Organization structure is the internal map of a facility: which departments and wards exist, who belongs to which, and what care teams work at each unit. An administrator builds it once, and the rest of the product then draws on it — the Unit / Team filter in the calendar and on the appointment list, bed and place occupancy in the ward report, bed assignment on a ward.
A unit is not a substitute for a room. A room is the space a visit takes place in; a unit is an organizational cell that people and beds belong to.
How to do it
Open the screen from Settings
In Settings, under Clinical Settings, click Organization structure. The screen has three cards, one under another: Departments & units, Staff assignments and Care teams.
Add the first department
An empty card invites you with "Create your first department to start building the organization structure." Click Add department. The Add unit dialog has these fields:
- Name — required.
- Unit type — Department, Ward, Outpatient clinic or Day unit. The type decides where the unit later appears: beds go only onto wards, and day rehabilitation enrolments only into day units.
- Parent unit — empty means the root of the tree.
- Internal code — a short identifier, for example REH-01. It has to be unique within the facility.
- Rehab profile — General inpatient, Neurological inpatient, Day rehab or Outpatient / ambulatory. Fill it in for rehabilitation units: it suggests the rehabilitation mode when coding for the NFZ.
- Resortowy code VII and Resortowy code VIII — from the register of healthcare providers.
Save acknowledges with Unit created.
Grow the tree
Every unit in the tree offers Add child unit and Edit. A child unit inherits its place in the tree from its parent; the rest of the fields you fill in the same way. Saving is confirmed with Unit updated.
Assign staff to units
The Staff assignments card lists the whole facility team. For each person you set a primary unit — until you do, it reads None assigned — and a Staff title (for example senior physiotherapist, ward B). The change saves straight away and is confirmed with Assignment saved.
Gather a care team
A team is multidisciplinary staff — a physiotherapist, an occupational therapist, a speech therapist, a psychologist — gathered at one unit. On the Care teams card click Create team, give a Team name and optionally a unit. Then Manage opens a panel where you pick a member of staff, type a Role in team (optional) and click Add to team. Heltio acknowledges with Member added.
Archive what no longer exists
Units are not deleted — Archive asks "Archive unit?" and explains that "Archived units remain in the database and will no longer appear in active lists or scheduling options." The history stays. The Show archived switch under the tree shows them with an Archived marker, and Unarchive reverses it.
When something goes wrong
This code is already used in your clinic.
What this means: Another unit — an archived one included — has the same internal code.
A unit cannot be its own ancestor.
What this means: The parent unit you named lies in a branch below the one you are editing — that would create a loop.
Name is required.
What this means: The name field was left empty or holds nothing but spaces.
This person is already in the team.
What this means: An attempt to add somebody who already belongs to this team.
Failed to load units.
What this means: The tree was not fetched — usually a short break in the connection.
Failed to save assignment.
What this means: The change of primary unit or staff title did not go through; the screen reverts the value to the previous one.
Who has access
Clinic AdminThe tree, the assignments and the teams are edited by the Owner, the Administrator and a Coordinator. The other roles see the structure where they use it — in the calendar filters and in the ward report — but do not change it.
The hospital roles (Coordinator, Senior therapist, Technician, Trainee, Occupational therapist, Speech therapist, Psychologist, Clinical (read-only)) appear in the role list only at a facility of type Hospital.
Related
- Ward report — occupancy and patient-days counted separately for each unit.
- Beds and ward occupancy — beds are created inside a unit of type Ward.
- NFZ settlements — a unit's rehab profile suggests the mode of the service.
- Roles and permissions — who can do what in a practice and at a hospital facility.
- Treatment rooms — spaces, not organizational cells.
Related features
Department report
Patient-days, bed and place occupancy, therapist and device productivity, the waitlist and NFZ contract realization — all for a chosen period, on one screen.
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.
NFZ settlements — coding, limits and export
Coding NFZ services at execution, annual contract limits and batches handed off to OptiMED. Heltio prepares the data for settlement; it does not settle with the NFZ itself.
Roles and permissions
Thirteen roles: four in an ordinary clinic, eight more in a hospital facility and one on the patient side. What each one sees, what it can change, and why a role cannot be overridden with a single permission.
The clinic team
The list of people working in the clinic: who holds which role, how to change it, how to take access away from someone leaving, and what happens to their appointments and notes.
Treatment rooms
Defining rooms with their amenities, the three modes for assigning them to appointments, clash detection and the utilisation report.