1. Welcome
Welcome to the Pediatric Bed Status Dashboard! This guide will help you navigate and use all the features of the dashboard to monitor bed occupancy across pediatric wards, including ICU, Oncology, Post-cardiac, and general wards.
2. What is This Dashboard?
The Pediatric Bed Status Dashboard is a real-time monitoring tool that shows you:
- Which beds are currently occupied or vacant
- Patient information for occupied beds
- Bed utilization rates for each ward
- Emergency Department patients waiting for admission
- Summary statistics at a glance
3. Dashboard Overview
When you first open the dashboard, you'll see several sections:
- Header - Top section with title and action buttons
- Filters - Options to narrow down what you see
- Summary Cards - Quick statistics at a glance
- Ward Utilization Cards - Visual progress bars showing how full each ward is
- Bed Details Table - Complete list of all beds with detailed information
4. Understanding the Summary Cards
At the top of the dashboard, you'll see colorful summary cards that give you quick information:
Visible Beds (Blue Card)
- Shows the total number of beds currently visible after applying all your filters
- Updates automatically as you change filters
Occupied (Red Card)
- Number of beds that currently have patients
- Only counts non-historic (active) beds
Vacant (Green Card)
- Number of beds that are empty and ready to receive patients
- These are available for new admissions
Critical Care (Yellow Card)
- Shows critical care/ICU beds
- The label and count change based on your status filters:
- If filtering by "Vacant": Shows "Vacant critical care" with count
- If filtering by "Occupied": Shows "Occupied critical care" with count
- If both filters active: Shows "X vacant / Y occupied"
Temp Beds (Light Blue Card)
- Temporary beds available in the system
- Same dynamic labeling as Critical Care based on filters
Possible Discharges (Green Card)
- Beds where patients have been marked for discharge
- Helps identify beds that will become available soon
Private Beds (Purple Card)
- Beds designated as private rooms
- Same dynamic labeling based on status filters
ED Awaiting Admission (Red Card with Clock Icon)
- Shows number of Emergency Department patients who have been accepted but are waiting for a bed assignment
- Hover over this card to see a detailed tooltip with:
- Patient names
- Their current location in ED
- How long they've been waiting (ED LOS - Length of Stay)
Expected Admissions Today (Yellow/Amber Card)
- Shows the number of patients scheduled for admission today
- Excludes patients who have already arrived and are occupying beds
- Click anywhere on this card to see a detailed modal with:
- Patient IDs
- Appointment dates and times
- Provisional diagnoses
- Ward assignments
- Look for the "Click for details" note at the bottom of the card
💡 Tip: Use this to plan bed assignments for incoming patients today
Expected Admissions Tomorrow (Cyan/Blue Card)
- Shows the number of patients scheduled for admission tomorrow
- Excludes patients who have already arrived and are occupying beds
- Click anywhere on this card to see a detailed modal with:
- Patient IDs
- Appointment dates and times
- Provisional diagnoses
- Ward assignments
- Look for the "Click for details" note at the bottom of the card
💡 Tip: Use this to prepare for tomorrow's admissions and plan capacity
5. Using Filters
Filters help you focus on specific beds. All filters work together - you can combine multiple filters to find exactly what you need.
