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Care locations

Set up the departments, wards, rooms, and beds inside each of your clinic locations, and keep each bed's operational state current.

Open this screen View the set up your clinic and team walkthrough

What you can do here

What belongs here

This screen organises what is inside a clinic location. The clinic location itself, with its address and time zone, is added in appointment settings and selected at the top of this screen.

Department: a clinical or operational unit such as Cardiology or Emergency. A department can sit directly in the clinic location or inside another department.
Ward: an inpatient area inside a department, or inside another ward for subdivided areas.
Room: a room inside a ward.
Bed: a bed in a room, or directly in a ward when the ward is an open bay.

Summary counts

The counts above the list show how many departments, wards, rooms, and beds the selected clinic location has. They update as soon as a change is saved.

The list

Everything inside the selected clinic location is listed in order, with each item indented under the one that contains it. Each row shows the name, the code, the type, whether it is active or retired, and either a bed's availability or how many items are inside it.

Bed availability

A bed shows one of Available, Reserved, Occupied, Cleaning, or Out of service. This records whether the bed can be offered. It is an operational state only: it carries no patient information, and setting it is not an admission or a bed assignment.

Add the place it goes inside

The Inside list in the add form ends with an option to add the ward, room or department the new place needs. It opens above the form you are in and comes back chosen, so a bed, its room and its ward can be set up in one go.

Follow these steps

Set up a new area

Choose the clinic location at the top of the screen. It opens on the one you chose last time on this device (somebody else signing in on it does not get your choice), or on the only one there is.
Select Add department and give it a name and a code.
On the department row, select Add inside and choose what goes there, then repeat for rooms and beds. Only the kinds that can sit there can be chosen; the others are shown with the reason, and the place you are adding inside stays fixed.
Check the counts at the top to confirm everything was created.

Record that a bed is ready or unavailable

Find the bed in the list.
Choose the new state in the availability control on its row. Occupied is not a choice: it is set by admitting or moving a patient into the bed, and an occupied bed changes only when they leave.
The change saves immediately and the confirmation appears above the list.

Rename or retire something

Select Edit on the row to change the name, notes, or status.
Select Retire to take it out of use. The record and its history are kept and you can reactivate it later.
Retire everything inside an item before retiring the item itself.

Helpful habits

Choose a code that matches what the ward already calls the area on paper and on signage. The code appears in reports and cannot be changed later.
Create the whole path before you need it: a bed can only be added once the ward or room that holds it exists.
Retire rather than rename when an area closes. Renaming keeps history attached to the new name, which makes older records harder to read.
Keep notes operational. Access, equipment, and cleaning notes belong here; patient information never does.

Tips

If the clinic location shows as inactive, reactivate it in appointment settings before adding anything inside it.
If someone else changes an item while you have it open, the save is refused and the current details are shown. Review them and try again rather than repeating the save.
Only owners and facility administrators can add or edit. Clinicians and coordinators can see the list, and staff who can see it can update bed availability.