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User Guide
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TABLE OF CONTENTS
TABLE OF CONTENTS ........................................................................................................................................................................... 3
1. INTRODUCTION ................................................................................................................................................................................ 5
1.1
1.2
Purpose ............................................................................................................................................................................. 5
Audience ........................................................................................................................................................................... 5
2. ACCESSING HAVBED....................................................................................................................................................................... 6
2.1
2.2
2.3
2.4
2.5
The HAvBED Web Site .................................................................................................................................................... 6
Requesting an Account ..................................................................................................................................................... 6
Submitting Your Request ................................................................................................................................................. 9
Log in to HAvBED ........................................................................................................................................................... 9
2.4.1 Logging into HAvBED via Dial‐up Connection ................................................................................................ 10
HAvBED Home Page ..................................................................................................................................................... 10
2.5.1 User Permissions ‐ Roles & Functions in HAvBED .......................................................................................... 12
3. DEFINITIONS AND GENERAL NAVIGATION THROUGH HAVBED............................................................................... 13
3.1
3.2
3.3
Home Page ...................................................................................................................................................................... 13
HAvBED Facility Types ................................................................................................................................................. 13
HAvBED Geographies .................................................................................................................................................... 13
4. VIEWING AND UPDATING BED COUNTS & MEDICAL RESOURCE AVAILABILITY ................................................ 14
4.1
4.2
4.3
4.4
Viewing Bed Availability and Medical Resource Information ........................................................................................ 14
4.1.1 View Bed Availability/Medical Resources Page Description ............................................................................. 15
Updating Bed Availability and Medical Resource Information ...................................................................................... 17
4.2.1 Available Bed Projection Guidance .................................................................................................................... 19
Printing Bed Availability................................................................................................................................................ 20
Refreshing Bed and Medical Resource Availability Information .................................................................................... 20
5. VIEWING FACILITIES’ BED AVAILABILITY – SUMMARY REPORTS & MAPS ............................................................. 21
5.1
5.2
5.3
5.4
5.5
Viewing a Summary Report ............................................................................................................................................ 21
5.1.1 Summary Report Page Description .................................................................................................................... 23
5.1.2 Bed Count Reporting from Automatic Data Feed .............................................................................................. 24
Modifying the Summary Report ..................................................................................................................................... 24
5.2.1 “Modify My Report” Dialog Description .......................................................................................................... 26
5.2.2 Limit a Report by Geographic Area .................................................................................................................... 27
5.2.3 Modify the Definition of “Current” Bed Counts ............................................................................................... 28
5.2.4 Perform a Historical Data Search ....................................................................................................................... 29
5.2.5 Exporting a Report ............................................................................................................................................. 30
Viewing Facilities on a Map ........................................................................................................................................... 30
5.3.1 Identifying Facilities on a Map .......................................................................................................................... 33
5.3.2 Quick View to Bed Availability .......................................................................................................................... 33
Modifying the Map ......................................................................................................................................................... 34
5.4.1 Modify the Geographic Area of the Map ............................................................................................................ 36
5.4.2 Perform a Historical Data Search ....................................................................................................................... 38
Viewing a Detailed List of Facilities from Summary Reports and Maps ........................................................................ 39
5.5.1 Facility List Sorting ........................................................................................................................................... 41
5.5.2 Viewing Current Data ....................................................................................................................................... 41
5.5.3 Facility List Paging ............................................................................................................................................ 42
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5.6
Printing Reports and Maps ............................................................................................................................................ 42
6. STATE AGGREGATE DATA REPORTING (ADR) .................................................................................................................... 43
6.1
6.2
Viewing/Editing Bed Availability and Medical Resource Information for State ADR ................................................... 43
Modifying My Report to view State ADR ...................................................................................................................... 44
7. SITE ADMINISTRATION ............................................................................................................................................................... 47
7.1
7.2
7.3
7.4
View Facility Details ....................................................................................................................................................... 47
Editing Facility Details ................................................................................................................................................... 50
7.2.1 Editing Phone and Fax Numbers: ...................................................................................................................... 51
7.2.2 Updating AHA Survey Bed Count Numbers .................................................................................................... 52
Creating a New Facility .................................................................................................................................................. 53
7.3.1 Populating Latitude and Longitude ................................................................................................................... 55
Modifying My Profile (Including Password) ................................................................................................................. 56
8. GETTING HELP FOR HAVBED ..................................................................................................................................................... 60
8.1
8.2
Help Menus ‐ Explain This Page & Glossary ................................................................................................................. 60
System Contact Information ........................................................................................................................................... 62
9. TABLES ................................................................................................................................................................................................ 63
9.1
9.2
9.3
9.4
9.5
9.6
HAvBED Roles/Permissions Matrix .............................................................................................................................. 63
Facility Type Definitions ................................................................................................................................................ 64
HAvBED Geography Definitions ................................................................................................................................... 65
Bed Category Definitions ................................................................................................................................................ 66
Medical Resource Field Descriptions .............................................................................................................................. 67
Administrative Functions ............................................................................................................................................... 67
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1. Introduction
The HAvBED system and web site provides a centralized, national view of bed availability for supporting the
medical response to a Federal, regional, state or local emergency, disaster or disaster training event. This document
describes how to use the HAvBED web site to maintain counts of available medical beds and other hospital
resources, display summary bed count reports for a geographic area (city, state, region or custom‐defined area), and
maintain facility details.
1.1 Purpose
This guide describes the HAvBED site, the roles which a user may have when accessing the site, and the navigational
options available for each role. It also provides direction for performing various operations while using the site.
1.2 Audience
The audience for this document includes all the HAvBED users who are authorized to access this site. This user guide
assumes that the reader/user is familiar with browsing and navigating web sites. If additional assistance is needed
with browser settings and other general IT problems please contact your local IT department.
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2. Accessing HAvBED
2.1 The HAvBED Web Site
The HAvBED web site is accessed at: https://havbed.hhs.gov . Access to this system is limited to those individuals
who have an authorized account (See Section 1.2 above.)
Figure 1 ‐ HAvBED Login Page
2.2 Requesting an Account
New users will need to request an account from the system administrator using one of two methods:
•
Method 1: On the login page, click the Account Help link on the left side of the page. This page provides a
phone number and email address to contact a system administrator and request a new account (Figure 2).
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Figure 2 ‐ Account Access Request Page
NOTE: the phone number in the screen print above is for example purposes only. A valid phone number will
be available in the version of the HAvBED application that you are using.
•
Method 2: On the Login page, click “Account Request Form” link. The following form will appear which
must be completed and faxed to 202‐619‐7870 or emailed to HAvBEDHelpDesk@hhs.gov
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Figure 3 ‐ Account Access Request Form
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You will need to provide the System Administrator with the following required information:
1.
Your first and last name
2.
A valid email address
3.
A valid phone number
4.
Job Title
5.
Approved By
6.
The role (Bed Data Display, Bed Data Entry, National/Regional Data Display, Facility Details Editor, Facility
Creator, Web Service User) and geographies (facility, city, state, etc) you are requesting. For more
information on permissions (roles and geographies) refer to Section 2.4.1 –User Permissions – Roles and
Functions in HAvBED.
2.3 Submitting Your Request
There are two way to submit a request to the System Administrator
1.
By email at HAvBEDHelpDesk@hhs.gov
2.
By Fax at 202‐619‐7870
After approval of your request, the System Administrator will contact you with login information and instructions.
2.4 Log in to HAvBED
At the Home page of HAvBED all users are required to login with a username and password. The system
administrator will provide a username and password for you after approval of your request for a HAvBED account.
Enter this information at this login page and click “Log In” to proceed.
NOTE: Passwords are case sensitive; usernames are not.
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Figure 4 ‐ Logging into HAvBED
2.4.1
Logging into HAvBED via Dial-up Connection
If you are connecting to HAvBED over a dialup connection and have permissions only to update bed counts for a
single facility, it is important to select the “I am connecting via dialup” checkbox. This option provides a significant
performance improvement in viewing and updating of bed counts for the facility that you are authorized to view and
update. If you have the ability to view/update bed counts for more than single facility you will not be directed to
these optimized pages. Instead, you will be directed to the HAvBED Home page as if you were on a standard
Internet connection.
For more information on permissions refer to Section 2.4.1: User Permissions – Roles and Functions in HAvBED.
2.5 HAvBED Home Page
After successfully logging into the web site all users are taken to the Home page. Each of the links presented in the
main area of the page can also be found in the menu toolbar at the top of the page.
NOTE: The links and menu bar options available to the user will vary depending on the permissions assigned to
the user by the system administrator.
Figure 5 and Figure 6 depict the differences in options a user has based on permissions. Figure 5 shows the Home
Page for a user with Bed Data Entry permissions for a single facility. Figure 6 shows the Home Page for a HAvBED
administrator.
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Figure 5 ‐ HAvBED Home Page ‐ User Can View Bed Counts in Region I and Region IV
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Figure 6 ‐ HAvBED Home Page – User has Administrator Permissions
2.5.1
User Permissions - Roles & Functions in HAvBED
The HAvBED web site is designed so that every user of the system has one or more assigned permissions. A
permission is made up of a HAvBED role that is associated with a specific HAvBED geography.
Permission = Role + HAvBED Geography
The role granted to the user by the HAvBED administrator dictates whether or not the user is permitted to only
view data or both view and enter / edit data. Navigation options on HAvBED web pages are specific to the role.
Table 9.1 lists the roles and the associated capabilities defined for the HAvBED application.
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3. Definitions and General Navigation through HAvBED
3.1 Home Page
When you log into HAvBED, the first page displayed is the HAvBED Home page. The Home page lists the
functionality that is available to the user based on the role that was assigned by the system administrator. Figure 7
depicts the content within the HAvBED site.
Figure 7 – HAvBED Site Map
3.2 HAvBED Facility Types
Bed availability is tracked and reported for a variety of types of facilities. Table 9.2 provides a list of facility types
defined for use in HAvBED.
3.3 HAvBED Geographies
Users can view bed availability and the status of medical facilities at various levels of granularity. Each level of
granularity is referred to in HAvBED as a “geography”. The specific geographies used in HAvBED are facility, city,
metropolitan (metro) area, county, state, region and national. The HAvBED geographies are defined in Table 9.3
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4. Viewing and Updating Bed Counts & Medical Resource Availability
4.1 Viewing Bed Availability and Medical Resource Information
1.
Click the “View / Edit Bed Availability” link on the Home page or select “View / Edit Bed Availability” from
the menu toolbar provided at the top of each page.
NOTE: If you have permission to view a single hospital you will be taken directly to the View\Edit Bed
Availability screen for that hospital (Figure 10).
Figure 8 ‐ HAvBED Home Page ‐ View/Edit Bed Availability Option
2.
If you have permission to view/edit more than one facility, select a facility for which bed availability is to be
viewed by using the + indicators in the geography list on the left side of the page. By clicking the + symbol
you can expand the list to drill‐down to facilities. Facility types are identified by the icon adjacent to the
facility name (the icons are defined in the legend on the same page).
Figure 9 – View/Update Bed Availability – Select Facility
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NOTE: Only System Administrators will be able to see the red circle icons as those are facilities that
have been disabled. Non‐administrators will see only the active facilities listed in the geographical
list.
After selecting the facility, the bed availability for the facility displays (Figure 10).
Figure 10 ‐ View Bed Availability/Medical Resources
The View Bed Availability/Medical Resources screen displays the facility name and address and information
described in section 4.1.1
4.1.1
View Bed Availability/Medical Resources Page Description
This section explains the information provided on the View Bed Availability/Medical Resources page. You can also
obtain definitions directly on the HAvBED site by mousing‐over items on the screen (the 24/72 hour forecasts link,
specific bed categories, and column headings) to view pop‐up information.
Available Bed Section – This section of the screen provides information about bed availability for the facility.
•
Facility Last Updated – The date and time the facility bed counts or medical resources were last updated.
•
Availability As Of: – The point in time availability data was requested. The “Availability As Of…” date
defaults to the current time unless you chose to view historical data. For more information about retrieving
historical data, refer to Section 5.4.2‐Perform a Historical Data Search.
•
Show 24/72 Hour Forecasts Counts ‐ The Show 24/72 Hour Forecasts link displays two additional columns
for viewing/editing the projected the number of beds that will be available in the future for a particular bed
category, as shown in Figure 16. The 24/72 Hour Forecasts are hidden by default. For more information on
projecting available beds, refer to the following Section: 4.2.1 – Available Bed Projection Guidance.
•
24 hour Beds Available ‐ This value represents an estimate as to how many vacant (staffed, unoccupied)
beds for each bed category could be made available to accept patients within 24 hours, over and above those
listed as currently available.
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•
72 hour Beds Available ‐ This value represents an estimate as to how many vacant (staffed, unoccupied)
beds for each bed category could be made available to accept patients within 72 hours, over and above those
listed as currently available.
Figure 16 ‐ Edit\View Bed Availability and Medical Resources Page ‐ 24 Hour and 72 Hour Bed Counts
Displayed
•
Bed Category – List of bed types for the type of facility. For Example, a Mental Health institution will only
display the Psychiatric bed type. For a list of bed category definitions, hover over the bed type in the
application or refer Table 9.4, Bed Category Definitions.
•
Current – The current bed count value for the particular bed type.
•
AHA Survey – The number of beds available in the institution in each bed category based upon the
institution’s response to the AHA Survey if provided.
NOTE: Only Facility Details Editors and Administrators have permission to update these fields
•
Remarks – Comments related the bed count value for a particular bed type.
For Bed Categories refer to Table 9.4
Resources Section ‐ This section of the screen provides information about medical resources for the facility.
