Bed Management: A Day in the Life

This article will take you through a Day in the Life of a clinician working within the Bed Management module in the system.

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Reserve a Bed

Add a Bed Reservation

The system allows more than one bed to be reserved for an individual to support circumstances where the client's actual needs will not be known until they are onsite, but you wish to have a bed ready.

The system will allow a reservation to exist on a bed from the entered Start Date up until the reservation End Date. When the individual is onsite and ready to occupy the bed, from the Census tab you will follow these steps to Assign Bed on the reserved bed.

1. Locate the bed you would like to reserve.
2. Click the three dots icon on the right side of the bed record.
   
3. Click Assign Bed.
4. From the Occupant dropdown menu, select the appropriate Occupant Type.
   
5. Begin typing the Client name in the Client field. A list of clients will generate. Select the appropriate client.
   
   • If the Occupant Type is Dependent, select the client who the dependent is associated with.
     
6. If the Occupant Type is Dependent, enter the Dependent Name.
   
7. Enter the Start Date of the assignment.
8. Enter the End Date of the assignment
   • The Length of Stay will auto-populate with the number of days based on the Start and End dates.
     
9. Click Save.
10. The bed icon will now show as occupied. The bed will display with the client or dependent's name, the client's name in parenthesis if the occupant is a dependent, and the dates that the bed is occupied.

Assign a Bed

 
This section will show you how to add, modify or remove a bed assignment, as well as view the assignment details.

Add a Bed Assignment

1. Locate the bed you would like to assign.
2. Click the three dots icon on the right side of that bed.
   
3. Click Assign Bed. 
4. From the Occupant dropdown menu, select the appropriate Occupant Type.
   
5. Begin typing the Client name in the Client field. A list of clients will generate. Select the appropriate client.
   
   • If the Occupant Type is Dependent, select the client who the dependent is associated with.
     
6. If the Occupant Type is Dependent, enter the Dependent Name.
   
7. Enter the Start Date of the assignment.
8. Enter the End Date of the assignment.
   • The Length of Stay will auto-populate with the number of days based on the Start and End dates.
     
9. Click Save.
10. The bed icon will now show as occupied. The bed will display with the client or dependent's name, the client's name in parenthesis if the occupant is a dependent, and the dates that the bed is occupied. 

Utilize a Waitlist

• Create a Waitlist
• Manage a Waitlist

Record Client Attendance

1. Go to Bed Management > Attendance.
   
2. Select the Location(s) will mark attendance for.
3. Select the Date for which you are taking attendance.
   • Attendance can be taken for the present date or a historical date.
4. Click Filter to use the Filter Options to further narrow your view if needed.
5. Open up the view so that beds are visible.
6. For each assigned bed, on the right, use the dropdown menu to select an Attendance Status.
   • The dropdown menu will say in Attendance in gray, meaning that no Attendance Status has been selected.
     
7. Once an Attendance Status is selected, it can be removed by clicking on the X next to the Attendance Status.
   
   • Click Yes, Remove Attendance when prompted.
     
   • The dropdown menu will now reset to say Attendance in gray.
8. Once an Attendance Status is selected, it can be changed by clicking the arrow to open the dropdown menu.
   

Populate Attendance in the Residential Calendar

If you use the Residential Calendar, you can easily populate attendance from Bed Management into the Residential Calendar to simplify your billing process.

1. Go to Time > select your Location > View: Residential.
   
2. If your calendar is already created, double click into it.
3. If you need to add the calendar, click Add > select the Location > select the Program. 
   
4. Click Populate Attendance.
   • This button will be seen only for locations with Bed Management turned on.
5. Click OK when the confirmation message appears.
   
6. Once you are done updating the calendar, click Save All.

   NOTE: The attendance is a one-way sync. Changes made in Residential Calendar will not sync to Bed Management.

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