Ward Filter
- Location: Top left of the Filters section
- How to use: Click the dropdown and select a specific ward
- Options: "All wards" (default) or any specific ward name
💡 Tip: Use this to focus on one ward at a time
Bed Type Filter
- Location: Top right of the Filters section
- Options:
- ✅ Regular (non-critical) - Standard beds in non-critical wards
- ✅ Critical care - Beds in ICU and critical care wards
- ⬜ Temp - Temporary beds
- ⬜ Cradle - Cradle beds for infants
- How to use: Check or uncheck the boxes to include/exclude bed types
💡 Tip: By default, Regular and Critical care are checked
Status Filter
- Location: Below Bed Type filter
- Options:
- ✅ Occupied - Beds with patients
- ✅ Vacant - Empty beds ready for patients
- How to use: Check the statuses you want to see
💡 Tip: Check both to see all beds, or just one to focus on occupied or vacant beds
Privacy Type Filter
- Location: Below Status filter
- Options:
- ✅ Private - Private room beds
- ✅ Non-private - Shared room beds
- How to use: Check the privacy types you want to see
Discharge Status Filter
- Location: Below Privacy Type filter
- Options:
- ⬜ Possible Discharge - Beds where patients are ready for discharge
- How to use: Check this box to see only beds with patients ready for discharge
📌 Note: When you check this, the "Occupied" status filter is automatically checked too, since only occupied beds can have discharge status
6. Understanding the Bed Details Table
The main table shows detailed information about each bed. Here's what each column means:
Serial Number
Just a row number to help you count beds
Ward
The name of the ward where the bed is located
Room
The room number or name
Bed ID
The unique identifier for the bed in the system
Bed Label
The display name of the bed (what you see on signs)
Bed Type
Shows the type of bed:
- Critical care - ICU/critical care beds
- Temp (critical) - Temporary beds in critical wards
- Regular - Standard beds
- Temp - Temporary beds
- Cradle - Cradle beds
- Private prefix - Private room beds (shown as "Private (Bed Type)")
Occupancy Status
The current status of the bed with an icon (previously called "Calculated Status"):
- ✅ VACANT (green) - Empty and available
- ❌ OCCUPIED (red) - Has a patient
📌 Note: The "Raw Status" column has been removed. Only the "Occupancy Status" column is shown, which provides the calculated status based on all available data.
Patient ID
If the bed is occupied, shows the patient's ID number. If vacant, shows "-"
Discharge Status
For occupied beds, shows if the patient is ready for discharge:
- ✅ Discharged - Patient has been discharged
- ⚠️ Not Discharged - Patient is still active
Discharge Date
If a patient has been discharged, shows when they left
7. Interacting with the Table
Clicking on a Bed Row
- Click anywhere on a bed row to see detailed information in a popup window
- The popup shows:
- Ward name
- Room name
- Bed ID and Label
- Bed Type
- Current Status
- Patient ID (if occupied)
- Discharge Status and Date
- Whether it's a historic bed
- To close: Click the X button or click outside the popup
Searching the Table
- Use the search box (usually at the top right of the table)
- Type any text to search across all columns
- The table updates as you type
💡 Tip: Search for patient IDs, bed names, or ward names
Sorting Columns
- Click on any column header to sort by that column
- Click again to reverse the sort order
💡 Tip: Sort by status to group all occupied or vacant beds together
Pagination
- If there are many beds, they're split across multiple pages
- Use the page numbers at the bottom to navigate
- You can change how many beds show per page (25, 50, 100, or 200)
8. Ward Utilization Cards
Below the summary cards, you'll see individual cards for each ward showing:
- Ward Name - The name of the ward with a hospital icon
- Utilization Percentage - How full the ward is (0-100%)
- Progress Bar - Visual indicator with color coding:
- 🟢 Green - Less than 75% full (good capacity)
- 🟡 Yellow - 75-90% full (getting full)
- 🔴 Red - Over 90% full (nearly full)
- Bed Count - Shows "X / Y beds occupied" (occupied / total)
- Expected Admissions - If there are expected admissions for this ward:
- Shows "Expected Today" count (amber/yellow number)
- Shows "Expected Tomorrow" count (cyan/blue number)
- Click on either number to see detailed patient information in a modal
- Look for the "Click numbers for details" note below the numbers
📌 Note: Temporary beds are excluded from utilization calculations to give accurate capacity numbers.
💡 Tip: Click the expected admission numbers in ward cards to see which specific patients are coming to that ward
9. Expected Admissions Feature
The Expected Admissions feature helps you plan for incoming patients by showing scheduled admissions for today and tomorrow.
Summary Cards
At the top of the dashboard, you'll find two summary cards:
- Expected Admissions Today (Yellow/Amber card) - Total expected admissions for today across all wards
- Expected Admissions Tomorrow (Cyan/Blue card) - Total expected admissions for tomorrow across all wards
⚠️ Important: These counts exclude:
- Patients who have already arrived and are occupying beds
- Cancelled bookings
- Visits that have already been created
Viewing Details
There are two ways to see detailed expected admission information:
Method 1: Click Summary Cards
- Click anywhere on the "Expected Admissions Today" or "Expected Admissions Tomorrow" summary card
- A modal window will open showing all expected admissions across all wards
- The modal has two tabs:
- Today - Shows today's expected admissions
- Tomorrow - Shows tomorrow's expected admissions
- Each tab shows a table with:
- Ward name
- Patient ID
- Appointment date and time
- Provisional diagnosis
💡 Tip: Look for the "Click for details" note at the bottom of each summary card to know they're clickable
Method 2: Click Ward-Specific Numbers
- Scroll down to the Ward Utilization Cards section
- Find the ward you're interested in
- Look for the "Expected Today" and "Expected Tomorrow" numbers at the bottom of the card
- Click on either number
- A modal will open showing expected admissions for that specific ward only
- The modal shows the same information but filtered to that ward
💡 Tip: Look for the "Click numbers for details" note below the expected admission numbers in each ward card
Understanding the Data
- Patient ID: The unique identifier for the patient
- Appointment Date: When the patient is scheduled to arrive
- Diagnosis: Provisional diagnosis if available
- Ward: Which ward the patient is assigned to (shown when viewing all wards)
Use Cases
- Bed Planning: Use expected admissions to plan which beds will be needed
- Capacity Management: Check if wards have enough capacity for expected arrivals
- Discharge Planning: Coordinate discharges with expected admissions
- Resource Allocation: Prepare staff and resources based on expected patient volume
10. Settings and Configuration
Click the "Settings" button (gear icon) in the top right to configure the dashboard.
Settings Window
The Settings window has two tabs:
Wards Tab
⚠️ Important: The wards you select here control which wards are included in ALL monitoring and calculations. Only beds from selected wards will:
- Appear in the bed details table
- Be counted in summary statistics (occupied, vacant, etc.)
- Be included in ward utilization calculations
- Be included in ED awaiting admission counts
- Selected Wards: Shows all wards currently being monitored
- Add Ward:
- Select a ward from the dropdown (shows all available wards from the database)
- Click "Add" to include it in monitoring
- Remove Ward: Click the X button next to any ward to stop monitoring it
💡 Tip: If you remove a ward, all beds from that ward will disappear from the dashboard and won't be counted in any statistics. Add it back to include it again.
Settings Tab
Critical Care / ICU Wards Section:
- Selected Critical Wards: Shows which wards are designated as critical care/ICU
- Add Critical Ward:
- Select from your monitored wards
- Click "Add" to mark it as critical care
- Remove Critical Ward: Click X to remove from critical care designation
📌 Why this matters: Beds in these wards are counted separately in the "Critical care" summary card
Excluded Beds Section:
- Purpose: Exclude specific beds from all calculations and the table (e.g., broken beds, beds under repair)
- Excluded Beds List: Shows all currently excluded beds with their ward, bed name, and reason
- Add Excluded Bed:
- Select the ward from dropdown
- Enter the exact bed name (e.g., "BED-05")
- Optionally add a reason (e.g., "Under repair")
- Click "Add"
- Remove Exclusion: Click X next to any excluded bed to include it again
⚠️ Important: Excluded beds won't appear in the table and won't be counted in any statistics
Other Settings:
- Auto Refresh: Toggle to automatically refresh data
- Refresh Interval: How often to refresh (10-300 seconds)
- Default Page Size: How many rows to show per page (25, 50, 100, or 200)
- Show Historic Beds by Default: Whether to show retired beds when the page loads
Saving Settings:
- Click "Save Configuration" at the bottom
- The page will reload to apply your changes
- Your settings are saved and will be remembered
11. Filter Presets
Save your favorite filter combinations for quick access!
Saving a Preset
- Set up your filters exactly how you want them (ward, bed type, status, etc.)
- Click the "Presets" button (bookmark icon) in the top right
- Enter a name for your preset (e.g., "ICU Vacant Beds")
- Click "Save"
- Your preset is now saved
Loading a Preset
- Click the "Presets" button
- You'll see a list of all your saved presets
- Click on any preset name to apply those filters instantly
- The table and summary cards update immediately
Deleting a Preset
- Click the "Presets" button
- Find the preset you want to delete
- Click the trash icon next to it
- Confirm the deletion
📌 Note: Presets are saved in your browser and are specific to your computer. They won't be available on other computers.
12. Refreshing Data
Manual Refresh
- Click the "Refresh" button (circular arrow icon) in the top right
- The button will spin while data is loading
- All data will be updated with the latest information
Auto Refresh
- Enable this in Settings
- Set how often to refresh (in seconds)
- The dashboard will automatically update without you clicking anything
💡 Tip: Set it to 30-60 seconds for real-time monitoring
13. Tips and Best Practices
Quick Bed Availability Check
- Set Status filter to "Vacant" only
- Look at the "Vacant" summary card for total available beds
- Use Ward filter to check specific wards
Finding Beds for Discharge Planning
- Check "Possible Discharge" filter
- Look at the "Possible Discharges" summary card
- Click on beds in the table to see patient details
Monitoring Critical Care Capacity
- Set Bed Type filter to "Critical care" only
- Check the "Critical care" summary card
- Look at ward utilization cards for ICU wards
Checking ED Wait Times
- Look at the "ED Awaiting Admission" card
- Hover over it to see patient details and wait times
- Use this to prioritize bed assignments
Using Search Effectively
- Search for patient IDs to find specific patients
- Search for bed names to locate specific beds
- Search for ward names to filter (though the Ward dropdown is easier)
Understanding Dynamic Cards
- Summary cards change their labels based on your status filters
- If you filter by "Vacant" only, cards show "Vacant [bed type]"
- If you filter by both "Vacant" and "Occupied", cards show "X vacant / Y occupied"
- This helps you understand what you're looking at
Excluding Problem Beds
- If a bed is broken or under maintenance, add it to "Excluded Beds" in Settings
- This ensures it doesn't affect your capacity calculations
- Remember to remove it when the bed is fixed!
14. Understanding Colors and Icons
The dashboard uses a professional color scheme and icons throughout to make information easy to understand at a glance.
Icons Throughout the Dashboard
The dashboard uses Font Awesome icons to help you quickly identify different elements:
- 🏥 Hospital/Building icons - Wards and locations
- 🛏️ Bed icons - Bed-related information
- 👤 User icons - Patient information
- 🚪 Door icons - Rooms and privacy types
- 🔍 Filter icons - Filter controls
- 📅 Calendar icons - Dates and appointments
- 💉 Stethoscope icons - Medical information
- 🔄 Refresh icons - Data refresh
- ⚙️ Settings icons - Configuration
- 👁️ Eye icons - Visibility and viewing
📌 Note: Icons are used consistently throughout the dashboard to make navigation intuitive. Look for icons in table headers, filter labels, buttons, and cards.
Status Colors in Table
- Red background with red border = Occupied bed
- Green background with green border = Vacant bed
- Gray/light background = Historic (retired) bed
Status Icons
- ✅ Green check circle = Vacant
- ❌ Red X circle = Occupied
- 🏚️ Gray archive icon = Historic
Summary Card Colors
- Blue = Total/Visible beds
- Red = Occupied beds
- Green = Vacant beds
- Yellow = Critical care beds
- Light Blue = Temp beds
- Dark Green = Possible discharges
- Purple = Private beds
- Dark Red = ED awaiting admission
- Yellow/Amber = Expected Admissions Today
- Cyan/Blue = Expected Admissions Tomorrow
Utilization Progress Bars
- 🟢 Green = Good capacity (< 75%)
- 🟡 Yellow = Getting full (75-90%)
- 🔴 Red = Nearly full (> 90%)
Professional Theme
The dashboard uses a clean, professional design with:
- White cards with subtle shadows
- Left accent borders for visual distinction
- Consistent color palette throughout
- Clear typography and spacing
- Hover effects for interactive elements
15. Common Questions
Why don't I see all beds?
- Check your filters - you might have filters active that are hiding beds
- Make sure both "Occupied" and "Vacant" are checked in Status filter
- Check if "Show Historic Beds" is enabled in Settings
Why is the count different from what I expect?
- Summary cards show counts based on your current filters
- Excluded beds are not counted
- Temporary beds are excluded from utilization calculations
- Make sure you understand which filters are active
How do I see beds from a specific ward?
- Use the Ward filter dropdown at the top
- Select the ward you want to see
- The table and summary cards will update
Can I see patient information?
- Yes! Click on any occupied bed row in the table
- A popup will show patient ID, discharge status, and other details
How do I know which beds are available right now?
- Set Status filter to "Vacant" only
- Look at the green "Vacant" summary card
- The table will show only available beds
What does "ED Awaiting Admission" mean?
- These are patients in the Emergency Department who have been accepted for admission
- They're waiting for a bed assignment
- Hover over the card to see patient names and how long they've been waiting
What are "Expected Admissions"?
- These are patients scheduled for admission today or tomorrow
- They exclude patients who have already arrived
- Click on the summary cards or ward-specific numbers to see detailed patient information
- Use this to plan bed assignments and capacity management
How do I see which patients are expected to arrive?
- Click on the "Expected Admissions Today" or "Expected Admissions Tomorrow" summary cards
- Or click on the expected admission numbers in individual ward utilization cards
- A modal will show patient IDs, appointment times, diagnoses, and ward assignments
Why are some beds excluded?
- Beds can be excluded in Settings (e.g., broken beds, under repair)
- Excluded beds don't appear in the table and aren't counted in statistics
- This ensures accurate capacity calculations
16. Getting Started Checklist
- ✅ Familiarize yourself with the layout
- Look at the summary cards
- Scroll through the table
- Check out the ward utilization cards
- ✅ Try the filters
- Filter by a specific ward
- Try different bed types
- Experiment with status filters
- ✅ Click on a bed row
- See the detailed information popup
- Understand what information is available
- ✅ Check Settings
- Review which wards are being monitored
- See if any beds are excluded
- Adjust auto-refresh if needed
- ✅ Save a filter preset
- Set up filters for a common view you use
- Save it as a preset for quick access
- ✅ Hover over ED Awaiting Admission card
- See the detailed patient information
- Understand wait times
- ✅ Explore Expected Admissions
- Click on the "Expected Admissions Today" card
- Click on the "Expected Admissions Tomorrow" card
- Click on expected admission numbers in ward cards
- See how detailed patient information is displayed
17. Quick Reference
| Feature | Location | How to Use |
|---|---|---|
| Filter by Ward | Top of Filters section | Dropdown menu |
| Filter by Bed Type | Filters section | Checkboxes |
| Filter by Status | Filters section | Checkboxes |
| View Bed Details | Click any bed row | Click to open popup |
| Search Beds | Top right of table | Type in search box |
| Save Filter Preset | "Presets" button | Set filters → Save |
| Configure Settings | "Settings" button | Click gear icon |
| Refresh Data | "Refresh" button | Click circular arrow |
| View ED Wait Times | ED Awaiting card | Hover over card |
| View Expected Admissions | Expected Admissions cards | Click on card or ward numbers |
BedTrack Dashboard User Manual
Version 1.0 | Last Updated: 2025
For technical support or questions, please contact your system administrator.
Happy Monitoring! 🏥✨