How to use Flexi Rooms with Oxevision Observations
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 this document).
Flexi Rooms are allocated to wards based on the current capacity and demand for beds.
Below is a step-by-step guide on how to use Flexi Rooms with Oxevision Observations (OxeObs). If you require information on using Flexi Rooms where OxeObs is not enabled, please refer to the Series 2 module: Flexi Room Reminder Sheet.
Step 1: Select the three lines on the top left of the main overview screen, then select "Settings”.
Step 2: On the Settings page, select the “Assign Rooms” button.
Step 3: The Assign Rooms page will show a list of available Flexi Rooms and the current wards they are assigned to. To assign a Flexi Room to a ward, select the name of the ward you want to assign it to from the individual drop-down list for the room. Once you have done this, a “Save” button will appear that you can select.
Please note: If you are assigning multiple Flexi Rooms to a ward, please make sure you select the “Save” button individually for each room.
Only rooms that are “EMPTY” can be assigned to wards. If a room is occupied on another ward, for patient privacy reasons you will only see the word “OCCUPIED” displayed next to the room (see below). You cannot assign a Flexi Room to a ward when it is “OCCUPIED”. If required, you may need to speak with the other ward for them to transfer the patient out of the room.
If a currently occupied room is assigned to your ward, you will see the patient’s name next to the room instead (see below). If you are intending to assign this room to another ward you will receive a warning message that will notify you that you need to transfer or remove the patient from this room on the Oxevision system first. Please refer to the ‘How to remove a patient from an Oxevision room’ module or the ‘How to transfer a patient to a different Oxevision room’ module for details on how to do this.
When an empty Flexi Room has been successfully assigned to a ward, a notification will be displayed across all devices on that ward until either the Room Overview screen is updated or the notification is dismissed.
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:
In addition, if the room is currently occupied - either on the other ward or on your ward - you will be unable to assign the Flexi Room until it is unoccupied.
If the Flexi Room is currently on your ward, you will need to transfer or remove the patient from the room on the Oxevision system first. Please refer to the ‘How to remove a patient from an Oxevision room’ module or the ‘How to transfer a patient to a different Oxevision room’ module for details on how to do this.
However, if the room is occupied on the other ward, you may need to speak with the other ward and ask them if the patient can be transferred out of the room.
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.
You must be trained to use the system. Your Oxehealth Ward Lead can arrange this for you – or ask your manager.
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How to remove a patient from an Oxevision room
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How to use Flexi Rooms with Oxevision Observations
How to use Flexi Rooms with Oxevision Observations