•
Emergency Department Status/Facility Status ‐ Indication of whether or not the facility or facility’s
Emergency Department is accepting new patients. Only Hospitals will have “Emergency Department
Status”. All other facilities will have “Facility Status.” Options for this field include No Data Provided,
Open, or On Divert.
•
Mass Decontamination Status ‐ The facilities Mass Decontamination status. Options for this field include
No Data Provided, Available and Unavailable.
•
Ventilators ‐ The number of currently unused ventilators available at the facility.
For Medical Resource Categories refer to Table 9.5
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4.2 Updating Bed Availability and Medical Resource Information
To update bed availability data and Medical Resource information:
1.
Click “Edit Availability” in the Options Menu at the upper right hand side of the page (Figure 7). This
Options Menu lists all functions that are available to you for this particular facility based on the permissions
that the System Administrator has assigned to you.
Figure 17‐ Permissions‐based User Options
After you click the “Edit Availability” option the page displays in Edit mode.
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2.
Edit Bed Counts or Medical resource Information
Editing Bed Counts
Use your mouse or the Tab key to go to the bed count space to be updated. Enter the number of beds
available, and continue to update other counts as necessary. Using the Tab key will tab through the actual
bed counts, the AHA Survey bed counts (not updatable except by the Facility Details Editor or
Administrator roles) and then Remarks. Following remarks, pressing the tab key will move down the list of
medical resource fields.
Figure 18 ‐ Edit Bed Counts and Medical Resources Information
If you enter a bed count that is larger than the AHA survey value for that bed category, a warning box will
appear (Figure 19) asking for confirmation that you indeed want to enter a number of available beds that is
larger than the survey value. You can click “Yes, They Are Correct” to confirm and save your counts or
click “No” to not save and modify the counts you entered.
Figure 19 ‐ Confirm Bed Counts Dialog Box
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Users can enter current counts for each of these bed categories as well as forecast the number of beds that
are projected to be available in the immediate future. For more information on projecting 24 and 72 hour bed
counts refer to Section 4.2.1
•
24 hr Beds Available: This value represents an estimate as to how many vacant (staffed, unoccupied)
beds for each bed category that could be made available to accept patients within 24 hours, over and
above those listed as currently available.
•
72 hr Beds Available: This value represents an estimate as to how many vacant (staffed, unoccupied)
beds for each bed category that could be made available to accept patients within 72 hours, over and
above those listed as currently available.
Because these 24 and 72 hour counts are usually not the primary bed count data of interest, the View/Edit
Bed Availability page shows these values hidden by default with the option to reveal them by clicking on
“Show 24 & 72 Hour Forecast Counts”
NOTE: The Summary Report page shows all bed counts, including 24 and 72 Hour forecasts.
Editing Medical Resources
Using the mouse or the tab key select the Medical Resource field you want to update. Table 9.5 provides a
list of Medical Resource Fields and options for selection or entry.
3.
Click “Save Changes” in the Options Menu at the upper right hand side of the page. The updated
information will be saved.
For information on updating the AHA Survey Bed Counts, refer to section 6.2.2.
4.2.1
Available Bed Projection Guidance
To allow planners and responders to evaluate the potential needs and resources required to manage a mass casualty
incident, a projection of hospital bed availability 24 and 72 hours into the future of an event may be requested at the
time of hospital notification. It is understood that these numbers represent a “best guess” estimate and that the actual
number of beds available in 24 and 72 hours will vary from these estimates, based upon the demands of the incident
as well as the “routine”, non‐incident‐related patient workload.
Such beds could be made available by a number of means including:
•
Early discharge of patients
•
Cancellation of elective admissions
•
Transfer of patients to alternative care sites and facilities, and
•
Creation and opening of institutional surge beds.
Evidence suggests that anywhere from 15‐25% of a hospital’s bed capacity could be made available by the early
discharge of patients and cancellation of elective admissions. Furthermore, evidence suggests that an additional 5‐
20% of a hospital’s bed capacity could be made available by transfer of stable patients requiring ward‐type care (with
the exception of oxygen administration) to a non‐hospital alternative care site or facility.
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4.3 Printing Bed Availability
Use the print function in your web browser (e.g., Internet Explorer, Netscape, Firefox, etc.) to print any page that
you are viewing.
NOTE: Internet Explorer will split the content of a web page across multiple printed pages, and some
information on the right side of the page will be cut off. .Printing pages in landscape format may provide
optimum results. Using Netscape or Firefox to print bed availability pages will ensure that the printed page will
match the monitor view.
4.4 Refreshing Bed and Medical Resource Availability Information
When bed counts are updated frequently or more than one user is viewing the facility’s bed counts, clicking the
“Refresh Bed Counts” option will ensure that all users are viewing the most recent information.
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5. Viewing Facilities’ Bed Availability – Summary Reports & Maps
The HAvBED Summary Report provides a view of the total number of the various types of facilities and the count of
available beds and medical resources for those facilities in the selected (and permitted) HAvBED geography. A
Summary Report can be generated for cities, metropolitan areas, counties, states, and regions.
NOTE: Summary Reports are not generated for individual facilities because this view is the same as that shown in
the ‘Bed Availability’ page for that facility.
5.1 Viewing a Summary Report
1.
Click the “Summary Report” link on the Home page or select “Summary Report” from the menu at the top
of the page. See Figure 20 - Select Summary Report Methods.
Figure 20 ‐ Select Summary Report Methods
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After selecting Summary Report, the View Summary Report page displays where you can select a
geography.
Summary Reports are available for regions, states, metro areas and cities. User permissions determine the
level of summary report that can viewed. You must have permissions to view facilities at least at the city
level to view a summary report.
NOTE: If you have permission to view only one geography, the summary report for that geography will
automatically display and you may skip the next step. For example, if you have only permissions to view
only the Colorado state data, the Colorado Summary Report will display rather than the View Summary
Report page.
Figure 21 ‐ View Summary Report ‐ Select Geography
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2.
Select the geography that you wish to view by using the + indicators in the geography list on the left side of
the page. Click directly on the name of the geography to generate the summary report.
Figure 22 ‐ Summary Report (Colorado)
5.1.1
Summary Report Page Description
The Summary Report Page (Figure 22) provides the following information:
•
Search Results for Facilities: – The types of facilities included in the report. The sample summary report
depicts a default search. To modify the search criteria, reference the Section 5.2 – Modifying the Summary
Report section.
•
Availability Report As Of: ‐ The point in time summary data was requested. The “Availability As Of…”
date defaults to the current time unless you chose to view historical data. For more information about
retrieving historical data, refer to Section 5.2.4 – Perform a Historical Data Search
•
Facility Summary: – Provides the total number of facilities of a particular type that exists in the geography
as well as how many of those facilities have current data, how many are not current and how many have not
ever been updated. It also provides the number of facilities in the geography affiliated with NDMS and
TRICARE.
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•
Total Available Beds – Aggregates the hospital bed counts for each bed category for the geography. The
page provides the Current, Forecasted (24 and 72 hour bed counts) and AHA Survey bed counts.
•
Facility Status – Provides the number of Open (accepting patients) and On Divert (not accepting patients)
facilities for the geography.
•
Mass Decontamination Status ‐ Provides the number of facilities Available and Unavailable for mass
decontamination
•
Ventilators – Provides the number of ventilators that are currently available.
5.1.2
Bed Count Reporting from Automatic Data Feed
In the example of the bed count list below, notice the bed count of ≥1. This indicates that some facilities have
reported that they have at least one available bed in that category, but not the specific value. In those cases this
notation is used to indicate that this is the minimum number of beds available in that category.
Figure 23 ‐ Example of non‐specific Bed Count Reporting from an Automatic Data Feed
5.2 Modifying the Summary Report
Users have the ability to customize a summary report. For example, users can specify the facility to be contained in
the report:
•
Facility Types
•
NDMS or TRICARE Affiliations
•
Trauma Center Level
•
Time Frame (User can modify the definition of “current”)
•
By Distance from a Selected Point
•
Historical information
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To Modify a Summary Report:
1.
Click “Modify My Report” in the Options Menu on the top right hand side of the Summary Report page.
Figure 24 ‐ Modify My Report Option – Summary Report
The “Modify My Report” dialog displays.
Figure 25 ‐ Modify My Report dialog
2.
Select the criteria for your report: Refer to the next section – “Modify My Report” Dialog Description.
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3.
Click “Update Report” at the bottom of the “Modify My Map” page to refresh the Summary Report with
your selected options.
Once you click “Update Report”, the selected search criteria will appear in a black box at the top of the
Summary Report.
Figure 26 ‐ Summary Report ‐ Selected Search Criteria
5.2.1
“Modify My Report” Dialog Description
•
Select Facility Types – The Select Facility Types section enables you to select the specific facility
types you want included in the report. Check the checkboxes for the facility types that you want
included in your report. By default, Hospital, Advanced Alternate Care Site, Basic Alternate Care
Site, DoD Facility and VA Facility are selected. Anything that is not checked will not appear on the
report.
•
Associations – Associations enables you to limit facilities contained in the report by one of two
hospital associations – NDMS or TRICARE. By default, the report will not limit the facilities in the
report by hospital affiliation. To limit your report to only those facilities with a specific affiliation,
select the “Display bed availability for facilities with the selected affiliations” button and then
select either NDMS or TRICARE.
•
Trauma Centers – Trauma Centers enables you to limit the facilities contained in the report by
Trauma Level designation. By default the report’s Trauma Center setting is set to “Any Facility” so
facilities with all trauma level designation or no trauma level designation are included in the
report. To limit the report to a specific Trauma Level designation, select the Trauma Level you
want included from the drop‐down list. When choosing the Trauma Level, choose the lowest
Trauma Level you want to include. For example, if you want to obtain a report with all Trauma
Centers with a Level II designation, the report will also include Trauma Centers with a Level II
designation as well as those with a Level I designation. Options are: Level I, Level I and II, Level I,
II and III, Level I, II, III and IV, and Level I, II, III, IV and V.
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•
Search by Geographic Area – Search by Geographic Area enables you to use a map to select an
area for facilities you want included in the summary report.
NOTE: You must have permissions to view facilities in the area that you select for this feature to work. Refer to
Section 5.2.1 – Limit a Report by Geographic Area.
5.2.2
•
Time – Time enables you to do two things – change the definition of what the system defines as
current so you can differentiate between facilities updated from a time that you select. For more
information on using this feature, refer to Section 5.2.3 – Modify the Definition of “Current” Bed
Counts. It also enables you to retrieve a summary report of a facility (or facilities) in the past.
Refer to Section 5.2.4 – Perform a Historical Data Search.
•
Update Report – Once you have selected the report criteria you want to include, click Update
Report to generate the report.
•
Reset to Default Settings – The Reset to Default Settings link will reset all of the custom settings
you selected back to the default settings including setting the date and time back to the current
date and time of your system.
•
Cancel This Dialog – The Cancel This Dialog option will close the “Modify My Report” dialog and
return to the Summary Report page.
Limit a Report by Geographic Area
Search by Geographic Area enables you to use a map to select an area for facilities you want included in the
summary report.
NOTE: Because permissions are based on geography, you must select an area for which you have permission to view
or edit facilities. If you select a geographic area on the map that you do not have permission to view a generic map
of the world will display and will not show facilities.
1.
Click the Search by Geographic Area checkbox.
Figure 27 ‐ Modify My Report ‐ Geographic Search
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2.
Click the area on the map. To zoom to the area you want to select, double‐click (or use the + symbol). Use
the – sign to zoom out if you’ve zoomed in too far.
Figure 28 ‐ Search by Geographic Area
3.
To alter the radius of the geographic search, change the number of miles in the “Find facilities within a X
mile radius of the selected point”.
5.2.3
Modify the Definition of “Current” Bed Counts
This option enables you set the time frame within 7 days (default) for how the system displays “current” of “not
current” data. For Example, if you set “current” to be four hours, the system will show facilities in the summary
report as current if an update has been received in the last four hours. The available options are 4 hours, 8 Hours, 12
Hours, 1 day, 2 days, 3 days, 4 days, 5 days, 6 days or 7 days.
In the Time section of the “Modify My Report” dialog box, select an option in the “Facility data is current if updated
in the past” field.
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5.2.4
Perform a Historical Data Search
To view a report for a date in the past:
1.
Navigate to the Modify My Report dialog (see Modify a Summary Report steps above for information on
navigating to the Modify My Report dialog).
Figure 29 ‐ Modify My Report dialog ‐ Get Historical Data Option
2.
Click the Get Historical Data link at the bottom of the “Modify My Report” section. You will be prompted
to enter the date and/or time for which you would like to see results.
Figure 30 ‐ Historical Data Report Date/Time Selection
3.
Enter the Date using the Calendar Date Picker and enter a specific time. If no time is entered, the time will
default to midnight.
4.
Click View Selected Date. The Summary Report for the selected date will display.
NOTE: To cancel the Historical Date Search, click “Cancel This Dialog”. To return to viewing current data for a
facility or summary report, select “Return to Default Settings”.
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5.2.5
Exporting a Report
Summary reports can be exported to Microsoft Excel format to permit additional analyses. To export a summary
report:
1.
In the Options Menu, click the “Export My Report” selection. You will be presented with a file download
window asking whether you would like to open the report in spreadsheet format or save your data as an
Excel file.
2.
Click Open or Save.
•
Clicking Save will prompt you to select a location for the file.
•
Clicking Open will open the file in spreadsheet format.
NOTE: If you are using Firefox or Netscape, the browser will prompt you to select the application in which you
want to open the file. The Export My Report feature requires that Microsoft Office 2000 or later version.
