The Room Setup tab is used to determine which rooms exist at a practice so that a patient can be assigned to a room in the EMR.

The list of rooms is customized for your practice.  This article will explain how to add new rooms to the application along with the associated features available. 

Add a New Room

To add a new room the application, follow these steps:

1. Open the Setup portal
   
   
2. Select Room Setup from the setup list under the EMR Setup section.
   
   
3. Enter the Room details in the work area on the right
   
   
4. Click Save
   

Room Setup Values

There are several settings and values related to a room that determines when a room can be selected and how it displays.

Which Rooms Appear in the List

When you assign a patient to a room, the Assignment drop-down shows a filtered list of rooms, not every room set up for the practice. This article explains how that list is built, why a room may be missing, and how to fix it.

How the room list is built

The rooms you can pick depend on the service location on the patient's appointment:

In both cases, the room the patient is currently assigned to is always included, even if it would otherwise be filtered out.

Common reasons a room is missing

• Room is tied to a different location: the room's Location in Room Setup doesn't match the appointment's service location.
• Room has no location: rooms with a blank Location appear only for appointments that have no service location.
• Room is inactive: inactive rooms never appear in the list.
• Location has only one room set up: the list shows that one room, plus the patient's current room if it's different.
• Location has no rooms set up: the list is empty, or shows only the patient's current room.

Troubleshoot a missing room

Step 1: Check the appointment's location

1. Note the patient and appointment where the room is missing.
2. Open the appointment and confirm which service location it is scheduled at.

Step 2: Check Room Setup for that location

1. Open the Setup portal.
2. Select Room Setup under the EMR Setup section.
3. Review each room you expect to see. Confirm that:
   • its Location matches the appointment's service location.
   • the room is active.

Step 3: Compare with another user (optional)

Ask a second user to open the same appointment. If they see the same short list, the cause is Room Setup, not the user.

Step 4: Fix and re-check

1. Update the room's Location or make it active, then click Save.
2. Close and reopen the Room Assignment window for the patient. The room should now appear.

Security and the Room Assignment window

Security controls whether a user can change a room assignment, not which rooms they see.