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User Guide: KI-2231G

Responder® 5

Staff Assignment User Guide

Rauland-Borg Corporation Issued: August 2012

Copyright 2012 by Rauland-Borg Corporation, all rights reserved.

This document contains user’s information on technology that is proprietary to Rauland-Borg Corporation. Permitted transmittal, receipt, or possession of this document does not express license or imply any rights to use, sell, design or manufacture this information. No reproduction, publication, or disclosure of this information, in whole or in part, shall be made without prior written authorization from an officer of Rauland-Borg Corporation. ©Rauland-Borg Corporation

Rauland-Borg Corporation Mt. Prospect, IL, USA

www.rauland.com

KI-2231G Staff Assignment Responder 5 Applications (T12)—User Guide

Table of Contents 1: OVERVIEW ............................................................................................................................................................................. 5

INTENDED USE ........................................................................................................................................................................... 5 SCOPE OF THIS DOCUMENT ......................................................................................................................................................... 5

Common Impacts .................................................................................................................................................................. 5 REVISION HISTORY ..................................................................................................................................................................... 6 WARNINGS ................................................................................................................................................................................. 6 CAUTIONS .................................................................................................................................................................................. 6 ALERTS, PRECAUTIONS, AND LIMITATIONS ................................................................................................................................ 7 LOGGING IN/OUT ....................................................................................................................................................................... 7

2: TAKING THE TOUR ............................................................................................................................................................ 10 Module Selector .................................................................................................................................................................. 10 Staff Assignment Desktop .................................................................................................................................................... 10

CURRENT ASSIGNMENT VIEW .................................................................................................................................................. 13 Staff Directory Pane (Current Assignment View) ............................................................................................................... 15 Beds Pane (Current Assignment View) ............................................................................................................................... 18 Current Coverage, Future Assignments, and Historic Review ........................................................................................... 22

ADD NOTES VIEW .................................................................................................................................................................... 25 Staff Directory Pane (Add Notes View) .............................................................................................................................. 27 Beds Pane (Add Notes View) .............................................................................................................................................. 27

FUTURE ASSIGNMENT VIEW ..................................................................................................................................................... 28 3: USING THE SOFTWARE .................................................................................................................................................... 30

COMMON VIEWS AND CONTROLS ............................................................................................................................................. 30 Status Bar ............................................................................................................................................................................ 30 Touchscreen Keyboard ....................................................................................................................................................... 30 Hovering ............................................................................................................................................................................. 30 Selecting an Object ............................................................................................................................................................. 31 Expanding an Object ........................................................................................................................................................... 31 Recognizing Objects ............................................................................................................................................................ 31 Scrolling .............................................................................................................................................................................. 32 Searching ............................................................................................................................................................................ 32 Editing a Field .................................................................................................................................................................... 33 Closing a Window ............................................................................................................................................................... 33 Saving Changes ................................................................................................................................................................... 33

4: HOW-TO ................................................................................................................................................................................ 34


PRE-ASSIGNING A STAFF MEMBER TO A SINGLE BED (FUTURE SHIFT) .................................................................................... 34 PRE-ASSIGNING A STAFF MEMBER ALL BEDS (FUTURE SHIFT) ............................................................................................... 35 PRE-ASSIGNING A GROUP OF STAFF MEMBERS ALL BEDS (FUTURE SHIFT) ............................................................................. 37 CLEARING A STAFF MEMBER’S BED ASSIGNMENT ................................................................................................................... 38 CLEARING ONE OR MORE STAFF MEMBERS FROM A "MULTI" BED ASSIGNMENT .................................................................... 38 CLEARING ASSIGNMENTS FROM A DESIGNATED CALL STOP .................................................................................................... 39 CLEARING ALL CURRENT BED ASSIGNMENTS.......................................................................................................................... 40 CLEARING ALL FUTURE BED ASSIGNMENTS ............................................................................................................................ 41 ACCEPTING ALL SUGGESTED PRE-ASSIGNED BEDS .................................................................................................................. 42 ASSIGNING A STAFF MEMBER TO A BED (CURRENT SHIFT) ...................................................................................................... 42 ASSIGNING A BED TO A STAFF MEMBER (CURRENT SHIFT) ...................................................................................................... 44 ASSIGNING ALL BEDS TO A STAFF MEMBER (CURRENT SHIFT) ................................................................................................ 45 ASSIGNING A STAFF MEMBER ALL BEDS (CURRENT SHIFT) .................................................................................................... 47 ASSIGNING ALL BEDS TO STAFF OF A GIVEN LEVEL (CURRENT SHIFT) ................................................................................... 49 ADDING PATIENT NOTES .......................................................................................................................................................... 51 VIEWING ADDITIONAL PATIENT ASSIGNMENT DETAILS ........................................................................................................... 52 VIEWING ADDITIONAL STAFF DETAILS .................................................................................................................................... 52 CREATING/PRINTING A BEDS REPORT ...................................................................................................................................... 53 REVIEWING HISTORIC COVERAGE ............................................................................................................................................ 54 CHANGING ACTIVE (REAL-TIME) DUTY STATUS ..................................................................................................................... 55 MANAGING RESPONDER SYNC NOTIFICATIONS ......................................................................................................................... 58 ASSIGNING DEVICES (CURRENT ASSIGNMENT) ........................................................................................................................ 58

APPENDIX A: IMPORTANT TERMS ................................................................................................................................... 61 APPENDIX B: QUICK GUIDE ................................................................................................................................................ 62


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1: Overview Staff Assignment is one of four (4) user modules that comprise the Responder 5 Application Suite (Staff Assignment, My Profile, PC Console, and Reports Manager).

Intended Use The Staff Assignments module allows you to 1) view and modify current assignments, 2) add and/or modify patient notes, and 3) pre-assign caregivers to patient rooms, expediting the staff sign-in process from any LAN-enabled PC.

Scope of this Document

You’ll notice that this Guide is divided into two (2) main sections. The first of these major sections answers the question, “what will I see when I navigate through the Staff Assignment program?”; the second of these sections answers the question, “how do I use the Staff Assignment program?” Once you’ve taken the tour, you’ll likely never have to return to the first section. The second section will, however, serve as a constant reference.

