Flexi Room Reminder Sheet
This document is for use by staff who have been trained to use Oxevision. You must be trained to use the system. Your Oxehealth Champion can arrange this for you or ask your manager.
Please note: This reminder sheet is applicable for users who do not have Patient Configuration and Oxevision Observations (OxeObs) enabled. If you do have Patient Configuration and OxeObs enabled, please refer to the Series 4 guide ‘How to assign a Flexi Room to an OxeObs ward’.
What is it?
In hospitals, some rooms can be shared between adjoining wards. These are often referred to as “Flexi Rooms” or occasionally “Swing Rooms'' (we will refer to these types of rooms as Flexi Rooms throughout the rest of this document). Flexi Rooms are allocated to wards based on current capacity and the demand for beds.
Accessed via ‘Settings’, the Flexi Room tool within Oxevision allows staff to allocate a swing room or “Flexi Room” to a particular ward so that the room is displayed on the ward’s Room Overview screen on all Oxevision devices.
How does it help?
By providing the flexibility of assigning a Flexi Room to one ward or another, it means that staff can use Oxevision to care for a person in a Flexi Room in the same way as they care for a person staying in a permanent room on the ward.
How does it work?
Staff can assign a Flexi Room to a ward by firstly selecting “Settings” on the Oxevision home screen and then selecting “Assign Rooms" where they will be prompted to select from a list of known Flexi Rooms.
Upon selecting a room change from the “Assign to ward” drop-down, an individual "Save" button will appear next to the amended room (if no changes are made to the ward assignment, then the save button will not appear).
When a room change is saved, it will take a few seconds for Oxevision’s Room Overview screen to refresh and display the newly assigned Flexi Room.1 When a Flexi Room is saved and assigned to a given ward, all devices on that ward will be notified through a visual prompt.
1 Please note: If you attempt a room change but forget to select the “Save” button, you will receive a warning message to notify you that “You have made amendments that have not been saved.” - if this occurs, select “Cancel” to return to the “Assign Rooms” page to save the room change.
The assigned Flexi Room will continue to be displayed on all Oxevision devices until the room is reassigned to a different ward. Please note, a Flexi Room can only be assigned to one ward at a time.
Let’s look at an example…
“Room 100” is a Flexi Room split between Bluebell Ward and Daffodil Ward. The Flexi Room is currently assigned to Bluebell Ward but is vacant.
Daffodil Ward has currently reached capacity but has a new patient admitted. Staff assign “Room 100” to Daffodil Ward.
Staff on Daffodil Ward can now see “Room 100” displayed on the ward’s Oxevision devices and use Oxevision to care for the patient in the room.
When staff on Bluebell ward access the “Assign Rooms” page, they will see the room is now assigned to Daffodil Ward.
Are there any limitations?
We make every effort to ensure the optimal performance of Oxevision. However, it is important to know that as we work on making continuous improvements to the system, there are situations to be mindful of and staff should remain vigilant. If you’re ever in doubt, you can always reach out to Oxehealth who are available 24/7 (please refer to the “Getting help” module for information on how to contact us).
Failing to assign a room to a given ward
Although unlikely, there may be occasions when a room fails to assign to a ward correctly. This could be due to poor network connectivity or a conflicting action between two users simultaneously. If a room fails to assign and save to a ward correctly, you will receive the following warning message:
Anonymous room data is associated with the room where Patient Configuration is not enabled
Patient Configuration is an additional module available alongside Oxevision Observations (OxeObs) - Oxehealth’s digital observations tool. Patient Configuration allows staff to assign a specific patient to a room.
This means that when a Flexi Room is reassigned to another ward where Patient Configuration is not enabled, the anonymous room data - such as Activity Report and Vital Signs Trend Report data - will continue to be associated with the room.
Wards can only view the data associated with the rooms assigned to them. However, when you first assign and save a Flexi Room to your ward, you may see some anonymous room data in the associated reports before the time you assigned the Flexi Room to your ward.
Both wards need to be connected to the same server and be using consistent functionality
Both wards must be connected to the same server on site in order for them to share a Flexi Room. It is also not currently possible to have a Flexi Room that behaves differently depending on its assigned ward. Therefore, it is a requirement that a Flexi Room is shared between wards that have the same functionality. For example, if one ward has Edge-of-Bed and Out-of-Bed alerts disabled but another enabled, the Flexi Room feature will not be suitable for these wards.
Unexpected alerts during re-assignment of a room
If an alert is triggered during the process of a room being assigned to a new ward, there is a possibility that the devices on the previous ward the room was assigned to may receive an alert for that room. However, please note that alerts are immediately re-routed to the devices on the new ward,, so a missed alert is not expected. Please contact Oxehealth via the Feedback Form if you experience an unexpected alert in this instance.
Oxevision is designed to overcome these limitations and configuration changes are possible to minimise the risk of repeat issues. Please contact Oxehealth via the Feedback Form if you spot an unexpected event.
Things to remember!
- A Flexi Room can be assigned by accessing “Settings” on Oxevision’s home screen
- Devices on a ward will be notified when a Flexi Room has been assigned to that ward
- A Flexi Room must always be assigned to a ward but can only be assigned to one ward at a time
- Oxehealth is available 24/7 if you need support and would like to query the performance of Oxevision (please refer to the “Getting help” module for information on how to contact us).
Up next
Modules
Leaving Bed Alert Reminder Sheet
Leaving Bed Alert Reminder Sheet
At Door Reminder Sheet
At Door Reminder Sheet
Bathroom Blindspot Reminder Sheet
Bathroom Blindspot Reminder Sheet
Edge of Bed and Out of Bed Alerts
Edge of Bed and Out of Bed Alerts
Out of Room Reminder Sheet
Out of Room Reminder Sheet
Refresh Room Reminder Sheet
Refresh Room Reminder Sheet
No Activity Alerts Reminder Sheet
No Activity Alerts Reminder Sheet
Room States Reminder Sheet
Room States Reminder Sheet
Flexi Room Reminder Sheet
Flexi Room Reminder Sheet