Bed Log Administration

Overview

This page is an attempt to capture and organize the requirements for the management of and reporting on bed programs. The requirements have been decomposed into the following distinct categories:

• room/bed management
• client bed assignment
• daily and historical occupancy reporting

It is assumed that this new functionality will be accessed from the existing program management module.

Room/Bed Management

• when a bed program is created or an installation is migrated, a room will be created
• when a bed program is created or an installation is migrated, beds equaling the maximum number of clients will be created
• rooms and beds can be added to a bed program
• rooms and beds can be removed from a bed program
• clients can be assigned to beds for different periods of time, and that period may be extended
• it must be possible to report on the state of all relationships between rooms, beds, teams, and clients for an arbitrary point in time
• attributes not belonging to any relationship (i.e. the name of a room) are editable
• attributes belonging to a relationship (with the exception of expiry and end dates) cannot be changed

Proposed data/object model

• a room has the following attributes : name, active
• a bed has the following attributes: name, active
• a bed to room relationship has the following attributes : bed, room, start date, end date
• a bed to team relationship has the following attributes : bed, team, start date, end date
• a client to bed relationship has the following attributes : client, bed, start date, expiry date, end date

Proposed UI

• rooms are sorted by name (ascending alphabetical order)
• beds are sorted by name (ascending alphabetical order), and can be sorted by room or team

Client Bed Assignment

Bed Check

• should be able to print a bed log sheet with the list of floor, rooms, beds in each room, name assigned to each bed, the client hostel code, the type of card, admission date, expiry date for the bed and a blank for the status of the client in that bed at bed check time (check boxes - present, absent, late pass, other)
• should be a form with the following: (uneditable) list of rooms, beds in each room, name assigned to each bed, (editable) expiry date for the bed, the status of the client in that bed at bed check time with drop down of all the possible community programs (e.g. community shelter etc.)
• any changes to a specific bed assignment should be date, time, provider and role stamped (detail view of assignment - e.g. magnifying glass next to a bed view)

Automatic Features

• a client is automatically discharged from a bed program once the bed expires
• if a bed expires then the client automatically gets discharged to the "other" community program
• the program administrator (person initially configuring/defining the program) should be able to enter the automatic discharge time for clients to be automatically discharged if they are using the bed check module - put this in the bed log tab

Admission Process

• when a client is admitted from a queue, the following should occur:

o the client needs to be issued a card pass, that reflects the terms of the stay: + Pink - Emergency Admittance (Hostel) + Blue - Extended Stay (Hostel) + Yellow - Long Term Program / Birchmount Program + White - Meals Only + Orange - Downsview Dells o a status is assigned to a client + 3 Active, Blue Card Expires + 4 Active, Pink Card Expires + 5 Inactive Client (default value) + 6 N.R.G, No Relief Granted + 7 Invalid Card + 8 Barred, Service Restriction o the number of days that the client is being admitted for needs to be entered (default to number as relevant to above status codes)

• after this is entered, then the process admission button is pressed
• in current programs table, put in a column called status, for bed program status can be 1-9 (the associated string) and another column called expiry date

Individual client bed assignment

• scanner should bring up the client management screen
• add bed tab to client management screen
• the bed tab will have table with the following editable columns:

o client status o card o expiry date o extend stay (drop down) o late pass o ability to reissue a card pass, that reflects the terms of the stay o the number of days that the client is being admitted for needs to be entered or changed (default to number as relevant to above status codes) o assign a bed/new bed o issue late pass (check box), can issue the late pass for a week or any period of time o special orders related to this clients bed stay (e.g. save suppers (put supper aside, bus ticket allowance - date range that person gets bus tickets))

Reporting

Population Report

• staff can run this report at any time
• report has the following items:

o who ran the report o date and time the report was run o a list of all the bed programs for the agency o next to each bed program, the number of clients currently in program that time who are active

Current bed log protocols

The following documents give details of how the bed log process workflow works at Seaton House.

Bed Check protocol described

Client status codes

CSW Admission and Bed Log Training Manual

Sample Population Report Template User Documentation

The following presentations walk through currently implemented bed management use cases

A staff member reviews a client's bed reservation

A staff member edits a client's bed reservation

A staff member prints a bed check report for a program

A staff member updates a program's bed reservations after performing a bed check

A staff member edits a program's bed check information

A staff member reviews the setup of an agency's room(s) and bed(s)

A staff member edits the setup of an agency's room(s) and bed(s)