5.3 Viewing Facilities on a Map
As an alternative to viewing information about selected facilities in a summary report, a user may choose to have the
data displayed graphically on a map showing the facilities.
NOTE: In viewing maps for a state, some border hospitals, because of the granularity of the map when zoomed
out, may appear to be outside of their actual state. As you zoom in, the location of the facility will be located
on the map correctly.
The HAvBED system uses Google Maps to provide its mapping capabilities. Maps may be slightly outdated as
map data is dependent on the update schedule determined by Google.
To view facilities on a map:
1.
Click the “Display Map” link on the Home page or select “Display Map” from the “Reports & Maps” menu
toolbar at the top of the page. From the Summary Report, you can also click the “Display Map” link in the
Options Menu at the top right.
Figure 31 ‐ HAvBED Home Page ‐ Display Map Option
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NOTE: If you navigate to the map from the Summary Report, the map will automatically display without
selecting a geography. If you access the map from the Home Page, the View Map page will display.
If you have permissions for a single region or lower, you will be taken directly to the highest level
geography for which you have permissions. For example, if you have permissions only for Region VIII, you
will be taken directly to Region VIII where you can drill down to states, cities, counties, metro areas and
facilities only in Region VIII. If you have permissions only for Colorado, you will be taken directly to
Colorado on the Nav tree where you can select only cities, counties, metro areas and facilities only in
Colorado.
Figure 32 ‐ View Map ‐ Geography Selection
2.
Select the geography that you wish to view by using the + indicators in the geography list on the left side of
the page.
3.
Click directly on the name of the geography to display the map.
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Figure 33 ‐ Summary Map ‐ Metropolitan Area (Denver, Colorado)
NOTE: The legend at the bottom of the map indicates the facility types represented by the icons on the map.
The status of the facility is represented by the color of the facility icon:
•
Green icon indicates that the facility is currently open and has available beds.
•
Red icon indicates that the facility is not currently able to accept patients.
•
Dark grey icon indicates that there is no current data for the facility’s status.
To pan (move) the map:
Click somewhere on the map with the left mouse button, hold the mouse button down, and move the mouse
(and map) to the desired location. You can also us the Pan arrows located on the top left corner of the map.
To Zoom in on an Area:
Left double‐click on a point on the map. Alternatively, click a specific marker (or click the + symbol to move
the marker up) on the vertical ladder on the top left corner of the map.
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Figure 34 ‐ Zoom In/Zoom Out Ladder
To Zoom out of an area:
Right double click a point on the map. Alternatively, click a specific marker (or click the –symbol to move
the marker down) on the vertical ladder on the left side of the map.
5.3.1
Identifying Facilities on a Map
To identify a facility quickly on a map, move your mouse indicator over the top of a facility symbol, and a text box
will appear that provides the name of the facility.
5.3.2
Quick View to Bed Availability
To get a quick view of the bed availability data for a particular facility, move your mouse indicator over the top of a
facility symbol and click your left mouse button. A balloon will appear on the map with the current status of the
facility, medical resource information and bed availability data. The balloon will also display the last date and time
that bed data was updated. You can also click the “Click for more detail…” link to view the bed availability data
report for that facility.
Figure 35 ‐ Quick Bed/Resource Availability View
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5.4 Modifying the Map
As in the Summary Report, users can customize the data displayed in the map. Users can specify the facilities that
display on a map based upon:
•
Facility types
•
NDMS and TRICARE Affiliations
•
Trauma center level
•
Time frame (user can modify the definition of “current”)
•
By Distance from a selected point
•
Historical information for a past date
To Modify the Map:
1.
Navigate to the “Modify My Map” section from the Home page or from the Options Menu.
Figure 36 ‐ Modify My Report Option ‐ Map
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2.
Click the “Modify My Map” in the Options Menu on the top right hand side of the page to open the Modify
My Map Dialog.
Figure 37 ‐ Modify My Map Dialog
3.
Select the criteria for your report. For more information on these selections refer to Step 2 in Modify a
Summary Report in Section 5.2 – Modifying the Summary Report.
4.
Click “Update Report” at the bottom of the Modify My Map dialog to refresh the map with your selected
options.
To cancel modifying the map, click “Cancel This Dialog”. To return to viewing current facility or summary
report information, click “Reset to Default Settings”.
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Once you click the “Update Report” the map displays according to the criteria you selected. The Search
Results summary lists the criteria you selected.
Figure 38 – Map ‐ Selected Search Criteria
5.4.1
Modify the Geographic Area of the Map
Search by Geographic Area enables you to modify the geographic area in which you want to view selected facilities
on a map.
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NOTE: Because permissions are based on geography, you must select an area for which you have permission to view
or edit facilities. If you select a geographic area on the map that you do not have permission to view a generic map
of the world will display and will not show facilities.
1.
Click the Search by Geographic Area checkbox.
Figure 39 ‐ Modify My Map ‐ Geographic Search
2.
Click the area on the map. To zoom to the area you want to select, double‐click (or use the + symbol).
Use the – sign to zoom out if you’ve zoomed in too far.
Figure 40 ‐ Search by Geographic Area
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3.
5.4.2
To alter the radius of the geographic search, change the number of miles in the “Find facilities within a
X mile radius of the selected point”.
Perform a Historical Data Search
To view map detail for a date in the past:
1.
Navigate to the Modify My Map option.
Figure 41 ‐ Modify My Map Dialog ‐ Get Historical Data Option
2.
Click the “Get Historical Data” link at the bottom of the “Modify My Report” section. You will be prompted
to enter the date and/or time for which you would like to see results.
Figure 42 ‐ Historical Data Report Date/Time Selection
3.
Enter the Date using the Calendar Date Picker and enter a specific time. If not time is entered, the time will
default to midnight.
4.
Click View Selected Date. The map for the selected date (and other selected criteria) will display.
To cancel the historical search, select “Cancel This Dialog” in the Modify My Map Dialog. To return to viewing
current facility or summary report information, click “Reset to Default Settings”.
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5.5 Viewing a Detailed List of Facilities from Summary Reports and Maps
Users can view a complete list of facilities that are contained in a Summary Report or on a Map.
To view a facilities list:
Select an option to display the Facility List via either the Summary Report or Map pages:
•
From the Summary Report view, click the “List Facilities in Summary Report” link in the Options Menu on
the upper right hand section of the page.
•
From the Map view, click the ”List Facilities on Map” link in the Options Menu on the upper right hand
section of the page.
Figure 43 ‐ Display Facilities List Option
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Once the Facility List displays, you can view the list of facilities. The first column displays the facility type icon
as well as the facilities that are affiliated with NDMS
NOTE: To obtain quick information about what exists on this page, mouse over the column heading.
Figure 44 ‐ Facility List
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5.5.1
Facility List Sorting
The facilities list is sortable. By default, the Facilities list displays facilities by Name in ascending order. The default
sort for each column varies:
•
Facility Name – Default sort will sort the facilities alphabetically in ascending order. If you click this once
without having selected another column first, the sort will change to descending.
