Ward Bed Management & Real-Time Occupancy

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Ward Bed Management & Real-Time Occupancy within SmartERP.

Configure hospital wards, room classes, bed tariffs, and monitor occupancy metrics across inpatient departments.

{screenshot:ward-bed-management-and-occupancy-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_healthcare, smarterp_clinical_core, smarterp_pharmacy
• Security Groups:
  • Healthcare Receptionist (Technical ID: smarterp_healthcare.group_medical_receptionist)
  • Physician / Attending Doctor (Technical ID: smarterp_healthcare.group_medical_doctor)
  • Pharmacy Dispenser (Technical ID: smarterp_healthcare.group_medical_pharmacist)
• Master Data Dependencies: Patient master registry (Medical Record Number - MRN), EFDA drug formulary, Ethiopian Ministry of Health (MoH) HMIS disease codes, and EHIS insurance tariffs.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Healthcare app icon.
4. From the top navigation bar, open Healthcare → Clinical Dashboard → OPD Triage / Inpatient ADT / EMR / Pharmacy Dispensing.

{screenshot:ward-bed-management-and-occupancy-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Medical Record Number (MRN) (Mandatory): Unique national health identifier or generated hospital record code
   • Patient Demographics (Mandatory): Full legal name, gender, date of birth, and Kebele residential location
   • Encounter Type (Mandatory): Outpatient (OPD), Inpatient (IPD), Emergency, or Triage consultation
   • Attending Physician (Mandatory): Licensed healthcare practitioner responsible for clinical encounter
3. Configure optional operational parameters and localized tags as required:
   • Insurance Provider & Policy (Optional): EHIS CBHI/SHI policy or corporate credit contract
   • Triage Vital Signs (Optional): Blood pressure, pulse rate, respiratory rate, temperature, and SpO2
   • ICD-11 / HMIS Diagnosis Code (Optional): Standardized diagnosis category for statutory health reporting
4. Click the Save icon in the control bar to commit the record.

{screenshot:ward-bed-management-and-occupancy-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Reception / Triage → Consultation → Lab / Radiology → Prescription → Billing / Discharge).
• Ledger & System Impact: Patient billing registers medical service revenue, debits patient or insurance accounts receivable, and debits pharmaceutical inventory upon prescription dispensing.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:ward-bed-management-and-occupancy-transaction-processing-state}

Hospital Ward Hierarchy Setup#

SmartERP structures physical hospital facilities hierarchically:

$$\text{Hospital Facility} \longrightarrow \text{Building / Wing} \longrightarrow \text{Ward} \longrightarrow \text{Room} \longrightarrow \text{Bed}$$

To configure a new ward:

1. Navigate to Healthcare > Configuration > Facility Structure > Wards.
2. Click New and define ward attributes:
   • Ward Name & Code: e.g., Pediatric Medical Ward (PED-MED).
   • Department: Pediatrics.
   • Gender Policy: Female Only, Male Only, Mixed / Pediatric, or Unrestricted.
   • Supervising Head Nurse: Assign responsible staff.

Configuring Rooms and Bed Tariffs#

1. Under the selected ward, click Add Room.
2. Define the room type: General Ward (Multi-Bed), Semi-Private (2 Beds), Private VIP Suite, or Negative Pressure Isolation.
3. Add bed records specifying unique bed numbers (e.g., BED-101, BED-102).
4. Link each bed type to its billing service product (account.move.line):
   • General Ward Bed Day: 450.00 ETB / day.
   • Semi-Private Room: 1,200.00 ETB / day.
   • Private VIP Suite: 3,500.00 ETB / day.
   • Intensive Care Unit (ICU): 6,000.00 ETB / day.
5. Set billing calculation method: Calendar Day or Midnight Cutoff (24:00).

Visual Bed Occupancy Canvas#

The real-time bed board provides immediate situational awareness across all hospital wings:

• 🟢 Available (Green): Cleaned, sanitized, and ready for immediate patient placement.
• 🔴 Occupied (Red): Inpatient actively assigned; hover reveals patient name, MRN, and attending doctor.
• 🟡 Reserved (Yellow): Held for an incoming emergency or elective surgical admission.
• 🔵 Cleaning / Turnover (Blue): Vacated by discharged patient; awaiting housekeeping sanitization.
• ⚫ Maintenance (Black): Bed, oxygen console, or monitor undergoing repair.

Key Inpatient Metrics Calculation#

SmartERP continuously computes statutory MoH performance indicators:

$$\text{Bed Occupancy Rate (BOR)} = \frac{\text{Total Inpatient Bed Days Observed}}{\text{Total Available Beds} \times \text{Number of Days in Period}} \times 100\%$$

$$\text{Average Length of Stay (ALOS)} = \frac{\text{Total Inpatient Bed Days of Discharged Patients}}{\text{Total Discharges and Deaths}}$$

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Healthcare: Generate daily MoH HMIS aggregate tally (smarterp_healthcare.ir_cron_hmis_sync): Runs daily at 23:00 to prepare DHIS2 health data summaries
  • Pharmacy: Flag expiring EFDA medicine batches (smarterp_healthcare.ir_cron_fefo_expiry): Runs daily at 06:00 to alert dispensers of lots expiring within 60 days
• Custom Print Templates & Reports:
  • Official Patient Encounter Summary & Medical Certificate
  • Electronic Prescription Order Form (Model 19 Compliant)
  • Ethiopian Health Insurance Service (EHIS) Claim Dossier
  • Daily MoH Outpatient / Inpatient Morbidity Tally Sheet
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#