User Guide

Comprehensive documentation for using the Ward Profile System effectively

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System Overview

About the Ward Profile System

The Ward Profile System is a comprehensive digital platform designed to streamline ward management in healthcare facilities. It provides:

  • Real-time patient statistics and bed occupancy tracking
  • Staff management and scheduling tools
  • Resource allocation and inventory management
  • Performance analytics and reporting

User Roles & Permissions

The system supports different user roles with specific permissions:

Role Access Level Key Functions
Administrator Full System Access User management, system configuration, all reports
Ward Manager Ward-Level Access Staff scheduling, resource allocation, performance reports
Clinician Patient Care Patient records, treatment plans, discharge documentation
Ward Staff Basic Access Patient vitals, bed status updates, basic reporting

Documentation

Complete User Manual

Detailed documentation covering all system features and functions.

Version 2.3, updated 10 June 2024
Training Videos

Step-by-step video tutorials for common tasks.

15 video tutorials available

Getting Started

System Requirements

To use the Ward Profile System, you need:

Hardware
  • Computer or tablet with minimum 4GB RAM
  • Screen resolution 1280x720 or higher
  • Internet connection (minimum 5Mbps)
Software
  • Windows 10/macOS 10.15 or later
  • Chrome 90+, Edge 90+, Firefox 85+, Safari 14+
  • Adobe Reader for PDF reports

First-Time Login

1 Account Setup

You will receive an email with your username and temporary password from the system administrator.

2 Initial Login

Navigate to the Ward Profile System login page and enter your credentials.

3 Password Change

You will be prompted to change your password on first login. Choose a strong password with:

  • Minimum 8 characters
  • At least 1 uppercase letter
  • At least 1 number
  • At least 1 special character
4 Profile Completion

Complete your user profile with contact information and professional details.

Mobile Access

The Ward Profile System is accessible on mobile devices through:

Mobile Browser

Access the system through your mobile browser at the same URL as desktop.

Optimized for Chrome and Safari on iOS/Android

Mobile App

Download our official app for better mobile experience.

Key Features

Ward Management

Bed Management

Real-time tracking of bed availability, occupancy, and patient assignments.

All Roles
Staff Allocation

Schedule and track staff assignments across shifts and wards.

Managers+
Resource Tracking

Monitor medication, equipment, and supply inventory levels.

Clinicians+
Performance Dashboards

Visualize key metrics and ward performance indicators.

Managers+

Patient Management

To register a new patient:

  1. Navigate to Patients > Add New
  2. Enter demographic information
  3. Select admission type (emergency/elective)
  4. Assign to appropriate ward and bed
  5. Save the record

To record patient vitals:

  1. Select patient from ward view
  2. Click "Record Vitals"
  3. Enter temperature, BP, pulse, etc.
  4. Save to patient record
  5. View trends in patient history

User Manual

Complete Documentation

Download the full user manual for detailed instructions on all system features:

Administrator Guide

System configuration and user management.

Manager Guide

Ward operations and reporting.

Clinician Guide

Patient care documentation.

Quick Reference Guides

Common Tasks Cheat Sheet

One-page reference for frequently performed tasks.

Keyboard Shortcuts

Time-saving keyboard commands for power users.

Frequently Asked Questions

Login Issues

Click the "Forgot Password" link on the login page and enter your registered email address. You will receive instructions to reset your password. If you don't receive the email within 15 minutes, check your spam folder or contact IT support.

Accounts are locked after 5 failed login attempts. To unlock your account:

  1. Wait 30 minutes and try again, or
  2. Contact your system administrator to reset your account

System Functionality

To export data:

  1. Navigate to the report or data view you want to export
  2. Click the "Export" button in the top right corner
  3. Select "Excel" format
  4. Choose whether to export current view or all data
  5. Click "Download"

If you can't find a patient:

  • Check that you're searching in the correct ward
  • Try alternative spellings of the patient's name
  • Search by hospital ID number if available
  • Verify the patient hasn't been discharged
  • Contact medical records if you believe it's a system error

Support & Training

Contact Support

IT Help Desk

For technical issues and system errors:

  • Phone: (555) 123-4567
  • Email: support@wardprofilehospital.com
  • Hours: 7am-7pm, 7 days/week
Training Team

For training requests and user education:

  • Phone: (555) 123-4568
  • Email: training@wardprofilehospital.com
  • Hours: 9am-5pm, Mon-Fri

Upcoming Training Sessions

Date Session Location Register
15 June 2024 System Administrator Training Main Hospital, Room 302
22 June 2024 Clinician User Training Online (Zoom)
5 July 2024 Advanced Reporting Workshop Education Center, Room 105