Devices & stations is the facility's register of treatment equipment — "Apparatus and modality stations bookable for treatments." Once a device is described here, the calendar can show its schedule, and Heltio makes sure two patients do not land on the same laser at the same hour.
Do not confuse this with treatment rooms. A room is a space. A device is equipment that stands in a space and is sometimes shared between several rooms.
The whole feature is available only at facilities of type Hospital.
How to do it
Add a device to the register
Under Settings → Devices & stations click Add device and fill in:
- Type — Device, Modality station or Equipment.
- Name — as the team calls it, for example Laser Mx-2.
- Code — a short identifier such as LASER-01. It has to be unique within the facility.
- Unit (optional) — the organizational unit the device stands at.
The save is confirmed with Device added. The name, code, type and unit assignment can be changed later through Edit device.
Retire a device instead of deleting it
Devices are not deleted. Deactivate takes them off the picker when planning, and the dialog says outright what will happen: "Past procedures are kept. The device will no longer appear in the device selector." Heltio acknowledges with Device deactivated.
You see deactivated devices with the Show inactive switch; they come back with the Reactivate button.
Plan a treatment series
On the patient record open the Treatment Series tab and click Plan series. This is the tool for booking many sessions at once — "Plan a multi-week course of device treatments." You fill in:
- Number of sessions — at most 60 sessions in one series.
- Repeat — On weekdays or Every N days. In the first case you name the Weekdays, in the second the interval in the Every (days) field, from 1 to 30.
- Start date, Session start time and Duration (min) — from 5 to 600 minutes.
- Therapy order (optional) — a link to a therapy order.
- Procedures per session — pairs of a device and an ICD-9 code. The hint under the section says what that means: "These device + procedure combinations will be booked on every generated session." The Start offset (min) field shifts a procedure relative to the start of the session — 0 = session start.
Check the dates before generating the appointments
Preview dates computes every slot in the series and sums them up with the number of treatments and the end date. Only Confirm & generate creates the appointments in the calendar and books the devices. Heltio acknowledges with a message saying how many appointments were created.
Add a procedure to a single visit
Not every treatment comes from a series. On the active session screen the Procedures this visit panel takes individual entries through the Add procedure button: Device (optional), ICD-9 code, Starts at, Ends at and Performed by (optional). Adding one is acknowledged with Procedure added. A visit with no entries shows No procedures recorded.
See a device's schedule
In the calendar the view switch has an extra entry, Devices — it appears only when the facility has at least one active device. The view lays the day out device by device; free windows are labeled Free, and a day with no bookings as No bookings for this day.
The same Device schedule is in the mobile app, under the More menu. It needs a connection — with no network it shows Internet connection required.
The view reads like a day in the calendar, only the columns mean something else: (1) the view switch, where the Devices entry appears, (2) the hour axis of the day, (3) the column header — here a device name, not a weekday, (4) a single device booking.
When something goes wrong
This code is already used by another device in your clinic.
What this means: Two devices were given the same code.
Device is already booked at this time.
What this means: The device you chose has another treatment in that time slot. Heltio does not allow a device to be double-booked.
Failed to generate sessions.
What this means: While generating the series, one of the planned sessions landed on a busy device. The detailed message gives the session number, its date and the device name.
This series already has generated sessions. Cancel and re-plan to reschedule.
What this means: The appointments from this series already exist.
This series is already closed.
What this means: The series has the status Completed or Cancelled.
Invalid ICD-9 procedure code. Search and select a code from the list.
What this means: The code typed by hand does not occur in the procedure dictionary.
No devices configured
What this means: The facility has not a single active device, so the schedule view has nothing to show.
Go online to view the device schedule.
What this means: The device schedule reads bookings live and does not work without a connection.
Who has access
Clinic Admin Practitioner| Action | Who can |
|---|---|
| View the device register and the device schedule | the whole clinical team of the ward, read-only accounts included |
| Add, edit, deactivate devices | Owner, Admin, Coordinator |
| Plan a series, generate sessions, cancel a series | Owner, Admin, Coordinator, Senior therapist |
| Add and remove procedures on a visit | Owner, Admin, Coordinator, Senior therapist |
The split is deliberate: whoever plans a series arranges its treatments, but defining the equipment itself stays with the facility's administration. Every change to the device register and every series plan leaves an entry in the audit log.
Related
- Therapy orders — a series can be linked to an order.
- Calendar and views — where the device view is switched on.
- Treatment rooms — booking spaces, not equipment.
Related features
Therapy orders
An order for treatments for a ward patient: the diagnosis, ICD-9 procedures, the ordering physician and a register of every execution at the bedside.
Day rehabilitation — enrolment and attendance
The register of patients at a Day Rehabilitation Centre: who is enrolled, how many treatment days are planned, who attended today and when a place frees up.
Calendar — week grid and list view
The main working screen of the practice: a full 24-hour grid across the week, a switch to the appointment list, filters, drag-and-drop rescheduling and time blocking.
Treatment rooms
Defining rooms with their amenities, the three modes for assigning them to appointments, clash detection and the utilisation report.