Accommodation & Feeding

Once admitted, a patient needs a bed and meals. Accommodation is what books the patient a bed, starts the daily accommodation and medical-supervision charges, and tracks their moves until discharge. It is the most stateful part of the module: every accommodation document writes an entry into the admission's stay history, and the beds, the rooms, the patient file and the accommodation invoices are all rebuilt from that history each time it changes.

Screen	Menu	Its own buttons
Accommodation	Hospital Management System → Documents → Accommodation	Re-create Accommodation Invoice
Accommodation Transfer	Hospital Management System → Documents → AccommodationTransfer	Re-create Accommodation Invoice
Accommodation Exit	Hospital Management System → Documents → Accommodation Exit	Re-create Accommodation Invoice
Feeding Issue	Hospital Management System → Feeding → Feeding Issue	Collect Meals

The transfer's menu entry really is written as one word, AccommodationTransfer.

The stay history: in, transfer, out

Think of a stay as a row of entries in a ledger of beds:

1. The Accommodation writes an in entry: this patient, this bed, from this date and time.
2. Each Accommodation Transfer closes the current bed and opens a new one — an out for the old bed and an in for the new.
3. The Accommodation Exit writes the final out.

The entries of one admission must follow each other in time. A transfer dated before the accommodation, or an accommodation that is not the first entry of its admission, is refused with a message naming the two documents (see the table at the end). For the same reason, the accommodation cannot be deleted while a transfer after it exists — delete the transfer first.

Every change to the history updates three things at once:

• the bed's Reserved flag — a bed is reserved while its last entry is an in;
• the room's Room Status — empty, partly occupied or fully occupied, from its beds;
• the patient file's current accommodation — the room and bed the patient is in now.

Unless the admission's term allows it, a bed cannot hold two overlapping stays (see Stay and Operations Document Terms).

Accommodation

Accommodation is the bed booking. It is usually created by the admission — when Generate Accommodation Doc is ticked and the admission's term names an accommodation book and term — but it can be entered by hand. It records the in date and time, the bed location (building, section, floor, room, bed), and three price blocks: the Accommodation Price Info (the nightly bed price), the Medical Supervision Price Info (the daily supervision fee), and the Total Price Info. Both prices come from the room's classification, split between patient and insurer. A bed is required to save.

Cancelling an accommodation removes its entries and clears the accommodation, prices and the Generate Accommodation Doc flag on the admission.

How the stay is billed

Accommodation is billed by Accommodation Invoices, which the system writes for you from the stay history. Two moments matter:

• While the patient is in, an accommodation saved under a term with Generate Temporary Accommodation Invoice On Save writes temporary invoices covering the stay up to today, at the configured check-out hour. Each later save rebuilds them, so the bill to date is always on file.
• When the patient leaves, the Accommodation Exit writes the final invoices up to the exit date and time, replacing the temporary ones.

How the stay is cut into invoices — one per day, one at admission, or one at discharge — is the Accommodation Invoice Type on the accommodation's term. How many days each line counts is set by the check-in and check-out hours in Hospital Management System Settings: with the default 00:00 every calendar day the patient touched is one day, and with a noon-to-noon day a patient who arrives in the morning is charged from the previous day. Each invoice line carries one stretch of the stay — its room, in and out date and time, days count, and the accommodation and medical prices of the document that opened it — so a transfer to a dearer room shows up as a new line at the new price.

The Re-create Accommodation Invoice button on all three documents rebuilds the admission's invoices on demand: the final ones if the patient has left, otherwise the temporary ones up to today. Use it after correcting a price or a date. A line ticked Do not Allow System To Edit Selected Line on an invoice is kept as it is.

For a patient who is still in hospital, the button leaves an admission's invoices untouched when the stay began on or before the date of the last Closing Entry of the admission's company — those days belong to a closed year. It says so with a warning naming the admission, the first day of the stay and the closing date, and moves on to the next admission.

Supervision is billed on its own invoice

The accommodation invoice records the bed price. The medical-supervision fee of the same days is billed by a Supervision Invoice that the accommodation invoice creates when its term has Auto Generate Supervision Invoice ticked — one line per day, skipping rooms ticked Do Not Create Room Supervision Invoice. See Invoice Document Terms.

Transfers between rooms

Accommodation Transfer moves an inpatient from one bed or room to another — from a general ward to ICU, say. Picking the admission loads the patient's current location into Accommodation From Info; you fill Accommodation To Info, the Transfer Date and Transfer Time, and the price blocks hold the accommodation and supervision prices for the new room. Leave From Bed Reserved keeps the old bed marked reserved after the patient leaves it — for a patient expected back after surgery, for example.

With update Invoice Prices After Save ticked on the transfer's term, saving, cancelling or deleting a transfer re-prices the stay's invoices.

Exit

Accommodation Exit is the discharge document. It ends the stay, frees the bed, writes the final accommodation invoices and links itself to the admission, its accommodation and its transfers. Picking the "from document" (the running accommodation) copies the patient, admission, in dates and location. The patient lookup offers only patients whose admission has not been closed by an exit, so a patient cannot be discharged twice. The exit date cannot be before the in date.

Cancelling an exit deletes the stay's accommodation invoices — unless its term has Do Not Delete Generated Invoices When Deleting This Document ticked — and rebuilds the temporary ones from the stay that is now running again. From the exit, the stay is settled in the Closing Invoice.

Feeding issue

Feeding Issue issues meals to inpatients from a warehouse, choosing each patient's diet from their diagnosis — a bridge between patient care and the kitchen store.

The work is done by the Collect Meals button: from a range of rooms, floors, buildings and admissions, it finds every patient still in hospital (admission not yet closed), reads each one's diagnosis, picks the most appropriate feeding type (the highest-order one matching the diagnosis diseases), and builds both the patient lines and the food-item lines — saving the nurse from choosing diets by hand.

On save, lines whose meal has a recipe become Assembly Documents (consuming the ingredients), and the rest are issued on one Stock Issue, under the books and terms named on the feeding issue's term.

Messages you may see

Message	Why	What to do
Exit Date {0} Could not be before In Date {1}. — «تاريخ الخروج {0} لا يجب ان يكون قبل تاريخ الدخول {1}»	The exit is dated before the accommodation it closes.	Correct the exit date and time.
The document {0} can not be the first entry for admission document {1} — «المستند {0} لا يمكن ان يكون أول مستند تسكين لإستمارة الدخول {1}»	A transfer or exit is dated before the admission's accommodation, so it would be the first entry of the stay.	Check the dates; every stay starts with its accommodation.
The document {0} date [{1} , {2}] can not be the next document after document {3} date [{4} , {5}] — «المستند {0} الذى تاريخه [ {2} , {1}] لا يمكن ان يكون بعد مستند التسكين {3} الذى تاريخه [{4} , {5}]»	The entries of the stay are out of order — for example a second accommodation after one that is still open.	Fix the date of the document named first, or transfer the patient instead of opening a new accommodation.
You can not delete this doc {0} before delete transfer doc {1} — «لا يمكن حذف هذا السند {0} , حيث هناك سند نقل تسكين {1} بعد هذا السند»	A transfer exists after the document you are deleting.	Delete the transfer named in the message first.
Previous document {0} in date [{1} , {2}] Must Be Out for bed {3}, intersect with same bed — «السند السابق {0} بتاريخ [{2} , {1}] يجب أن يكون خروج للغرفة {3} , لأنه متقاطع مع نفس الغرفة»	The chosen bed is still occupied by the stay named in the message.	Choose another bed, or move the other patient out first.
Can not create Accommodation Invoice, please add DocumentBook and DocumentTerm in Accommodation Doc Term. — «لا يمكن إنشاء فاتورة إقامة، برجاء إضافة دفتر وتوجية الفاتورة فى توجية مستند تسكين المريض.»	The invoices were to be built but the accommodation's term has no invoice book or term.	Fill Accommodation Invoice Book and Term on the accommodation's term.
Accommodation invoice of admission {0} was not updated because it starts at {1}, before the closing entry on {2}	A warning from Re-create Accommodation Invoice for a patient still in hospital: the stay began on or before the last closing entry of the company, so its invoices are left as they are. The message has no Arabic translation.	Nothing to fix on the stay. Correct the closed-year invoices by hand if they really need a change.