tabs.

Note: Give the application time to process the aliases before clicking again. It may take a minute.

The Patient Status refers to the current treatment status of a patient. Continuous assessment of patient status is fundamental to delivering high-quality, effective, and safe healthcare. Understanding and accurately recording a patient’s status is essential for effective communication among healthcare providers and for ensuring that the patient receives appropriate care throughout their hospital stay.

The Patient Status appears in the Patient Details Panel, on Patient and Appointment Cards, in the Patient Status column of the Appointments View and the Assignments Tab of the Unit Staff View, and on each patient tab of the Family Wallboard.

The Phase of Care represents where a patient is in their care journey. Each phase is crucial for staff to provide comprehensive and effective care, ensuring that patients receive the right treatment at the right time and are supported throughout their recovery. The phase of care is also used by family Members of patients to follow their loved one's procedural journey.

Phases of Care appear in the Phase of Care Labels throughout Workflow IQ®, on Family Wallboard Patient Tabs, and on the Care Journey of the Patient Details Panel.

The Phase of Care label allows staff to quickly view the phase of a care a patient is currently in or going to next. Phase of Care Labels ensure that patients receive comprehensive and coordinated care. The Phase of Care is visible to most staff members.

Phases of Care Labels can be found on Patient and Appointment cards and in the Phase of Care column on the Appointments view.

Positions define what responsibilities, tasks, or requests a staff member can perform based on associated Skills. You can use a Position to combine more than one Skill Group to make maintaining common groups of skills and responsibilities easier. A change to the associated skill groups inside a Position would affect all users assigned that position.

Positions are used in configuring staff members in the Select Staff dialog box and in the Unit Staff Management view.

Examples: Anesthesiologist, CRNA, Infusion Tech

Fields: Position Name, Skill Group

A Procedure refers to a specific medical or surgical intervention carried out to diagnose, treat, or manage a patient’s condition. Procedures can vary widely in complexity and purpose. Procedural staff use Procedure information to prepare for and perform procedures. Schedulers can use procedure information to ensure that appointments are scheduled efficiently, and resources are available to care for patients effectively.

Procedures appear in the Patient Details, on Patient and Appointment Cards, on the Appointments View, ad on the Assignments tab of the Unit Staff View.

Procedure Case staffing defines Primary, Secondary, and additional Procedure Case Responsibilities that can be assigned to staff. Procedure Case Staffing is configured by an administrator. Procedure Case Responsibilities are assigned by anyone who creates a case or adds a procedure.

The Primary and Secondary Procedure Case Responsibility assignments are displayed on Patient Cards. All Procedure Case Responsibilities appear in the Procedure Details section of the Patient Details Panel. The Procedure Case Responsibilities appear as drop-down menus for Procedure Case Responsibility assignments when creating or updating Procedure Details in a case.

Examples: A Surgeon is the primary, Case Anesthesiologist is secondary, and an Infusion Lead is additional.

Fields: Facility, Department, Responsibilities (Includes Primary, Secondary, and Additional)

Alphanumeric codes assigned to tasks, medical services, or procedures by healthcare professionals. Procedure Codes are used for by medical coders, healthcare providers, and claims staff for billing and tracking services.

Procedure Codes can be found within the expanded view of the Procedure Details section in the Patient Details Panel.

Examples: A05, A09, A12

Fields: Code, Department

What's Unique: This dictionary can be viewed per Facility.

Procedure Unit Settings allow Administrators to configure the Estimated Clean and Setup Times, the First Case Start Time, and the Add-On Flag settings. These settings are used to are used to control data throughout the Workflow IQ® application.

Procedure Unit Settings are not visible on the user interface. The values entered in the Procedure Unit Settings affect the Case Timer estimates on the Schedule, which cases are flagged as the First Case of the day, and which cases are considered Add-Ons.

The Registration view is used to virtually complete the check in process of outpatients arriving at a perioperative location. This view is used primarily by Registration and/or Waiting Room staff, such as Registrars.

The Reports view contains a form for generating a report of all procedures completed at a location/department during a specified date range. Reports are used by Case Managers.

Reports are downloaded automatically in the browser after clicking the Generate Report button.

Requests can be made in Workflow IQ® for staff to deliver or pickup equipment, perform services, or report to a location. Requests are crucial in ensuring that a location is properly equipped to provide effective care to a patient. Staff Assigned to a location or area can create, view, or cancel Requests. Staff with the Fulfiller role can assign a request task to themself and track its progress to completion. Staff Managers can monitor requests for their Units or Zones.

Requests can be viewed at their created locations by expanding the Requests Menu. Requests appear as tasks on the My Tasks view. Requests also appear in the Requests tabs of the Unit Staff and Zone Staff views.

The Requests Menu allows staff to request service, delivery, pick up, or staff tasks to be completed for an area, a location, or a patient. Staff Assigned to a location or area can create, view, or cancel Requests using the Requests Menu.

The Requests Menu appears as a drop-down menu in an area, location, on a patient card, or in the Patient Details Panel. The number of Requests for an area, location, or patient appear next to each Request Menu.

Different types of tasks have different requirements. You may ask why this is Request Type/Task Type. They can be used in the same manner. The Task Type field is utilized during request creation/editing to determine which additional information is needed from staff to complete the request. For instance, tasks related to pickup and delivery may require the selection of specific equipment, whereas Staff selection is mandatory for creating a Staff request. Throughout the Application the term Request Type has more use, so we’ll continue in that fashion.

Responsibilities are a daily assignment to indicate a function in which staff are performing. Staff may be acting as a Circulator 1 one day and a Circulator 2 the next. Your organizations list of responsibilities may have overlap with the names of your skill groups, but the purpose of responsibilities is different. Responsibilities introduce us to the concept of Assignment which is where Coverages come in. Depending on your preference you can have a manager assign daily responsibilities, or your staff choose their assignments. Changing the associated skill, coverage, or position for a responsibility would have an impact on the functions your staff can accomplish.

Responsibilities show up in the Location Staff Menu

Unit Staff Responsibilities show up in Unit Responsibilities Menu on Unit Staff

Bed Staff Responsibilities show up in Bed Responsibilities Columns.

Responsibilities show in Procedure Details

Responsibilities don’t show in Zone

Examples: A nurse may fulfill the Charge Nurse responsibility for the day on the Preop unit.

Fields: Responsibility Name, Associated Skills, Assignment Scope, Zone Type, Coverage, Default Position, HL7 ID

Rather than seeing the whole unit as is displayed on the Unit View, you can see a simplified view displaying only one location from the unit. This view ensures that details regarding other locations do not overwhelm or clutter your display. The Room View is useful for staff assigned to a specific location. Typically, staff members that will need the Room View are Procedure room staff.

Access the Room View of a location in a unit by selecting the More Options Menu on the location and selecting Go to Room View.

The Roster view presents a detailed list of patients that have had visits entered into an integrated EMR or ADT system for a Facility on a particular day. The Roster is used by facilities that utilize patient tracking. The Roster is used by roles within the Procedural area, including the Registrar and Waiting Room Staff.

Same-day cancellations are cancellations that occur on the day of a scheduled surgery. Same-day cancellations are extremely disruptive and represent a significant challenge in healthcare systems. They contribute to inefficient operating room time usage, a waste of limited healthcare resources, and emotional stress on the part of the patient and family. Staff with the ability to cancel a case can create a Same Day Cancellation.

A Canceled banner appears at the top of a canceled patient's card on the Unit View, at the top of a canceled appointment card on the Schedule, and at the top of the Patient Details Panel, or at the top of the Patient Details in a Room View. There is no visible distinction between a canceled case and a same-day cancellation.

The Schedule displays the working schedule of a procedural area for a given day. The Schedule is used primarily by OR teams, Anesthesia teams, and other Providers, though it can be accessed by other staff members. Patient statuses and locations are updated in this view, and patients are removed when they exit the Procedure room.

The Select Staff button opens the Select Staff Menu. The Select Staff Menu allows staffing managers to indicate who is scheduled for the day. Staff members in some organizations can assign themselves to locations. Assigning staff is crucial in ensuring proper coverage and quality of care can be achieved.

Select Staff appears on the Assignments tab of the Unit Staff View and the Staff & Assignments tab of the Zone Staff View.

The Show/Hide Button can be used by most staff members. This button provides staff with the ability to hide or unhide the main navigation bar on the screen. This could be used to display a screen in a command center or to make more room on a screen.

The Show/Hide Button appears on the top-right corner of most pages in the Workflow IQ® application.

The Sidebar on the left side of the screen can be expanded or collapsed to make more room on the screen. Sidebars can contain information that does not need to be displayed consistently. Anyone with access to a view containing a sidebar can utilize the feature.

Sidebars appear on the Registration View, the Unit View, and the Reports View.

A collection of multiple Skills that makes it easier to set up Positions to assign to Staff. A change to skills associated with a skill group would affect multiple users either through a defined Position or through a directly associated Skill Group.

A collection of multiple Skills that makes it easier to set up Positions.

Examples: Anesthesia Administration, OR EVS Skill Group, Circulator Skill Group

Fields: Skill Group Name, Associated Skills

Skills are capabilities required to complete specific work. Skills are the hub between Responsibilities for Staff Assignments and Tasks for any type of Requests. They allow us to assign and track what people can accomplish. You may consider adding a skill when a new task is created, or if you have a distinct skillset you want to track for a new responsibility. Changing the name of a skill has no effect on how it functions.

Skills are capabilities required to complete specific work.

A staff account is crucial for users to carry out daily tasks in Workflow IQ® and document staff assignments. Help Desk Administrators manage these accounts, ensuring that staff members have appropriate access based on their assigned Facilities, Positions, and Skill Groups. Positions define the core responsibilities and functionalities, while Skill Groups allow for specialized tasks. Proper setup ensures users can view and perform their roles effectively, with all necessary details and permissions managed through the Staff Dictionary. Without an associated staff account, users won't be able to access relevant information or functionalities.

The Staff Dictionary in Workflow IQ® functions as the user management system, which allows for the creation and management of employees.

The core function of the Staff Management system within Workflow IQ® is to ensure that staff members have the appropriate access, responsibilities, and permissions to perform their roles effectively. This is accomplished through the Staff Dictionary, which serves as the central hub for creating, managing, and assigning staff accounts.

When configuring staff users, it’s important to decide when to assign a Position versus a Skill Group.

Staff members responsible for assigning and managing tasks within Workflow IQ® include Charge nurses, EVS staff, and other healthcare personnel. These individuals, along with administrators, use the system to ensure tasks are assigned appropriately for both short-term and long-term needs. The categorization into short-term and long-term assignments helps effectively manage staffing based on immediate patient care, procedural support, and overall facility operations.