An Admission is the record of one hospitalization: who is lying in, on which ward, since when, in which bed and in what state they were discharged. A patient can have only one open stay at a time — Heltio enforces that at admission.
The whole Hospital section works only at facilities of type Hospital. At other practices the screen is visible but greyed out, with a Hospital feature notice. You cannot switch the facility type yourself — Heltio support enables it.
How to do it
Choose the ward
In the side menu: Hospital → Ward. At the top of the screen Select ward switches between the facility's wards, and next to it stands the occupancy in the form 3 / 12 beds. The three tabs below are Beds, Inpatients and Therapy orders.
Admit a patient
The Admit button opens the Admit patient dialog. You fill in:
- Patient and Ward — required.
- Bed — optional. If you leave Assign later, the stay is created without a bed and you fill it in whenever you like.
- Admission date — today by default.
- Referring physician and Admission diagnosis (ICD-10).
- Barthel score on admission — 0–100.
You confirm with the Admit patient button; Heltio acknowledges with Patient admitted.
Run the stay from the Inpatients list
The Inpatients tab is the list of the ward's current patients with the columns Current bed, Status and Admission date. The row menu offers: View admission, Assign bed (or Change bed), Mark on leave, Return from leave, Transfer and Discharge.
The stay status takes four values: Admitted, On leave, Discharged, Transferred.
Open the stay record
Clicking a row or an occupied bed in the grid opens the Admission record. It has three tabs:
- Overview — the ward, the current bed, the status, the admission and discharge dates, the referring physician, the diagnosis.
- Bed history — every assignment with a from … to range, the current one marked present.
- Outcomes — the outcome measures of the stay, Barthel included.
Transfer to another ward
Transfer patient requires a Target ward; the Target bed (optional) can be left out. The dialog reminds you that The stay episode is continuous — same admission ID — a transfer neither closes the hospitalization nor starts a new one, so the history stays in one place.
Discharge
Discharge opens the Discharge patient dialog with the warning This will close the stay and free bed. You give the Discharge date and the Barthel score on discharge, and confirm with Discharge. Heltio acknowledges with Patient discharged, and the stay record goes read-only with a This stay was discharged on banner.
The Barthel scale on a neurological ward
On a ward with the Neurological inpatient profile, Heltio enables the Barthel requirement automatically at admission — the stay record then shows Barthel gate required. Four messages describe the state of the requirement: Entry + exit missing, Entry missing, Exit missing, Barthel complete.
The ward screen also carries a Neuro stays missing Barthel panel with a Record now button next to every missing measurement. When everything is filled in, the panel says All neuro stays have a documented Barthel.
The requirement can be switched on and off by hand on the stay record — the change is acknowledged with Barthel gate updated and goes into the audit log.
When something goes wrong
Patient already has an open admission
What this means: This patient is already hospitalized — including when they are lying on another ward of the same facility.
That bed is already occupied. Please select a different bed.
What this means: Somebody took that bed between the dialog opening and your save.
Discharge date cannot be before the admission date
What this means: The discharge date you typed falls before the admission date recorded on the stay.
This admission is already closed
What this means: The stay was discharged in the meantime — usually from a second device or by another member of the team.
Failed to set patient on leave. Please try again.
What this means: The leave record did not reach the server; the list reverts to its state before the click.
Failed to load ward data
What this means: The bed list or the patient list did not load.
Who has access
Clinic Admin PractitionerThe whole clinical team of a ward can see the patient list and the bed grid — from the coordinator down to a trainee and read-only clinical access.
Admitting, assigning a bed, leave, transfer and discharge are reserved for the Owner, the Administrator and a Coordinator. Everyone else sees those actions greyed out, with the hint Requires coordinator role.
In the mobile app the ward is available read-only as My ward patients, offline included. Admission and discharge can only be done in the browser — the screen says so outright: Open Heltio on the web to admit or discharge patients.
Related
- Beds and occupancy — where the beds come from and how to read the grid.
- Countersign queue — approving trainees' notes.
- Outcome tracking — outcome measures outside the ward.
- Patient record — the full history beyond a single stay.
Related features
Beds and ward occupancy
The bed grid, the occupancy counter and assigning a place to a patient — what you see on the Ward screen and where the beds themselves come from.
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.
Outcome measures — measuring the effect of treatment
The questionnaires and scales you use to measure the effect of therapy: the measure library, recording an assessment in the patient record, goals with a clinically significant change threshold, and requests sent to the patient portal.
Patient record
The file of a single person — personal details, clinical profile, note history, measurements, consents, guardians and settlements, in the tabs down the left-hand side.