Room Management

The Rooms module is where you manage all the individual rooms in your clinic or hospital. This is where you set up consultation rooms, procedure rooms, labs, pharmacies, and other spaces where patients receive care.

Understanding Rooms

A Room is a specific physical space where healthcare activities happen. Each room has a name, type, and can be linked to a ward. Rooms help organize where appointments happen, where procedures are performed, and where staff work.

Common Room Types:

• Consultation Room: Where doctors see patients
• Procedure Room: For minor surgeries or treatments
• Lab: For blood tests and other lab work
• Pharmacy: Where medications are prepared and dispensed

The Rooms Page

When you open the Rooms section, you'll see a list of all rooms in your facility.

What You'll See:

1. Room List: All rooms with their key information

2. Key Information Displayed:

   • Parent Ward: Which ward the room belongs to (if any)
   • Room Name: The display name of the room
   • Room Type: What kind of room it is
   • Active Status: Green checkmark = Active, Red X = Inactive

3. Hidden Information (click eye icon to show):

   • Created Date
   • Last Updated Date
   • Deleted Date (for inactive rooms)

Adding a New Room

When to Add a Room:

• When setting up a new clinic space
• When rearranging existing rooms
• When adding a new procedure area
• When a room changes purpose

Step-by-Step Creation:

Step 1: Basic Information

1. Click New Room
2. Fill in the form:

Room Name:

• Enter a clear, descriptive name
• Examples: "Consultation Room 1", "Procedure Room A", "Main Lab"
• Tip: Use consistent naming like "Room 1", "Room 2" etc.

Parent Ward (Optional):

• If the room is part of a ward, select it here
• Examples: ICU Room 1, Pediatric Consultation Room
• Leave blank if room is not ward-specific

Room Type:

• Consultation: For patient exams and discussions
• Procedure: For treatments and minor surgeries
• Lab: For laboratory testing
• Pharmacy: For medication preparation

Active Status:

• Active: Room is available for use
• Inactive: Room is closed or unavailable
• Default: New rooms are active automatically

Step 2: Save

• Click Save to create the room
• The room now appears in dropdowns for appointments and assignments

Editing Existing Rooms

When to Edit a Room:

• Renaming a room
• Changing room type
• Moving room to different ward
• Opening/closing a room

How to Edit:

1. Find the room in the list
2. Click the Edit button (pencil icon)
3. Make your changes
4. Click Save

Viewing Room Details

What You Can See:

• Full room information
• Ward assignment (if any)
• Room type and status
• Creation and update dates

How to View:

1. Find the room in the list
2. Click the View button (eye icon)
3. See all details in read-only mode

Understanding Room Status

Active vs. Inactive:

Status	What It Means	When to Use
Active	Room is open and can be assigned	Room is ready for use
Inactive	Room is closed or unavailable	Room is under maintenance, cleaning, or renovation

Important: Inactive rooms won't appear in dropdowns when scheduling appointments or assigning patients.

Room Types Explained

Consultation Room:

• Purpose: Patient examinations, doctor consultations
• Example Use: Routine check-ups, follow-up visits
• Features: Exam table, doctor's desk, medical equipment

Procedure Room:

• Purpose: Minor surgeries, treatments, procedures
• Example Use: Dressing changes, minor surgeries, injections
• Features: Procedure table, surgical tools, sterilization equipment

Lab:

• Purpose: Medical testing and analysis
• Example Use: Blood tests, urine analysis, cultures
• Features: Lab equipment, testing materials, sample storage

Pharmacy:

• Purpose: Medication preparation and dispensing
• Example Use: Filling prescriptions, medication storage
• Features: Medication shelves, dispensing counter, refrigerator

Actions You Can Take

On Each Room:

• View: See full room details (read-only)
• Edit: Change room information
• Delete: Remove room (goes to trash)

Bulk Actions (Multiple Rooms):

1. Check boxes next to rooms
2. Choose:
   • Delete Selected: Move to trash
   • Restore Selected: Bring back from trash
   • Force Delete: Permanently remove

How Rooms Connect to Other Modules

Important Relationships:

• Appointments: Rooms are assigned to scheduled visits
• Wards: Rooms can belong to specific wards
• Staff Assignments: Doctors/nurses may be assigned to specific rooms
• Patient Flow: Tracks where patients go during their visit

Why Room Management Matters:

1. Efficient Scheduling: Know which rooms are available
2. Proper Equipment: Right room type has right equipment
3. Patient Flow: Move patients through clinic smoothly
4. Resource Allocation: Use rooms effectively
5. Infection Control: Track room usage for cleaning

Best Practices for Room Management

Do:

1. Use clear naming - "Consultation Room 1" not "The blue room"
2. Assign correct types - Ensures proper equipment and setup
3. Update status promptly - Mark rooms inactive when unavailable
4. Link to wards when applicable - Helps with organization
5. Plan room layout - Consider patient flow when setting up

Don't:

1. Don't create duplicate rooms - Check existing list first
2. Don't delete rooms - Mark inactive instead (preserves history)
3. Don't mix room purposes - Keep consultation rooms for consultations
4. Don't forget to update - Keep information current
5. Don't overload rooms - Consider room capacity and schedule

Common Tasks & How-to's

How to set up a new consultation room:

1. Click New Room
2. Name: "Consultation Room 3"
3. Ward: (Optional) Select if part of ward
4. Type: "Consultation"
5. Active: Yes
6. Save

How to temporarily close a room:

1. Find the room
2. Click Edit
3. Change Active to No
4. Save
5. Room won't appear in appointment scheduling

How to change a room's purpose:

1. Edit the room
2. Change Room Type
3. Update Name if needed (e.g., "Procedure Room" instead of "Consultation Room")
4. Save
5. Notify staff of the change

How to find all available consultation rooms:

• Look for rooms with Type: "Consultation"
• Check that Active status is green
• Use in appointment scheduling

How to assign a room to a ward:

1. Edit the room
2. Select a ward from dropdown
3. Save
4. Room now appears as part of that ward

How to restore a deleted room:

1. Enable "Trashed" filter (top of table)
2. Find the deleted room
3. Use Restore action
4. Room returns to active list

Room Organization Tips

Naming Conventions:

• By Number: Room 1, Room 2, Room 3
• By Type: Consultation A, Consultation B
• By Location: North Wing Room, Ground Floor Room
• By Doctor: Dr. Smith's Room, Dr. Jones' Room

Room Assignment Strategy:

• Specialized Rooms: Labs, pharmacies stay fixed
• Flexible Rooms: Consultation rooms can be shared
• Procedure Rooms: Schedule carefully (need cleanup time)
• Emergency Rooms: Keep some available for urgent cases

Quick Reference Guide

What you want to do	Steps to follow	Important Notes
Add new room	New Room → Enter details → Save	Choose correct type
Close room temporarily	Edit → Active: No → Save	Don't delete
Find available rooms	Filter by type and active status	Green checkmark = available
Assign room to ward	Edit → Select ward → Save	Optional but helpful
Change room type	Edit → Change type → Save	Update equipment if needed

Troubleshooting

If room not appearing in appointment scheduling:

• Check if room is Active (green checkmark)
• Verify room type is appropriate for appointment
• Refresh the page
• Contact admin if problem persists

If can't edit a room:

• Make sure you have permission
• Check if room is in trash
• Try refreshing the page

If duplicate rooms exist:

• Mark one as Inactive
• Update all appointments to the correct room
• Contact admin to merge if needed

If wrong room type selected:

• Edit room and change type
• Ensure room has appropriate equipment
• Notify staff of the change

Time-Saving Tips

1. Use templates - similar rooms can be duplicated
2. Plan room layout - before adding to system
3. Use consistent naming - easier to find and assign
4. Regularly review - inactive rooms can be cleaned up
5. Train staff - everyone should know room naming system

Room Setup Checklist

Before saving a new room, verify:

• ✓ Name is clear and follows naming convention
• ✓ Type is correct for intended use
• ✓ Active status is appropriate
• ✓ Ward assignment is correct (if applicable)
• ✓ No duplicates exist
• ✓ All required fields are filled

Remember: Well-managed rooms mean:

• Patients go to the right place
• Staff know where to find equipment
• Appointments run on time
• Clinic/hospital operates efficiently

Room Planning Considerations

For New Facilities:

1. Consultation Rooms: How many doctors need rooms?
2. Procedure Rooms: Based on expected procedures
3. Specialized Rooms: Labs, pharmacies based on patient volume
4. Future Expansion: Leave room numbers for growth

For Existing Facilities:

1. Current Usage: Which rooms are busiest?
2. Patient Flow: Are rooms in logical order?
3. Staff Preferences: Any room assignments needed?
4. Equipment Needs: Do rooms have what they need?

Good room management makes your entire healthcare facility run more smoothly!