•
Bed Type Columns – Default sort (first click on column) will sort the facilities with the highest number of
the particular bed type first.
•
Ventilators – Default sort (first click on column) will list the facilities with the highest number of
ventilators first.
•
Last Update – Default sort (first click on column) will list the facilities with the most recent updates first.
•
Emergency Department Status – Default sort (first click on column) will list the facilities that have an ED
status of Open first, followed by Closed and then No Data.
•
Mass Decontamination Status – Default sort will list the facilities with Available Status first, followed by
Not Available and then No Data.
•
Trauma Level – Default sort will the facilities with Trauma Level 1 first, followed by Trauma Level 2, etc.
Facilities without a trauma level designation will be listed last.
NOTE: Arrow direction will always pointing in the direction of the higher value. Facility Type and
Association columns are not sortable.
5.5.2
Viewing Current Data
Age of data is reflected by the color of the facility name text:
•
Green text indicates that the facility has current updates.
NOTE: the definition of current can be modified as described in the Modify My Report (Summary Report)
and Modify My Map sections. By default, current information is defined as facility bed counts or medical
resources have been updated with the last week (7 days).
•
Blue text indicates that the facility has received updates that are older than the threshold defined as
current. For example, by default facilities that were updated eight days ago would appear blue. If the
“Current” threshold was set for 4 hours, facilities that were updated five hours ago would appear blue.
•
Black text indicates that the facility has not provided updated information.
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Figure 45 shows a Facilities List that has current updates. The Denver Health Medical Center facility displays as
green because it has been updated in the last 4 hours.
Figure 45 ‐ Colorado Facilities List
To change the definition of “Current”, refer to Section 5.2.3 – Modify the Definition of “Current” Bed Counts.
5.5.3
Facility List Paging
If the facility list is long and spans multiple pages, use the Page Navigation on the top right of the page (or bottom
right) to access other pages of the list. See Figure 45.
5.6 Printing Reports and Maps
Use the print function in your web browser (e.g., Internet Explorer, Netscape, Firefox, etc.) to print any page that you
are viewing.
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6. State Aggregate Data Reporting (ADR)
State Aggregate Data Reporting permits States to update bed counts for their entire State. The State ADR method and
facility type is independent from the data that is reported in facilities located within the State. Data will not be
reported in the State ADR if data is has already been reported in State (individual hospital reporting, either through
the manual or automated method).
The State ADR method of reporting may be used if one of the following situations has occurred.
•
A State does not have a database system that automatically sends data to the HAvBED web site
•
A State has a database system but the connection to the HAvBED web site is not establish or is
malfunctioning
6.1 Viewing/Editing Bed Availability and Medical Resource Information for State ADR
If you have permission to view/edit more than one facility, select a facility for which bed availability is to be viewed
by using the + indicators in the geography list on the left side of the page. By clicking the + symbol you can expand
the list to drill‐down to facilities. Facility types are identified by the icon adjacent to the facility name (the icons are
defined in the legend on the same page).
Note: When using State ADR method to update bed availability and medical resources, Mass Decontamination
Status and Emergency Department Status/Facility Status will not be included in the report. The fields will be No
Data Provided. Please refer to Table 9.5
Please refer to Chapter 4 for an in depth overview of viewing and updating facilities.
Figure 46 – View/Update Bed Availability State ADR
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6.2 Modifying My Report to view State ADR
1.
Click the “Summary Report” link on the Home page or select “Summary Report” from the menu at the top
of the page.
Figure 47 ‐ Select Summary Report Methods
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2.
Select the state for which you want to view the summary report for from the geography list on the left side
of the page by mousing over the desired State ADR and left clicking.
3.
Click on Modify My Report
Figure 48 – Modifying Summary Report for State ADR
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4.
When the Modify My Report dialog box appears select the State Aggregate Data Reporting (ADR) from the
Facility Types list.
5.
Select Update Report to close the dialog bog.
Figure 49 – Dialog Box for State ADR
6.
The resulting view will be the summary report for your desired State ADR
Figure 50 – State ADR Summary Report
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7. Site Administration
Users with the role of System Administrator have full access to all functions within the HAvBED web site. System
Administrators are responsible for creating and modifying facilities, creating and managing user profiles on the site,
and assigning role and geography permissions to users. This section describes each of the functions that
administrators can perform as well as the few administrative functions that non‐Administrators can perform. Figure
51 lists the possible administrative options:
Figure 51 ‐ Administrative Options
Table 9.6 Administrative Functions list all of the administrative functions and who might have access to perform
these functions:
7.1 View Facility Details
The facility details page provides comprehensive information about a selected facility. Facility details include the
facility’s address, phone and fax numbers, AHA identifier (if the facility is a hospital), contact information for an
individual at the facility, latitude and longitude values, and hours of operation for the facility Any user that has
permissions to view bed availability for a geography can also view details for any facility within that geography.
There are several methods to access the Facility Details page – the Home Page, the View/Edit Bed Availability Page
and the Facilities List. Figure 52 shows a sample View Facility Details page.
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Figure 52 ‐ View Facility Details Page
•
Method 1: Access Facility Details Via the Home Page
Click the “Facility Details” link on the Home page or select “Facility Details” from the “Administration” menu
provided at the top of each page. The Facility Details page will display where you will use the geography
navigation tree to select a facility.
Figure 53 ‐ Facility Details Option
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•
Method 2: Access Facility Details Via the View/Edit Bed Availability Page
From the bed availability page or map of a selected individual facility, click on “View Facility Details” in the
Options Menu in the upper right hand corner of the page. This will display details for that facility.
Figure 54 ‐ View Facility Details Option
•
Method 3: Access Facility Details Via the Facilities List
1.
From a Summary Report select List Facilities in Summary Report or from the Map select Display Facility
List. The list of facilities will display.
Figure 55 ‐ Facilities List ‐ View Facility Details
2.
Click a facility name. The View Bed Availability page displays.
3.
On the View Bed Availability Page, click View Facility Details.
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7.2 Editing Facility Details
The Facility Details section provides key information about facilities including Trauma Level, Address, contact
information, etc. Only System Administrators and users with the “Facility Data Editor” permission are able to edit
details for facilities.
Figure 56 ‐ Edit Facility Details Page
1.
To edit a Facility, access a facility using one of the following methods described in the previous section ‐ 7.1 –
View Facility Details.
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2.
Edit the specific fields of interest.
•
Name – Unique name for the facility.
•
Trauma Level – Trauma Level of the facility, if applicable.
•
Facility Status – Indicates the facility status. Options include Active, Inactive and Decommissioned.
o
Active ‐ an institution or patient care site that is fully functional for the delivery of acute patient
care in the designated category and whose status and bed availability number are reported in
HAvBED.
o
Inactive ‐ an institution or patient care site that does not provide acute patient care, but which
could be made an active site through the addition of appropriate personnel, supplies and
equipment. Inactive facility status and bed availability are not reported in HAvBED.
o
Decommissioned ‐ an institution or patient care site that is no longer physically available and
which cannot be made active for the delivery of patient care. Decommissioned facility status and
bed availability are not reported in HAvBED.
