Ward Dashboard & Visit Management Guide

📋 Visit Cards (Patient Summary Boxes)

Each patient in the tab is displayed as a card showing essential visit details:

🟫 Bed Management — Visual Layout, Drag & Drop, and Status Tracking

The Bed Management view gives you a bird’s-eye view of your ward in real-time. It helps you see exactly:

• Which beds are occupied, empty, or under maintenance
• Who is in which bed, for how long, and for what reason
• Which beds are under isolation precautions
• What bed movements are pending (e.g., cleaning, transfers)

This view is ideal for bed managers, nurses, and ward supervisors who coordinate daily operations.

🖥️ Accessing the Bed Layout

From the sidebar or page header, select:

🛏️ Bed Management Page — /BedManagementPage

You’ll enter a layout view customized for your ward, with all beds arranged spatially.

🛏️ Bed Blocks & Status Indicators

Each bed is displayed as a movable block, with status and patient information.

🟪 Bed Color Coding:

🧠 Color-coded blocks let you scan the entire ward and instantly know your capacity.

🟨 Visit File Overview — Tabs, Timeline, Toolbar & Navigation

Every patient in the system has a Visit File, which acts as a central digital chart. It contains all details related to the patient's stay — from admission and notes to labs, tasks, billing, and discharge.

This panel is where clinicians, nurses, admins, and coordinators spend most of their time.

🎛️ Top Toolbar Actions

These controls affect the entire visit file:

🟩 Clinical Tabs — Notes, Monitoring, and Medications

These tabs are the heartbeat of daily clinical activity, allowing medical staff to:

• Document patient progress
• Record daily observations and vitals
• Prescribe and track medication use
• Collaborate across shifts with clear, structured notes

📝 Notes Tab

This is where clinicians document the patient’s clinical story.

✍️ Key Features:

🟦 Diagnostics — Labs, Radiology, and Prescriptions

This section enables clinicians to:

• Order and review laboratory tests
• Request and manage radiology imaging
• Write structured e-prescriptions with intelligent safety features

These tools are deeply integrated with other SaruTech modules to ensure a seamless workflow from test request to result upload.

🧪 Labs Tab (Laboratory Requests)

The Labs tab connects directly to the Perfect Laboratory Management System.

🧾 What You Can Do:

🩻 Imaging Tab (Radiology Requests)

This tab integrates with the Perfect Radiology Management System.

🖼 What’s Included:

💊 Prescriptions Tab (E-Prescribing)

The Prescriptions tab is a smart, structured interface designed for doctors to issue digital prescriptions.

It is integrated with:

• ✅ The hospital’s drug database
• ✅ OpenFDA API for real-time drug intelligence

🔍 Key Features:

🟧 Administrative Tabs — Admission, Transfer, and Discharge

These tabs are the backbone of patient movement and lifecycle management within the ward. They update the patient’s status, manage bed assignment, and help coordinate with other departments.

Each of these tabs triggers important backend updates like bed occupancy, timeline logs, and billing status.

🛬 Admission Tab

Used when a patient is officially admitted into the ward — typically after triage or initial consultation.

📝 Fields You’ll See:

💡 What Happens on Admission:

• Patient moves from “Waiting” or “Consulting” to Admitted tab
• Bed status updates to Occupied
• Admission event appears in Timeline
• Billing can now include admission fees, daily rates, etc.

🔁 Transfer Tab

Use this tab to move a patient from the current ward to another.

🔄 Key Fields:

🔄 What Happens on Transfer:

• Patient disappears from current ward list
• Appears in Transferred Tab
• Added to receiving ward’s Waiting for Bed list
• Timeline logs: “Transferred to ICU by Dr. Akin”
• Bed is freed or marked for cleaning

🏁 Discharge Tab

Used when the patient has completed their care and is leaving the facility.

📋 Fields Available:

🧾 What Happens on Discharge:

• Visit is moved to Discharged Tab
• Bed is freed and marked “Cleaning” or “Empty”
• Timeline logs discharge with summary
• Visit is optionally locked (read-only)
• Final invoice can be generated if billing is enabled

🟨 Financial Tabs — Insurance, Billing, and Services

This section provides complete visibility and control over the financial aspects of a patient’s visit — from verifying insurance details to calculating fees and generating invoices.

The Ward Management System integrates with the Perfect Billing System, Inventory System, and Insurance Rules Engine, making the financial workflow efficient, auditable, and adaptable to each hospital's pricing model.

🧾 Insurance Tab

Used to enter and manage all insurance-related information for the current visit.

🔐 Fields You’ll Find:

🔄 What This Affects:

• Auto-calculates co-pay and insurer coverage on the Billing tab
• Applies rules for eligible services (e.g., excludes cosmetic procedures)
• Links to the Insurance Claim Export module (if enabled)

💳 Billing Tab

This is where you record, calculate, and finalize charges for the visit.

💸 Core Billing Features:

🧮 Example Billing Flow

1. A nurse orders a lab test and prescribes medications
2. The lab and pharmacy actions automatically appear in the Billing tab
3. The system calculates:
   • 🧾 Lab Test: $15
   • 💊 Meds: $40
4. Insurance covers 80% → $44 covered, $11 due from patient
5. Staff prints invoice, adds payment link, or logs cash/card payment

🧾 Invoice Management Options

🟪 Collaboration Tabs — Tasks, Comments, Files, Forms, and History

These tabs are designed to enhance multidisciplinary collaboration, improve clinical traceability, and support hospital documentation standards.

Whether you're uploading reports, delegating duties, filling forms, or reviewing past visits, this part of the system helps you work more effectively — and always leaves an audit trail.

✅ Tasks Tab (Visit-Specific)

Used to create and track tasks related to the individual patient visit — unlike the ward-level Tasks Tab, which covers general duties.

📌 What You Can Do:

• ➕ Add Task: Enter title, notes, priority
• 👤 Assign Staff: Choose responsible team member(s)
• 🏁 Track Progress: Status options: Pending, Ongoing, Completed
• 🕓 Timeline Sync: Task creation and status updates appear on Timeline

Use cases include:

• “Check wound dressing at 2pm”
• “Prepare discharge letter”
• “Request follow-up consult”

🧠 Tasks promote accountability — especially across shifts.

💬 Comments

For informal or general-purpose internal notes that don’t belong in clinical documentation.

Click on Add comment to add a comment:

• This get added to the time line.
• Use this for: Clarifying communication between staff
• Leaving shift-to-shift instructions
• Annotating complex cases with reminders

Comments:

• Are timestamped
• Are not editable after saving
• Appear on the Timeline for traceability

🧠 These do not print or appear on external forms — internal use only.

📁 Files Tab

Upload and manage any patient-related documents:

📦 File Features:

• Drag-and-drop or manual upload
• View and download options
• Shows uploader name and time
• Automatically logs to Timeline

🧠 Upload results not linked via labs or imaging here.

📋 Forms Tab (Dynamic Forms)

This tab allows you to fill structured, department-specific forms tied to each visit.

Examples include:

• Admission Assessment
• Covid-19 Screening
• Mental Status Examination
• Consent Forms
• Handover Checklists

Features:

• Fields auto-adapt based on form type
• Required fields can be enforced per hospital policy
• Version control (e.g., Form v2.3)
• Timestamp and author recorded

🧠 These forms can be designed by admins and reused across wards.