The bed grid is the first screen of a ward: one tile per bed, free distinguished from occupied, and above the grid a counter in the form 3 / 12 beds. An occupied tile leads straight to the patient's stay record.
How to do it
Open the bed grid
Hospital → Ward, the Beds tab. If the facility has more than one ward, the Select ward switch decides whose grid you see. The choice is saved in the page address, so a link to a particular ward can be shared.
Read the occupancy
The badge next to the switch says how many of the active beds are occupied — 3 / 12 beds. It changes colour as the ward approaches capacity, and disappears when the ward has no active bed at all. The counter covers active beds only; beds taken out of use enter neither the denominator nor the grid.
Create, rename or deactivate a bed
Add bed sits in the header of the Beds section — and on an empty ward also under the No beds configured message. The dialog asks only for a Bed code; the code has to be unique within the ward, otherwise Heltio answers A bed with this code already exists on this ward. Heltio acknowledges with Bed added.
The menu on a tile (the ⋯ button in the top right corner) offers two further actions:
- Rename — the same uniqueness check on the code as when creating it.
- Deactivate — takes the bed out of use and out of the occupancy counter. An occupied bed cannot be deactivated: Heltio answers Cannot deactivate an occupied bed. Discharge or move the patient first.
A deactivated bed does not disappear. A coordinator sees it dimmed in the grid, labeled Inactive, with an Activate action in the menu; the rest of the team does not see it at all.
Tell free from occupied
A free bed has a dashed border and cannot be clicked — it is labeled Free. An occupied one has a solid border, the patient's name and the stay status, and clicking it or pressing Enter opens the stay record. The label on an occupied tile reads Occupied by together with the name.
Assign or change a bed
You assign from the patient's side, not from the bed's. In the Inpatients tab or on the stay record choose Assign bed — or, when the patient already lies somewhere, Change bed. The dialog shows where the patient lies now (Currently in bed A-04 or No bed assigned), the list of free places on that ward and an Assign button. Heltio acknowledges with Bed assigned.
Trace the history of places
The stay record has a Bed history tab: every assignment with a from and to date, the current one labeled present. A stay that never got a place shows No bed assignments yet.
What frees a bed and what does not
- Discharge frees it. The discharge dialog says so outright: This will close the stay and free bed.
- Leave does not free it. The place waits for the patient — Bed is held during leave.
- A transfer to another ward frees the old place and opens a new one, but does not close the hospitalization.
- Changing bed within a ward closes the previous assignment and opens a new one in the history.
When something goes wrong
That bed is already occupied. Please select a different bed.
What this means: Somebody assigned that place between the dialog opening and your save. The grid on your side was a few moments out of date.
No beds configured
What this means: The ward has not a single active bed.
Failed to load ward data
What this means: The bed grid or the patient list did not load.
No patients on this ward
What this means: The ward has beds, but nobody is lying in them. This is not an error.
Selected unit is not a ward
What this means: A unit of a type other than Ward — a Department or a Day unit, for example — was named as the destination of a transfer.
Who has access
Clinic Admin PractitionerThe whole clinical team of a ward can see the bed grid and the occupancy. Creating, renaming and deactivating a bed, and assigning or changing a place, are reserved for the Owner, the Administrator and a Coordinator — for the others the action shows greyed out with the hint Requires coordinator role, or does not appear at all.
Related
- Inpatient stay — admission, leave, transfer, discharge.
- Countersign queue — approving trainees' notes.
- Treatment rooms — the equivalent for outpatient work.
Related features
Inpatient stay — admission, leave, discharge
The record of a patient's hospitalization on a ward: admission with a diagnosis and a bed, leave, transfer between wards, discharge and the Barthel scale.
Note countersign queue
A note written by a trainee is not yet final documentation. The countersign queue gathers such notes in one place and lets you approve them.
Treatment rooms
Defining rooms with their amenities, the three modes for assigning them to appointments, clash detection and the utilisation report.