•
Contact Name\Contact Email – Contact for the facility.
•
Facility Type – Indicates the type of facility.
•
AHA Number – Indicates the AHA identification number for hospitals (only) listed in the American
o Hospital Association survey database.
Address – Indicates the facility of the address.
NOTE: The mapping features relies on an accurate address provided in this field and uses Zip Code first to
map the facility. If the address is inaccurate (especially Zip Code), the facility will not appear in the
appropriate latitude and longitude on the map.
Latitude/Longitude – The latitude and longitude fields should be populated or entered during facility
creation. However, if you update the address you will need to update the Latitude and Longitude. If you
want to update the latitude and longitude based on the address, click the Lookup Latitude and Longitude
link. For more information on updating Latitude and Longitude, refer to Section 7.3.1.
Affiliations – Indicates the facility’s NDMS or TRICARE affiliation.
Hours of Operation – Indicates the hours during which the facility is open.
•
•
•
•
7.2.1
Editing Phone and Fax Numbers:
Phone / fax numbers are added, deleted and modified individually. To edit phone and fax numbers:
1.
Click “Add a Phone/Fax” or “Edit” in the “Phone and Fax Numbers” box, as appropriate
2.
Once you have made your additions/changes, click “Update”.
3.
Once all edits on the “Edit Facilities Details” page have been made, click “Save Changes.”
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7.2.2
Updating AHA Survey Bed Count Numbers
If you edit facility details AND you have the ability to update bed counts, you will be able to edit AHA Survey Bed
Counts.
NOTE: AHA Survey Bed Counts will not change very frequently.
To Update AHA Survey Bed Counts:
1.
Access the Edit Bed Availability Page (Figure 57)
Figure 57 ‐ Update AHA Survey Counts
From the Home page:
a.
Select View/Update Bed Availability.
b.
If your permissions are for only one hospital, you will be taken directly to that facility’s
summary page. If you have permissions for more that one hospital. Use the Geography Tree
to select the desired facility to update the AHA bed counts.
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c.
Click Edit Bed Availability in the Options menu on right side of the page. The Edit Bed
Availability page displays.
From the Facility Details page
a.
Select View Bed Availability.
b.
Select Edit Bed Availability. The Edit Bed Availability page displays for the selected facility. ()
2.
Click in the appropriate bed category field for the AHA Survey bed count you want to update.
3.
Enter the bed count value.
4.
Click “Save Changes”.
7.3 Creating a New Facility
One of the features of HAvBED is the ability to create a new facility at any time. The most likely scenario is a mass
casualty event that requires the use of a public building, facility of convenience, tent or other structure as an alternate
care site to provide medical care for patients. Once such a facility is created in HAvBED, this facility will
automatically appear in all HAvBED views and reports. System Administrators as well as users with the “Facility
Creator” permission can define such a facility by clicking on the “Create Facility” link from the Main Display.
NOTE: Administrators can create any type of facility whereas Facility Creators can create alternate care sites
only.
1.
Click the “Create New Facility” link on the Home page or select “Create New Facility” from the
“Administration” menu toolbar provided at the top of each page. This will take you to a form for entry of
data for the new facility.
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Figure 58 ‐ Create New Facility
2.
Complete as many fields as possible. At a minimum, you must complete the required fields (as indicated by
a red asterisk (*)). For more information on the fields on this screen refer to Section 7.2 – Editing Facility
Details. For more information on populating latitude and longitude, refer to the next section (7.3.1)
3.
When creating a new facility, it is important to accurately define the status of the facility (Active, Inactive,
and Decommissioned). Definitions of the three valid values for Facility Status are:
a.
Active ‐ an institution or patient care site that is fully functional for the delivery of acute patient
care in the designated category and whose status and bed availability number are reported in
HAvBED.
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4.
b.
Inactive ‐ an institution or patient care site that does not provide acute patient care, but which
could be made an active site through the addition of appropriate personnel, supplies and
equipment. Inactive facility status and bed availability are not reported in HAvBED.
c.
Decommissioned ‐ an institution or patient care site that is no longer physically available and
which cannot be made active for the delivery of patient care. Decommissioned facility status and
bed availability are not reported in HAvBED.
After entering all information for the facility you are adding, click “Save New Facility” in the Options Menu
in the upper right hand corner of the page. This will save the new facility information and the facility will
immediately added and available for use in the geographic list on the left side of each page.
7.3.1
Populating Latitude and Longitude
It is necessary to populate the required latitude and longitude fields for HAvBED to properly map the
facility. If you do not have the latitude and longitude values readily available, click on the “Look up
Latitude/Longitude” link after entering the other address information. This link uses Google Maps to look
up these values based on the entered address. These values can be directly entered from Google’s map
window into the HAvBED Latitude and Longitude fields by clicking “OK” on the popup window.
Figure 59 ‐ Lookup Latitude and Longitude (Google Maps)
NOTE: If the facility does not display in the appropriate location on the map, verify the address and zip code.
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7.4 Modifying My Profile (Including Password)
All users can maintain their own account information and password through the “My Profile” option.
1.
Select the “My Profile” option from the top menu toolbar or Home page option.
Figure 60 ‐ Modifying My Profile
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2.
Click the appropriate link in the “Options” box for the desired action.
To change a password, select “Change Password”. To change your address, phone number, etc., click “Edit
My Profile”
Figure 61 ‐ My Profile Options
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To change your password:
a.
Verify your current password
b.
Enter your new password twice.
NOTE: Passwords must be at least seven characters long and contain at least one character that is
not a letter or a number (#, !, *.are three examples). Also, Passwords are case sensitive
Example Password: XYZ123!
c.
Click “Update Password”. When your new password is successfully saved, you will be returned to
the My Profile page.
NOTE: a warning will be displayed if the password fields do not match when resetting the password.
Be sure the password is entered correctly in both fields. Also, passwords must be at least 7 characters
long and contain at least 1 non‐alphanumeric character.
Figure 62 – My Profile – Change Password
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To update your profile (phone number, etc.):
a.
Click the “Edit My Profile” link.
b.
Select the tab that contains the information you want to update. You will NOT be able to update
your HAvBED permissions. If you desire to change to your permissions, you must contact the
System Administrator using the Help menu at the top and then selecting “Contact Us”.
c.
Once you have completed your updates, click “Save Changes” in the Options Menu at the top right
and you will be taken back to the My Profile page.
Figure 63 ‐ Edit My Profile Page
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8. Getting Help for HAvBED
8.1 Help Menus - Explain This Page & Glossary
Users can get more information about and assistance for HAvBED in the Help menu toolbar at the top of the page.
Figure 64 ‐ HAvBED Home Page ‐ Help Menu Options
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Three items are available in the Help menu:
•
Contact Us – Provides information for users to contact System Administrators with questions, issues,
feedback, comments, etc.
•
Explain This Page – Provides a context‐sensitive explanation of the current page that you are viewing.
This information will open in a new window to avoid navigation away from what you are working on in
HAvBED.
Figure 65 ‐ Explain This Page ‐ Help Page for Bed View\Edit Bed Availability
•
HAvBED Glossary ‐ Defines terms that are used throughout all pages of the HAvBED site, including bed
count definitions, emergency department status, bed categories and resources.
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8.2 System Contact Information
Administrators are responsible for maintaining HAvBED system information, including administrator contact
information (phone and email), user account contact information (phone and email) for users that require account
assistance, and HAvBED version information.
Figure 66 – System Contact Information
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9. Tables
9.1 HAvBED Roles/Permissions Matrix
Role
Role Description
Update Bed
Availability
Update
Facility
Contact /
Location
Add New
Facility –
Any Type
Add
Alternate
Care Site
Facility
Retrieve /
View Bed
Availability
&
Summaries
Add/
Change
User Info
X
X
X
Can only display bed
availability &
summaries for any
geography.
X
Facility
Details Editor
Can edit contact and
location information
for an existing facility
within specified
geographies.
X
X
Facility
Creator
Can add new
facilities and edit
contact and location
information only for
those facilities.
X
X
X
Web Service
User
Automated data feed
to update bed counts.
X
Bed Data
Display
Can only display bed
availability &
summaries for
specified geographies
Bed Data
Entry
Can update bed
counts for specified
geographies
National
Data Display
NOTE: The Web Service User role is used for system‐to‐system communication and is reserved for systems that are
providing automatic feeds of bed count information into the HAvBED application. The Web Service Role and
specific instructions for pushing data automatically to the HAvBED are not discussed in this document. For more
information, please refer to the HAvBED Web Service Guide. HAvBED System Administrators assign roles for each
user based on the user’s needs and then match each role to a HAvBED geography.
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9.2 Facility Type Definitions
Hospital
Civilian facilities that routinely provide inpatient medical care.
Basic Alternate Care Site
A non‐traditional location for limited, basic health care comparable to hospital
inpatient ward care that has been specifically created to deal with a specific event or
disaster.
Advanced Alternate Care
Site
Same as “Basic Alternate Care Site”, but as a result of advanced staffing, equipment,
and infrastructure, a more robust level of care is able to be provided.
DoD Facility
A hospital owned and operated by the military.
VA Facility
A hospital owned and operated by the Veteran’s Administration
Clinic
A location where routine ambulatory healthcare is provided.
Federal Medical Station
A pre‐packaged alternate care site developed by the Department of Health and
Human Services that can be transported and established in a structure of convenience
Hospital Vessel
Vessels of the US Navy that are specifically utilized for the provision of healthcare
Mental Health Institution
A facility dedicated to the inpatient treatment of mental illness.
Nursing Home
An extended care facility usually with the capability to provide basic level healthcare
Quarantine Station
A non‐traditional location that has been designated to hold individuals who require a
period of quarantine
Shelter
A traditional or non‐traditional facility which has been designated to provide food and
shelter
NOTE: The terms “Alternate Care Site” and “Alternate Care Facility” refer to the same type of facility and are used
interchangeably throughout the HAvBED application and supporting HAvBED documentation.
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9.3 HAvBED Geography Definitions
Facility:
An individual institution that is used in most cases as a medical facility. This may be a
permanent or temporary facility. Types of facilities include: hospital, basic alternate care site,
advanced alternate care site, clinic, federal medical station, nursing Home / extended care site,
DoD facility, hospital vessel (e.g., ships), quarantine station, shelter, and mental health
institution.
City:
An urban area, town, village, borough or hamlet that has within its’ borders a hospital or other
medical facility.
Metropolitan
(Metro) Area:
A large population center consisting of a large metropolis and its adjacent zone of influence or
support, or of more than one closely adjoining neighboring cities and their zone of influence or
support. One or more large cities may serve as its hub or hubs, and the metropolitan area is
normally named after either the largest or most important city within it. Metropolitan areas
may be defined by a HAvBED administrator and may consist of any combination of cities and
counties, usually geographically contiguous. Several metropolitan areas have been defined as a
part of initial development.
County:
A sub‐unit of regional self‐government within a sovereign jurisdiction, such as a state.
State:
The 50 states within the United States of America as well as Washington, D.C, Puerto Rico and
the Virgin Islands.
Region:
There are three categories of regions: FEMA/ NDMS/ PHS Federal Regions, CDC Federal
Regions, and East / West.
FEMA/
NDMS/ PHS
Federal
Regions:
Region I: MA, ME, NH, CT, RI, VT (Massachusetts, Maine, New Hampshire, Rhode Island,
Vermont, Connecticut)
Region II: NY, NJ, (New Jersey, New York)
Region III: DC, DE, MD, PA, VA, WV (Washington DC, Delaware, Maryland, Pennsylvania,
Virginia, West Virginia)
Region IV: AL, FL, GA, KY, MS, NC, SC, TN (Alabama, Florida, Georgia, Kentucky,
Mississippi, North Carolina, South Carolina, Tennessee)
Region V: IL, IN, MN, WI, MI, OH (Illinois, Indiana, Michigan, Minnesota, Ohio and
Wisconsin)
Region VI: AR, LA, OK, NM, TX (Arkansas, Louisiana, New Mexico, Oklahoma and Texas)
Region VII: IA, KS, MO, NE (Iowa, Kansas, Missouri, Nebraska)
Region VIII: CO, MT, UT, WY, ND, SD (Colorado, Montana, Utah, Wyoming, North Dakota,
South Dakota)
Region IX: AZ, CA, HI, NV (Arizona, California, Hawaii and Nevada)
Region X: AK, WA, OR, ID (Alaska, Idaho, Oregon, Washington)
CDC Federal
Regions:
New England: Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont
Mid‐Atlantic: New Jersey, New York, Pennsylvania
East North Central: Wisconsin, Michigan, Illinois, Indiana, Ohio
West North Central: Minnesota, North Dakota, South Dakota, Iowa, Missouri, Nebraska,
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Kansas
South Atlantic: Florida, Georgia, North Carolina, South Carolina, Virginia, West Virginia,
Maryland, Delaware, District of Columbia
East South Central: Tennessee, Alabama, Mississippi, Kentucky
West South Central: Texas, Louisiana, Oklahoma, Arkansas
Mountain: Montana, Idaho, Wyoming, Colorado, Utah, Nevada, Arizona, New Mexico
Pacific: Washington, Oregon, California, Alaska, Hawaii
East/ West
Regions:
East: All states east of the Mississippi River:
Wisconsin, Illinois, Michigan, Indiana, Ohio, Kentucky, Tennessee, