Clinical care

Assign an encounter location

Assign a bed or other location, transfer between locations, and correct or close location stays.

Current source · source reviewed · 4 min read

Before you begin

The patient has an open encounter at your facility, and you opened that encounter.
The facility has locations set up in MANSOQ.
The bed or room that you want belongs to the same facility as the encounter.
You have the permissions listed below.

1. Open the location sheet

Go to the encounter page. Then use one of these entry points:

Open Encounter Actions with the shortcut Shift+E. Select Assign Location.
Press l on the encounter page.
On the Overview tab side panel, select Update Location.

The location sheet opens. The sheet has two tabs: Assign and History.

2. Assign a location

Open the Assign tab.
Browse the locations of the facility.
Select the bed or room that the patient occupies. You can select only a real place, such as a bed or a room. You cannot select a location category.
Set the state of the stay. A stay is planned, reserved or active. Only one stay stays active at a time.
Set the start time.
If the stay has an end time, set the end time.
Confirm.

Note: MANSOQ groups locations in these forms:

Site, Building, Wing, Ward, Level and Corridor
Room, Bed, Cabinet and House
Vehicle, Road, Area and Jurisdiction
Virtual

3. Move the patient to another location

Select the new bed or room.
Choose the move action.
MANSOQ asks whether to keep the previous bed reserved for the patient, or to free it. Choose one option.
Confirm.

4. Handle an occupied bed

If another patient occupies the bed in an open encounter, MANSOQ blocks the assignment. MANSOQ tells you that the bed is occupied. You cannot override this. Free that bed first.
If the patient who occupies the bed is discharged, MANSOQ asks you to confirm. Confirm to move the new patient in.

5. Correct an earlier stay

Open the History tab. The tab lists the earlier stays of the patient for this encounter.
Select the stay that you want to change.
Correct the times of the stay, close the stay, or cancel the stay.
MANSOQ asks you to confirm before it removes a stay. Confirm.

6. Rules that MANSOQ applies

The end time must be the same as or later than the start time. If it is earlier, MANSOQ shows "End Datetime should be greater than Start Datetime".
A closed stay needs an end time. If the end time is missing, MANSOQ shows "End Datetime is required for completed status".
After you close a stay, you cannot change the state of that stay again.
Two stays cannot overlap at the same location. If they overlap, MANSOQ shows "Conflict in schedule".
The location and the encounter must belong to the same facility.

Permissions

Permission	Access
Update Encounter non clinical	Lets you assign, move, correct, close and cancel the locations of an encounter. Administrator, Doctor, Nurse and Facility Administrator hold this permission.

You also need permission to see the locations of the facility.

Expected Outcome

The encounter shows the current bed or room of the patient.
While the patient occupies a bed, MANSOQ shows the bed as reserved. When the stay closes, MANSOQ shows the bed as available again.
The History tab lists each stay of the patient for this encounter.
When you set the encounter status to Completed, Cancelled, Discontinued or Entered in error, MANSOQ closes any open stay for you.
A discharged encounter still holds its location. MANSOQ frees the bed only when the stay closes, or when someone marks the encounter as complete.

Note: A user who belongs to the department that owns the current bed of the patient can open the encounter. This applies even when that user does not belong to the departments of the encounter.

Version and facility configuration

This procedure is grounded in the repository’s version 3.1 user guide and the audited source revision. Available encounter types, required demographics, terminology, permissions and enabled services depend on your facility configuration. Use the labels and access controls on your own instance; the source references below identify the documented implementation.

Source evidence

References are pinned to the private MANSOQ source repository. Repository access is required to open these links.