Read this document if your duties include maintaining or using the Staff Assignment application.

Common Impacts We’ve added dual icons in the sidebar to alert you where an action impacts both the Current and Future Assignments functions. If you see the dual icons, know that even though you may see only an example pertaining to a single view, it does however apply to both:

1


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Figure 1: Common Impact Icons

Revision History

KI-2231G documents the T12 release of the Responder 5 Staff Assignment application. Since the prior version, we:

added information about placing a staff member on duty directly from a staff object; added information and instructions regarding the Responder Sync feature; added information regarding the new Staff Directory device assignment feature; and changed a number of screen captures and examples.

Warnings

The following warnings may pose life safety or other serious hazards if ignored:

R5 Apps is not intended to be used as a primary annunciation system. The Responder Nurse Call system must be fully configured and operational in order to

use R5 Apps. R5 Apps should be fully tested before brought online.

Cautions

The following cautions may cause significant delays or inconvenience to staff and patients if ignored:

Changes made to the default R5 Apps configuration will impact system administrators and users.


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The arrival of any call in your designated coverage area will cause any non-Staff Assignment windows (Word Processing window, Browser Window, etc.) to fade into the background.

Alerts, Precautions, and Limitations

Should you be using a touchscreen display, you can “tap” where instructions require you to “click” and “double tap” where they require you to “double click.”

Logging In/Out In order to use any of the modules that comprise the Responder 5 Application Suite, a desktop shortcut must be installed on your PC, and you must have permission to Log In to the system. You may only log in to one Responder 5 Application at a time.

Other Stuff You Need to Know About Passwords In certain circumstances, R5 Apps may be configured by a system administrator to automatically log in using your Windows log in details (user name, password, etc.). You’ll know such is the case if after you launch R5 Apps, your default screen appears. If not, log in according to the instructions provided immediately below.

To Log In 1 Double click on the desktop shortcut:

Figure 2: Desktop Shortcut

The Log In screen will appear:


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Figure 3: Log In

2 Scan or enter your name and password. If you do not know your Username or Password, consult your system administrator. If you are using a touchscreen display, you may use the on-screen keyboard to make

your entry:

Figure 4: Touchscreen Keyboard

3 Click on the Log In or Enter button to continue.

Default Screen & Module Selection After Logging In, you may find yourself viewing one of the other Responder 5 modules. If so, you can use the dropdown Module Selector to access any Responder 5 module. Which modules are available is determined by your system administrator. You’ll find more information about how to switch modules below.

To Log Out 1 Click on the Log Out entry in the module selector menu…

Click after you’ve entered your Username and Password.


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Figure 5: Log Out (Menu Item)

or the Log Out icon:

Figure 6: Log Out Icon

The Login screen will reappear.


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2: Taking the Tour Like all other Responder system software modules, Staff Assignment is displayed on a multi-tabbed, multi-paned desktop. When launched for the first time, you’ll see three (3) tabbed Views (Current Assignment, Add Notes, and Future Assignment). Each of these offers access to tab-specific panes and activities. What you see and how it is presented is determined by your system administrator.

Module Selector Regardless of where you have navigated, you can always access any of the Responder 5 PC-based suite modules (Staff Assignment, PC Console, My Profile, or Reports Manager) from the desktop.

Figure 7: Module Selection Control

Staff Assignment Desktop In addition to various selectors, controls, and toolbars, the desktop presents Views, Panes, Lists, and Objects.

Views You’ll likely have access to three (3) Views from the desktop: Current Assignment, Add Patient Notes, and Future Assignm(ent). Each is associated with a tab.

Figure 8: View Tabs

Panes Each of the Views contains two (2) panes, bearing related and sortable information.

2


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Panes provide information (Objects) related only to a specific Unit (Surgical, Cardiac, Pediatric, etc.).

Objects Each pane contains basic objects. Some panes contain basic and detailed (expandable) Objects.

Date and Unit/Team Selectors The Date and Unit/Team selectors appear in the upper-right corner of certain desktop views. These selections determine what you view in any given pane:

Figure 9: Date and Unit/Team Selectors


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Figure 10: Staff Assignment Desktop (At-a-Glance, Initial View)

Unit/Team Selector Date Selector

Module Selector

Staff Search

Pane-Specific Status Bar

Left Pane Right Pane

View Tabs

System Status Bar


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Current Assignment View Current Assignment is the first of the three (3) available views and is comprised of two (2) panes: the Staff Directory Pane and the Beds Pane. It is used to assign or update call stops to staff (or staff to call stops) for the current shift. Staff may be selected from any appearing in the Directory.


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Figure 11: Current Assignments View At-a-Glance

Global Call Stop Assignment Control

Staff Directory Pane Beds Pane

Unit/Team-specific Staff members

An italicized entry indicates an assignment was synced from a connected, external system— such as EMR


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Staff Directory Pane (Current Assignment View) The pane furthest to the left is the Staff Directory Pane. It contains a Staff Directory list. These are 1) the staff that have been given access to the selected Unit/Team by the system administrator, and 2) have signed on duty. Contact that administrator if you cannot see a staff member you expect to see.

Staff Directory List Object The basic Staff Directory List object can bear any of the following data:

Data Indicator Description

Staff Level RN, LPN, PCT, Aide, etc. Shows the staff member’s typical “title” within a facility.

Staff Name Text Shows the staff member’s name (Last, First).

Service Type

Text plus icon:

Indicates whether the staff member is scheduled to perform services, respond to calls, or set to respond to urgent events.

Call

Ser(vice)

Urgt (Urgent)

Workload

Icon + Numerals: Summarizes a staff member’s responsibility (by order of coverage [call stop] assignments and number/type of patients).

Patient assigned and present; requires special care.

Patient assigned and present; no special care required.

Patient assigned but not yet present.

After the tenth patient is added, a single icon followed by numerals appear.

Notes Text Provides a space for staff specific notes, such as a special skill set an employee might have.

Table 1: Basic Staff Directory List Object

Staff Notes

Workload Breakdown

Staff Name

Service Level

Service Type


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The Duty control available in the Expanded Staff Directory List Object only allows one to take a staff member off duty, and may be used, for instance, to take a staff member off duty if they forget to go off duty themselves. It cannot be used to “force” duty on a member.

The expanded Staff Directory List Object can bear any of the following additional data (what appears exactly is based on availability and configuration):


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Figure 12: Expanded Staff Directory List Object


Device Type and ID

Icon and/or Text: Shows any device associated with the staff member:

Phone/Pager

Staff Location Badge

Wireless Phone

Additional Device (such as an additional pager or cell phone)

Notes Text Provides a space for staff specific notes, such as a special skill set an employee might have.

Duty Status Icon with Text Shows whether the staff member is currently on or off duty for the unit/team being viewed.

Duty Status Allows you to toggle a User’s duty status—on (from the Future Assignment screen) or off (from either the Current or Future Assignment screens.

Table 2: Expanded Staff Directory List Object Details

Global Level Assignment Control The Global Level Assignment Control appears at the bottom of the Staff Directory Pane and allows you to assign staff of a particular level to a Call Stop (see the Important Terms Glossary, page 61) position for all beds in the pane.

Duty Status

Workload breakdown

Service Type

Staff Level

Staff Name

Staff ID

Staff Notes

Assigned Device(s) and ID


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Figure 13: Global Level Assignment Controls

Beds Pane (Current Assignment View) The pane furthest to the right is the Beds Pane. The Beds Pane provides a visual summary of assignments for the selected Unit/Team via Beds Objects. You can view a Beds Object in its basic or expanded form.

Basic Beds Pane Objects

Figure 14: Basic Beds Pane Object (Current Assignment View)

Figure 15: Basic Beds Pane Object (Current Assignment View), Responder Sync Example

Figure 16: Basic Beds Pane Object (Current Assignment View), Multiple Staff

Each basic Beds Object can bear any of the following data:

Call stop and assigned staff Initials; gray background reveals saved assignment

Patient gender

Patient’s Name

Room/Bed Number with Swoop Coding

“Multi” indicates the call stop has been assigned to more

than one staff member

An italicized entry indicates an assignment was synced from a connected, external system—

such as EMR


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Room/Bed Provides room number and bed designation, when applicable, and is framed by a color-coded “swoop.” (See “Room/Bed Swoop” for details.)

Gender or

Provides quick-recognition gender indication.

Patient Name Shows the patient’s name.

Patient Notes Text Provides detail (when available) about a patient or room; an ellipsis indicates more detail is present in the full record view.

Call Stops

Shows the initials of caregivers, in the order of their responsibility. Should an entire level of staff be assigned, that abbreviation will appear. “Multi” indicates more than one caregiver is assigned to that call stop.

Synced Call Stops Italicized initials indicate that the call stop assignment was

made automatically through the Responder Sync interface.

Figure 17: Basic Bed Object Data

Room/Bed Swoop

In addition, each Beds Pane object is associated and labeled with a “swoop” in the left-hand corner. (The swoop type/color is fed by your facility’s registration system—if one is in use) This color coding is one more way to quickly determine a patient’s condition. Each patient may be associated with one or more swoops:

Table 3: Default Swoop Names/Colors

Swoop color is linked to what appears in any of the patient Details or Clinical Tab fields (PC Console Module). If you see the default purple swoop, you’ll know that neither the system nor one of your colleagues has made an entry.

Figure 18: Default Swoop Callout

If you see a swoop other than the default purple, you’ll know that either the registration system and/or one of your colleagues made an entry in one of the following (PC Console Module) Patient Details or Clinical Tab entry fields:

Default (Purple) Swoop


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Tab Manual or Automatic Entry Fields

Patient Details Diet

Clinical

Allergy

Ambulatory

Acuity

DNR

Fall Risk

Isolation

Telemetry

Special Request (Manual)

Table 4: Entry Fields Associated with Room/Bed Swoop

In the first example set, you’ll notice that only the Diet field (Patient Details tab) bears an entry (“Kosher”); therefore, the Call Object bears the bright green swoop. (The Diet field and bright green swoop color were paired by a system administrator—a facility-specific pairing; your field/color pairing may be different.)

Example 1: “Diagnosis” Swoop

Figure 19: Patient Details Tab (No Swoop Entries) Figure 20: Patient Tab (Diet Swoop Entry)

In the second example set, you’ll notice that both the Fall Risk and DNR fields bear entries. When multiple entries are present, the system uses the swoop color that’s paired with the entry field assigned the highest priority by the system administrator. In this case, DNR holds the higher priority; therefore, the purple swoop appears:

PC Console Module Examples


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Example 2: “DNR” (Multiple) Swoop

Figure 21: Clinical Details Tab (No Swoop Entries) Figure 22: Clinical Tab (Multiple Swoop Entries)

Expanded Beds Pane Object In addition to the data found on the basic Beds Object, the expanded Beds Pane Object bears more detailed information regarding the caregiver:

Figure 23: Expanded Bed Pane Object (Single Call Stop Assignments)

Figure 24: Expanded Bed Pane Object (Multiple [“Multi”] Call Stop Assignment)

Global Call Stop Assignment Control The Global Call Stop Assignment Control appears at the top right corner of the Beds Pane and allows you to assign selected staff to a Call Stop position for all beds in the pane:

Figure 25: Global Call Stop Assignment Controls

Multiple staff can be assigned to any call stop.

PC Console Module Examples


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Current Coverage, Future Assignments, and Historic Review In order to fully understand assignment options, you must understand the difference between current coverage, future (pre-) assignments, and historic review.

Current Coverage (Current Assignment Tab) By “Current Coverage” we mean those beds that are actually being covered by caregivers who signed on duty “today” (the day you are viewing the Staff Assignment desktop):

Figure 26: Actual Coverage Selection (Calendar View)

Current Assignment allows you to 1) get a real-time sense of who is covering which beds, and 2) to make changes to that coverage.

Figure 27: Current Assignments View

The Current Assignments view allows you to get a real-time sense of who is covering which beds.

The calendar is locked in the “Current Assignments” view.

If you select “today,” (red highlighting), you’ll be viewing “Actual Coverage” + “Pre-assignment” suggestions.


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Responder Sync

The optional Responder Sync feature synchronizes those caregiver assignments made using Responder 5 Apps with assignments made using any approved and interconnected external system—such as Electronic Medical Records (EMR).

Figure 28: Call Stop Assignment, Responder Sync Example

For detailed instructions, see To Manage Responder Sync Notifications.

Future Assignments By “Future Assignments” (also known as, “pre-assignments”), we mean those beds that the system suggests should be covered by those caregivers who have most recently covered those beds. You can use the calendar in Future Assignment view to schedule for up to seven (7) days into the future:

An italicized entry indicates an assignment was synced from a connected, external system— such as EMR


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Figure 29: Future Coverage (Calendar View)

Think of future assignments as both 1) those that the system intelligently attempts to predict (based on current coverage) and 2) those you manually establish.

Notes: • If a caregiver is pre-assigned bed(s) for “today,” those bed assignments will automatically

appear in the “Current Assignment” bed list once they sign on (My Profile). • If a caregiver is on duty and then assigned one or more new beds for another (later) shift

“today” (that is, beds they were not already covering in the earlier shift), that caregiver must access My Profile and accept those pre-assignments in order for them to become active. In other words, one cannot force a caregiver to take new beds across multiple (later) shifts on the same day without their approval.

Historic Coverage (Future Assignment Tab) By “Historic Coverage” we mean those beds that were actually covered by caregivers who signed on duty on any of the seven (7) prior days—available using the Staff Assignment calendar:

The calendar allows you to schedule assignments for seven (7) days into the future.


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Figure 30: Historic Coverage Selection (Calendar View)

Historic Coverage allows you to get a quick sense of who covered which beds in the immediate past.

Add Notes View Add Patient Notes is the second of the three (3) available views and is comprised of two (2) panes: the Staff Directory Pane and the Beds Pane. It is used to record optional notes regarding each patient. When notes are added to a Bed Object, the associated workload icon darkens.

If you select any day in the past (blocked gray highlighting), you’ll be viewing “Historic Coverage.”


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Figure 31: Add Notes View



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Staff Directory Pane (Add Notes View) The Staff Directory Pane appears on the left side of the desktop. As it does in the Future Assignment View, it provides either basic or detailed information regarding staff already assigned to a shift.

Beds Pane (Add Notes View) In the Add Patient Notes view, the Beds Pane appears on the right side of the desktop. Each Beds Object provides the following information regarding Beds:


Room/Bed Provides room number and bed designation, when applicable, and is framed by a color-coded “swoop” (see “Room/Bed Swoop” for details).

Gender/Need

No note; no special need.

Provides quick-recognition gender and special need indications. Darker icons indicate the presence of a patient note—and special needs.

Note present; special need.

Patient Name Shows the patient’s name.

Patient Notes Box

Provides telling detail about a patient or room. Notes can help you make more appropriate staff assignments. Only the first four (4) letters appear when Patient Notes are viewed outside of the Assign Notebox. Any entry here causes the Gender/Need icon to change shade.

Figure 32: Bed List Legend (Add Notes View)

Beds Pane Objects (Add Notes View)

Figure 33: Basic Beds Pane Object (Add Notes View)

Figure 34: Basic Beds Pane Object (Add Notes View), Open Note Field

Patient’s Name

Room/Bed Number with Swoop Coding

Patient Notes

Gender/Workload Icon (showing no note/no special need shading).

You can add notes once the field turns white.


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Figure 35: Beds Pane Object (Add Notes View), Saved Note

Figure 36: Expanded Beds Pane Object (Add Notes View)

Future Assignment View Future Assignment is the third of the three (3) available views and is comprised of two (2) panes: the Staff Directory Pane and the Beds Pane. It is used to assign call stops to staff (or staff to call stops) for any shift up to seven (7) days into the future. Staff may be selected from any appearing in the Staff Directory list.

You can also use the Future Assignment tab to place a staff member on duty—while you would use the Current Assignment tab to take them off.

Gender/Workload Icon (showing special need shading)

Multiple caregivers may be assigned to any listed Call Stop


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Figure 37: Future Assignment View



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3: Using the Software In this chapter, you’ll learn how to use the Staff Assignment module.

Common Views and Controls The Staff Assignment module is quite intuitive. You’ll be comfortable using it if you have experience with other Windows applications.

Status Bar The Status Bar appears at the bottom of various views. It provides information regarding the connection, the last Call, the last Service Request, and the system time and date.

Figure 38: Status Bar

Touchscreen Keyboard If you are using a touchscreen computer display and/or your system administrator has chosen to enable it, you may see and use the on-screen keyboard to enter Log In information.

Figure 39: Touchscreen Keyboard

Hovering If you position your cursor over a field that is truncated because a field is too small to show all information, the “hidden” portion will appear. You’ll know a field has been shortened if an ellipses (…) appears:

3


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Figure 40: Without Hover Figure 41: Hover Balloon

Selecting an Object Generally speaking, when you click on a screen object (Call, Staff, Service, Calendar date) once, it is highlighted in some manner:

Figure 42: Staff Object (Normal View) Figure 43: Staff Object (Selected View)

Expanding an Object Generally speaking, when you double click on a screen object, it will expand to reveal more details:

Figure 44: Staff Object (Normal View) Figure 45: Staff Object (Expanded View)

Recognizing Objects A basic Staff object will appear half-height, unless it contains a note:

Figure 46 Half-Height Object (No Note)

When a note is added, the object increases to full height:

Hover to view truncated information.

An ellipsis indicates more information is viewable.

Requires special handling


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Figure 47 Full-Height Object (with Note)

Scrolling If a scroll (with up/down arrows) appears on a screen, you can use it to view additional information:

Figure 48: Scroll

Searching You can use the dynamic Search box to find any Staff member based on a full or partial Staff Name; Staff Level (RN, LPN, Aide, etc.); Device Number/Name/Extension, or Staff Note entry:

Figure 49: Empty Search Field (Staff Assignment)

Note: you can only search based on a single parameter (Name or Staff Level or Device Number/Name/Extension...)., and you must manually delete any entry in the Search field in order to view the entire Staff list.

Figure 50: Search Field with Entry and Results (Staff Assignment)

Use the scroll to view additional information.

Only the addition of a note will increase the height of the Object

Empty the search field to return to the full Staff list.


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You must manually clear the search field (using your delete key) to return to the full Staff list.

Editing a Field You can click on and then enter notes in the Patient notebox:

Figure 51: Editable Field

Closing a Window Clicking on a “close” button will return an expanded object to its original (basic) state.

Figure 52: Close Expanded Staff Object Figure 53: Close Expanded Beds Object

Saving Changes How you save your changes is screen-specific. You may see an “Update” button, an “Accept” button, a “Save” button, or a Confirmation dialog. If you do not update, accept, or save, as necessary, your changes will not be recorded.

Click to activate note entry.

Ready for a note…

Click to close…

Click to close…


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4: How-To In the following chapter, you’ll learn how to use the Staff Assignment module to get things done. Consult the Current and Future Assignments section for additional details.

Pre-Assigning a Staff Member to a Single Bed (Future Shift)

You can pre-assign staff to one or more beds (call stops) from the Future Assignment tab. Assigned and accepted call stops bear the initials of assigned staff.

To Pre-assign Individual Staff to Call Stops 1 Click on the Future Assignment tab:

2 Bring the appropriate Shift List into view.

If necessary, use the Unit/Team, Date, and Shift controls at the top of the desktop page to select the appropriate shift:

3 Select a day (no more than seven [7] days into the future) from the calendar:

4 Close the calendar.

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5 Click on a staff entry in the Staff Directory Pane:

6 Click on one or more call stops in the Beds Pane:

The staff member’s initials will appear in the selected call stop, and the initials and field will turn brown. The brown color indicates a pre-assignment has been suggested, but not accepted (saved to the system):

7 Repeat for all intended future assignments. 8 Click on the “Accept” button once you have completed all pre-assignments.

All accepted future assignments will appear in shades of gray:

Pre-Assigning a Staff Member All Beds (Future Shift)

You can pre-assign a designated call stop across an entire unit to any single staff member. Beds assigned in this manner will bear the initials of the selected staff in the designated call stop position. By default, the previous day’s assignments are shown for each call stop. (Suggestions only appear for one day into the future.)

To Pre-Assign a Staff Member to All Beds: 1 Click on the Future Assignment tab:





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4 Close the calendar. 5 Click on a staff entry in the Staff Directory Pane:

6 Click on one of the call stops in the Select All Beds Buttons bar:

The call stop will turn brown:

The selected staff member’s initials will appear in the selected call stop for all beds in

the unit—in this example, call stop 1:

7 Click on the “Accept” button once you have completed all pre-assignments.

Clicking on “Reject” will clear the pre-assignments. All accepted pre-assignments will appear in shades of gray:


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Pre-Assigning a Group of Staff Members All Beds (Future Shift)

You can pre-assign all staff members of a particular staff type/level (RNs, LPNs, PCTs, etc.) to a designated call stop. Beds assigned in this manner will bear an abbreviation of the selected level in one of the call stop positions. Every staff member of the assigned level with a wireless device will receive a call initiated from any covered bed.

To Pre-assign a Group of Staff Members All Beds 1 Click on the Future Assignment tab:




4 Close the calendar. 5 Click on any single global assignment button at the bottom of the Staff List:



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The call stop will turn brown:

An abbreviation of the selected staff level will appear in that call stop position across

the entire unit—in this example, call stop 1:

7 Click on the “Accept” button once you have completed all pre-assignments.

Clearing a Staff Member’s Bed Assignment You can clear any single call stop assignment from any Bed Object in either the Current or Future Assignment View.

To Clear an Assigned Staff Member from a Bed 1 Locate the assignment you wish to clear in the Beds Pane:

2 Double click on the call stop assignment you wish to clear.

You may select the call stop assignment and use the keyboard Delete key to clear, as well.

The call stop assignment will clear:

Clearing One or More Staff Members from a "Multi" Bed Assignment

You can clear one or more assigned Staff members from a Bed bearing the “Multi” (multiple staff) designation from any Bed Object in either the Current or Future Assignment View.


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To Clear One or More Staff Members from a "Multi" Bed Assignment: 1 Locate the assignment you wish to clear in the Beds Pane:

2 Double click on the call stop assignment you wish to manage.

All call stop assignments/pre-assignments will appear:

3 Double click on the staff entry you wish to clear.

The call selected assignments will clear from the Bed:

Clearing Assignments from a Designated Call Stop You can clear assignments for a designated call stop either in Current or Future Assignments view.

To Clear Assignments from a Designated Call Stop 1 Click on either the Current or Future Assignment tab:

2 Click on the call stop you wish to clear (Call Stop selector):

All of the selected call stops will be highlighted in brown:


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3 Press the delete key on your keyboard.

All of the names/levels associated with the call stop will disappear:

Clearing All Current Bed Assignments You can clear all current call stop assignments while viewing Current Assignments. Doing so will automatically remove all current staff member coverage, but not take anyone off duty. In effect, this feature allows you to remove “today’s” assignments. Should you wish, you may also use this feature to take staff members off duty (see below)…

To Clear All Current Bed Assignments 1 Click on the Current Assignment tab:

2 Select the appropriate Unit/Team. 3 Click on the Clear All button:

The Clear All confirmation will appear:

4 Click Yes to remove all coverage from all call stops for all beds.

By clearing staff assignments on the current coverage tab, all rooms will no longer have covering staff and calls will not be routed to the phones/pagers of formerly covering staff.

The Off Duty confirmation will appear:


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4 Click Yes to take all Unit/Team members off duty, too. Clicking No will not change the duty status of any involved staff members.

Once you take a staff member off duty, they must use the My Profile module to activate their duty status themselves.

Clearing All Future Bed Assignments You can clear all pre-assignments from all call stops for any day up to seven (7) days into the future...

To Clear All Future Bed Assignments 1 Click on the Future Assignment tab:




4 Close the calendar. 5 Click on the Clear All button:


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The Clear All confirmation will appear:

6 Click Yes to remove all pre-assignments from all call stops for all beds.

Accepting All Suggested Pre-assigned Beds Because the system automatically carries pre-assignments over from the prior day’s shifts, “yesterday’s” bed coverage pre-assignments appear when you initially view the Beds Pane (Future Assignment tab). You may use the “Accept” feature to accept existing pre-assignments.

You must accept suggested pre-assignments in order for them to become active.

To Accept All Suggested Pre-assignments 1 Click on the Future Assignment tab:



3 Click on the “Accept” button:

Assigning a Staff Member to a Bed (Current Shift) You can assign current (today’s) coverage to one or more call stops from the Current Assignment View. Assigned (and accepted) call stops bear the initials of assigned staff in shades of gray.


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To Assign a Staff Member to a Bed (Current Shift) 1 Click on the Current Assignment tab:

2 Click on a staff entry in the Staff Directory Pane:

3 Click on one or more call stops in the Beds Pane.

The staff member’s initials will appear in the selected call stop, and the initials and field will turn brown. The brown color indicates an assignment has been initiated, but not accepted (saved to the system):

4 Repeat for all intended assignments. 5 Click on the “Accept” button when you have completed all assignments:

All accepted assignments will appear in shades of gray:


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Clicking on the “Reject” button will remove any assignments you did not update.

Assigning a Bed to a Staff Member (Current Shift) You can assign a call stop to an individual staff member from the Current Assignment view. Assigned (and accepted) call stops bear the initials of assigned staff on a gray background.

To Assign Call Stops to an Individual Staff Member for the Current Shift 1 Click on the Current Assignment tab:

2 Click on any single call stop in the Beds Pane:

3 Click on a staff object in the Staff Directory Pane:

The staff member’s initials will appear in the selected call stop, and the initials and

field will turn brown. The brown color indicates an assignment has been initiated, but not accepted (saved to the system):

Selected—though unassigned—objects appear brown without caregiver initials:


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If the caregiver’s profile includes a middle name, three (3) initials will appear in the

call stop upon assignment. Thereafter, two (2) initials will appear, unless you hover the cursor above the call stop; then, all three (3) will appear:


All accepted assignments will appear in shades of gray:

Clicking on the “Reject” button will remove any assignments you have not accepted.

Assigning all Beds to a Staff Member (Current Shift)

You can assign all Beds to an individual Staff member across the entire current shift. Beds assigned in this manner will bear the initials of the selected staff in the designated call stop position. By default, the previous day’s assignments are shown for each call stop.

The number of call stops associated with each bed is determined by your system administrator.

To Assign All Beds to a Staff Member (Current Shift) 1 Click on the Current Assignment tab:

2 Bring the appropriate Unit/Team into view.


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3 Click on one of the call stops in the Select All Beds Buttons bar.

4 Click on one or more staff objects in the Staff Directory Pane:

The initials of the selected staff will appear in that call stop position across the entire

Unit/Team. “Multi” (multiple) will appear if you’ve selected and assigned more than one staff member to a call stop:

Figure 54: Before Assignments Figure 55: After Assignments (Multiple Staff)


Selected—though unassigned—call stops appear in brown.


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All accepted assignments will appear in a shade of gray or in dark blue—if you make a group assignment (such as “All RN”):

Figure 56: Accepted Assignments (Individual Staff) Figure 57: Accepted Assignment (RN Example)


Assigning a Staff Member All Beds (Current Shift) You can assign any single staff member in the Staff Directory Pane a designated call stop across the entire current shift. Beds assigned in this manner will bear the initials of the selected staff in the designated call stop position. By default, the previous day’s assignments are shown for each call stop.

The number of call stops associated with each bed is determined by your system administrator.

To Assign a Staff Member All Beds (Current Shift) 1 Click on the Current Assignment tab:


3 Click on one staff object in the Staff Directory Pane:


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The initials of the selected staff will appear in that call stop position across the entire

Unit/Team:


All accepted assignments will appear in a shade of gray or, in the case of group

assignment (such as “All RN”), in dark blue:



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Assigning All Beds to Staff of a Given Level (Current Shift)

You can assign all staff members of a particular level (RNs, LPNs, PCTs, etc.) to the same call stop from the Current Assignment View. Beds assigned in this manner will bear an abbreviation of the selected level in one of the call stop positions. (If a prior assignment existed for the selected call stop, the “Multi” abbreviation will appear.) Every staff member of the assigned level with a wireless device will receive the call. By default, the previous day’s assignments are shown for each call stop.

All globally assigned levels remain in place until manually removed—making daily rescheduling unnecessary.

To Assign All Beds to Staff of a Given Level (Current Shift) 1 Click on the Current Assignment tab:



4 Click on any of the global assignment buttons (located at the very bottom of the

Directory pane):


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Globally assigned call stops bear an abbreviated form of the selected staff level:


All accepted assignments of a “particular level” will appear in dark blue:

All globally assigned levels remain in place until manually removed—making daily

rescheduling unnecessary. Clicking on the “Reject” button will remove any assignments you have not accepted.


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Adding Patient Notes You can add Patient Notes to any items in the Beds Pane while in Add Notes view. Patient notes cannot exceed 50 characters. Adding a patient note causes the workload icon to grow darker:

No note; no special need.

Note present; special need.

Patient Notes are patient-specific and follow a given patient if/when their room/bed location changes; therefore, you can only add notes when a patient is in a bed.

To Add Patient Notes 1 Click on the Add Notes tab:

2 Use the dropdown selector to select a Unit/Team:

Beds in the Unit/Team will appear in the Beds Pane, bearing editable Patient

noteboxes:

3 Click on any notebox.

The notebox will turn white, indicating you may enter text:

4 Use your keyboard to enter a maximum of 50 characters. 5 Repeat, as desired, for other patients. 6 Click on the “Update” button:

Patient notes remain in place until manually removed or until the patient is

discharged.

Patient Note Box


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Viewing Additional Patient Assignment Details You can view additional patient assignment details on the Beds Pane from either the Current or Future Assignments views:

To View Additional Patient Assignment Details 1 Click on either the Current or Future Assignment tab:

2 Locate and double click on any Beds Pane Object.

The expanded Beds Pane Object shows the full name of the assigned staff member plus other available detail:

3 Click on the “Close” button to return the Beds Pane Object to its basic state.

Viewing Additional Staff Details You can get additional information regarding staff from any Staff Assignment module page containing staff objects from either the Current or Future Assignments views.

To View Additional Staff Details 1 Click on either the Current or Future Assignment tab:

2 Locate and double click on any staff object in the Directory pane:

The expanded staff object will appear:


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3 Click on the “Close” button to return the object to its basic state.

Creating/Printing a Beds Report You can use the Print icon to create and then print a Beds report from either the Current or Future Assignment View. The report will contain the following details:

Bed Patient Name (Last, First) Call Stop Coverage (Staff Member Name, Staff Member’s Unit/Team Affiliation) Patient Notes Report’s “Author” (Staff Name—Last, First)

To Create/Print a Beds Report 1 Click on either the Current or Future Assignment tab:

2 Click on the Print icon:

3 Select a printer from the dropdown list.

If a PDF (or similar printer driver-based) file application is installed, you may create a viewable/savable report:

Expanded Staff Object


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Figure 58: Standard Print Option Figure 59: Adobe PDF Option

4 Complete your print selections. The report will print or appear on screen:

Figure 60: Beds Report (PDF Output)

Reviewing Historic Coverage You can review, but not modify, past call stop assignments (“Historic Coverage”) from the Future Assignment View. (By “Historic Coverage” we mean those beds that were actually covered by caregivers who signed on duty on any of the seven (7) prior days.)

To Review Historic Coverage 1 Click on the Future Assignment tab:

2 Select a past Unit/Team, date, and shift combination using the Shift Selection controls:

Staff Member’s Unit/Team Affiliation

Patient Name

Unit/Team, Shift, and Date Information

Bed Detail

Patient Notes


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Figure 61: Historic Coverage Selection (Calendar View)

Historic Coverage will appear:

Figure 62: Historic Coverage Review

Note: past dates are blocked in gray; the current date appears in red; future dates appear in bold.

Note: the Shift and Beds lists for the selected Unit/Team, date, and shift combination will appear.

Changing Active (Real-Time) Duty Status The Duty Status toggle allows you to change a User’s duty status—on (from the Future Assignment screen) or off (from either the Current or Future Assignment screens.

If you select any day in the past (blocked gray highlighting), you’ll be viewing “Historic Coverage.”

The background of the Future Assignment screen turns gray during a Historic Coverage Review.


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To Place a Staff Member On Duty 1 Click on the Future Assignments tab:

2 Locate a currently off-duty staff member in the Future Assignment Staff list.

If necessary, use the Search feature to locate the staff member:

Figure 63: Off Duty Staff (Future Assignment Tab)

3 Double click on the staff “object” (name). 4 Click the On Duty button.

The Staff Member’s “object” (name) will appear in the Current Assignment Staff List:

Figure 64: On Duty Staff (Current Assignment Tab)


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To Take a Staff Member Off Duty 1 Click on the Current Assignments tab:

2 Locate a currently on-duty staff member in the Current Assignments Staff list.

If necessary, use the Search feature to locate the staff member:

Figure 65: On Duty Staff (Current Assignment Tab)

3 Double click on the staff “object” (name). 4 Click the Off Duty button.

The Staff Member’s “object” (name) is removed from the Current Assignment Staff List:

Figure 66: Off Duty Staff (Future Assignment Tab)


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Managing Responder Sync Notifications The optional Responder Sync feature synchronizes those caregiver assignments made using Responder 5 Apps with assignments made using any approved and interconnected external system—such as Electronic Medical Records (EMR).

To Manage Responder Sync Notifications If an external system attempts to populate a call stop while you are viewing or using the Current Assignment screen, the following dialog will appear:

If the external system is attempting to update assignments for multiple staff members, a dialog will appear for each affected staff member.

1 Click Yes to allow the external system to interrupt your activity and update assignments. In-progress assignments—that is, those that you have not “saved” using the Staff

Assignment “Accept” button—will be lost if you click Yes. An updated assignment received from an external system will appear in italics:

Figure 67: External Assignment Call Stop Example

The assignment entry will revert to normal (non-italicized) text when the next caregiver assignment(s) appears—or after approximately one minute if there are no additional external assignment changes.

2 Click No to not allow the external system to interrupt your activity and update assignments. In order to minimize disruptions, we recommend clicking No, and allowing the

system to update once it has accepted your work. All externally generated updates will appear once you’ve used the “Accept” button to

“save” your Responder 5 Application assignments.

Assigning Devices (Current Assignment) You can assign a staff member any device (Wireless Phone, Location Badge, Phone/Pager, and/or Additional Device) that appears in their Staff Directory List Object.


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Some reminders… • Which devices appear in the Staff Directory Lists Object is determined by selections made in

the “Devices” section of Facility Settings (Administration module):

• Device “addresses” are established either on the “User-Staff” or “User-Device” tabs (Users |

Administration):

To Assign a Devices from the Current Assignment Screen 1 Click on the Current Assignments tab:

2 Locate a staff member (Directory Pane) to whom you wish to assign a device.

If necessary, use the Search feature to locate the staff member. 3 Double click on the staff “object” (name). 4 Click on a field associated with the device you wish to assign. 5 Enter the extension number(s) of the device(s) you wish to assign:


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Figure 68: Selected Staff Object (ready for device number input)

6 Click on the Accept button.


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Appendix A: Important Terms Knowing the following terms will help you use any of the Responder 5 modules:

“Multi” Used as in abbreviation in Beds Objects to show a call stop has been assigned to more than one staff member.

Call Stop: A Call Stop is a duty coverage for a bed. A maximum of eight (8) Call Stops can be created for each bed. Typically, calls unanswered by a caregiver in a bed’s first Call Stop position are then directed to the caregiver in the second position, and so on—thereby creating a coverage chain. Call Stops are used in Responder 5 instead of “Primary” and “Backup” coverage.

Sign On/Off: While you Log In and Out of the Responder 5 system, the My Profile module allows you to “Sign On” and “Sign Off” duty.

Team: Teams are functional groupings, such as “Code Blue” or “Security” and may be populated by any User. A User may belong to and be on duty in multiple Teams simultaneously.

Unit: Units are typically comprised of rooms in a particular physical area (Pediatrics, Intensive Care, Oncology, for instance). Active Users are associated with one or more Units. A User may belong to and be on duty in multiple Units simultaneously.

Urgent Event: Staff Assist and Code Blue calls are considered “Urgent Events” in the Responder 5 system.

Username: Usernames (User Names) are assigned by your system administrator and are necessary (in conjunction with a password) to Log In to the system.

User Device: User-Devices are devices (phone/pager or wireless phone) permanently assigned to a role or function—for instance, housekeeping supervisor, respiratory tech, pharmacy tech, scrub tech. Because they are typically passed from outgoing to incoming staff members, User-Devices are generally kept on duty.

A


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Appendix B: Quick Guide

B

Responder 5, Staff Assignment: Quick Guide (T12)

Shift Selector

Global Call Stop Assignment Control

Unit/Team Selector Module Selector

Staff Objects

View Tabs


Calendar Selector


Status Bar

Current Assignments View

Future Assignments View

Add Notes tab


Logging In

In certain circumstances, R5 Apps may be configured by a system administrator to automatically log in using your Windows log in details (user name, password, etc.). If not, log in according to the instructions provided immediately below.

1 Double click on the desktop shortcut:

2 Scan or enter your username and password. 3 Click on the “Log In” button.

Assigning a Staff Member to a Bed (Current Shift)

You can assign current (today’s) coverage to one or more call stops from the Current Assignment View.

1 Click on the Current Assignment tab. 2 Click on a staff entry in the Staff Directory Pane:

3 Click on one or more call stops in the Beds Pane: The staff member’s initials will appear in the

selected call stop, and the initials and field will turn brown.

4 Repeat for all intended assignments. 5 Click on the “Accept” button when you have

completed all assignments. All accepted assignments will appear in shades of

gray. Clicking on the “Reject” button will remove any

assignments you did not update.

Assigning a Designated Bed to Staff of a Given Level Across (Current Shift)

You can assign all staff members of a particular level (RNs, LPNs, PCTs, etc.) to a designated call stop from the Current Assignment View.

1 Click on the Current Assignment tab. 2 Bring the appropriate Unit/Team into view. 3 Click on one of the call stops in the Select All Beds

Buttons bar:

4 Click on any of the global assignment buttons (located

at the very bottom of the Directory pane):

Globally assigned call stops bear an abbreviated form of the selected staff level:

5 Click on the “Accept” button. All accepted assignments of a “particular level” will

appear in dark blue. All globally assigned levels remain in place until

manually removed—making daily rescheduling unnecessary.


Clearing a Single Bed Assignment You can clear any single call stop assignment from any Beds Object in Future Assignment View. 1 Locate the Beds Object in the Beds Pane. 2 Double click on the call stop assignment you wish to

clear. The call stop position will clear.

Pre-Assigning a Staff Member to a Single Bed You can pre-assign staff to one or more beds (call stops) from the Future Assignment tab. 1 Click on the Future Assignment tab. 2 Bring the appropriate Shift List into view. 3 Click on a staff entry in the Staff Directory Pane. 4 Click on one or more call stops in the Beds Pane. The staff member’s initials will appear in the

selected call stop, and the initials and field will turn brown. The brown color indicates a pre-assignment has been suggested, but not accepted (saved to the system):

5 Repeat for all intended future assignments. 6 Click on the “Accept” button once you have

completed all pre-assignments. All accepted future assignments will appear in

shades of gray.

Accepting All Suggested Staff Pre-assignments

Because the system automatically carries pre-assignments over from the prior day’s shifts,


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“yesterday’s” bed coverage pre-assignments appear when you initially view the Beds Pane (Future Assignment tab). You may use the “Accept” feature to accept existing pre-assignments. 1 Click on the Future Assignment tab. 2 Bring the appropriate Shift List into view. 3 Click on the “Accept” button.

Adding Patient Notes

You can add Patient Notes to any items in the Beds Pane while in Add Notes view. Adding a patient note causes the workload icon to grow darker:

No Note: or special need

Note present: special need

1 Click on the Add Notes tab. 2 Use the dropdown selector to select a Unit/Team. 3 Use your keyboard to enter a maximum of 50

characters. 4 Click on the “Accept” button.

Reviewing Historic Assignments

You can review, but not modify, past call stop assignments (“Historic Coverage”) from the Future Assignment View. 1 Click on the Future Assignment tab. 2 Select a past Unit/Team, date, and shift combination

using the Shift and Calendar selection controls. Historic Coverage will appear in the Beds pane—

bearing a grey background.

Placing a Staff Member On Duty

You can use the Duty Status “toggle” to place a staff member on or off duty:

1 Click on the Future Assignment tab. 2 Locate a currently off-duty staff member in the Future

Assignment Staff list.

3 Double click on the staff “object” (name). 4 Click the On Duty button.

The Staff Member’s “object” (name) will appear in the Current Assignment Staff List.

Taking a Staff Member Off Duty

You can use the Duty Status “toggle” to place a staff member on or off duty:

1 Click on the Current Assignments tab. 2 Locate a currently on-duty staff member in the

Current Assignment Staff list.

3 Double click on the staff “object” (name). 4 Click the Off Duty button. The Staff Member’s “object” (name) is removed

from the Current Assignment Staff List.

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