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.
Before you start: Rooms are created and tied to locations in Setup > EMR Setup > Room Setup. See Room Assignment Setup.
How the room list is built
The rooms you can pick depend on the service location on the patient's appointment:
| If the appointment... | The Assignment list shows |
|---|---|
| Has a service location | Only active rooms whose Location matches the appointment's service location. |
| Has no service location | All active rooms for the practice. |
In both cases, the room the patient is currently assigned to is always included, even if it would otherwise be filtered out.
Not user-specific: The room list is not filtered by user, role, or security settings. Two users opening the same appointment see the same rooms. If one user sees fewer rooms, they are usually working appointments at a different location.
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
- Note the patient and appointment where the room is missing.
- Open the appointment and confirm which service location it is scheduled at.
Step 2: Check Room Setup for that location
- Open the Setup portal.
- Select Room Setup under the EMR Setup section.
- 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
- Update the room's Location or make it active, then click Save.
- Close and reopen the Room Assignment window for the patient. The room should now appear.
Tip: If a room is shared across locations, set it up once per location so it appears for appointments at each one.
Security and the Room Assignment window
Security controls whether a user can change a room assignment, not which rooms they see.
| Access level | What the user can do |
|---|---|
| View only | Sees the patient's current room, room status, and chief complaint. The Assignment, Status, and Chief Complaint fields and the Save button are disabled. |
| Update | Can pick a room, change the room status, edit the chief complaint, and save. |
Can't select anything at all? If the drop-down is greyed out, the user has view-only access to the Room Assignment screen. Review their access in the Privilege Check screen.
