Navigation:  How To Guide > How to create a new room

 

•Creating a new room

•Adding extra fields to collect room data

•Configuring Room Types

•Assigning room type/elements to rooms

•Assigning room types to multiple rooms

•Creating multiple rooms

 

Creating a new room

 

To create a new room, go to Menu > Maintenance > Physical Location - Rooms.

 

On the Details form, fill in the required fields marked with red asterisk (*), the other fields are optional. Then click the Save button on top of the form:

 

 

Once saved, the system will generate a new Room ID. This will be a unique ID throughout the system.

 

Tips

 

Adding extra fields to collect room data

 

To add extra fields for the room data, go to Menu > Maintenance > Advanced Options view and navigate to the Room Extra Fields tab.

 

Click the Add button from within the tab toolbar to display the form for adding a new field.

 

 

Fill in the Label and Editor fields as shown below:

 

Note: Tick the Allow Blank box if the field is an optional field.

 
The available editors are:

 

 

The extra field/s will appear in the Physical Location - Room > Extra Details tab:

 

 

 

Configuring Room Types

 

To create new room types, go to Menu > Maintenance > Advanced Options view and navigate to the Room Type tab:

 

 

Populate the form and press the Save button to create a new room type record.

 

Note: The required fields are marked with a red asterisk (*).

 

Once created, you can assign elements against the Room Type. You can do this by going to Menu > Cleaning > Monitoring Elements List view and click on the Room Type Elements tab:

 

 

The first 2 columns are the Element Id and Element Description, the remaining columns are the available room types.

 

Scroll to the room type and tick the boxes of the elements you want to assign to it e.g. based on the image above, Theatre will have the following elements:

 

5 - Catheter Stand

10 - Medical gas and suction equipment including gas cylinder holder

14 - Telephones and fax machines

15 - Nurse call bell

16 - Wall fixture, e.g. switch, socket and data point, and cord pull

17 - Wall surfaces including skirting and bumper boards

 

 

Assigning room type/elements to rooms

 

To assign elements against the rooms, go to Menu > Maintenance > Physical Location - Rooms.

 

To load the room record, open the lookup by clicking on the search icon next to the Room ID field. Select a room from the lookup by double clicking or highlighting the row and click on the Select button.

 

Once loaded, click on the Room Type select field, and select an option e.g. Demo-Bedroom:

 

 

 

For new rooms, selecting a room type and clicking Save should copy the elements defined on the room type.

 

However, for existing rooms, clicking Save will display the following prompt:

 

 

Selecting Yes on the prompt will copy the elements defined on the Room Type Elements to the Physical Locations - Rooms \ Monitoring Elements and delete the existing elements in the room:

 

Room type: BEDROOM

Default Elements: Bed, Floor, Wall, Door, Window, Mirror

 

Room ID 1

Current Elements: Floor, Ceiling, Wall, Door

 

Once saved, the room element list will end up with the following elements: Bed, Floor, Wall, Door, Window, Mirror

 

 

If you want to add more elements to the room, click on the Monitoring Elements tab and DRAG and DROP elements from the Not Included list to the Included list:

 

 

 

Assigning room types to multiple rooms

 

To assign room type to multiple rooms, go to Menu > Maintenance > Physical Location - Room List view.

 

Fill in the Filter Form, e.g. Location filter of Sample Site 1 \ Block 1 \ RIVERBANK WARD 1, and click on the Apply Filter button. This should return all the available rooms against the selected functional area:

 

 

Multi-select rooms from the list and click on the Action button menu and select Change Room Type . This should open the Change Room Type form:

 

Select a Room Type from the select field and click Ok :

 

 

This will assign Clinical Room on the selected rooms' room type field and also overwrite the elements that are previously set on the rooms with the element set on the room type.

 

 

Creating multiple rooms

 

To create multiple rooms for a functional area, go to the Physical Location - Room List / Create Multiple Rooms tab.

 

The top component is a regular form, where the user specifies the functional area and the organisation, the number of rooms they want to create, and a tick-box to specify whether they want the system to generate room codes for the new rooms:-

 

 

The above form means we want to create 8 new rooms on the WARD 7B1 functional area and allocate them to the Demo Organisation and the system must auto-generate the room codes.

 

Once the above form has been filled in, press the [ Add Row ] button to populate the import grid.

 

 

The bottom component is a spreadsheet-like grid where the user can type in values and/or copy+paste values or drag cell values in the grid to populate multiple rows easily.

 

The required fields will be highlighted in red if left blank, like the Description* on the above photo.

 

Fill in all the relevant fields, you can scroll to the right to get the rest of the room columns. Once all the relevant room information has been filled in, press the [ Create Rooms ] button from the top toolbar to start the creation process.

 

 

Important Note:

 

 

When the creation process has started, you should see a loading mask in the grid to show the number of rooms it needs to create:

 

 

Once the process is finished, you should get a confirmation box listing the created rooms and their IDs: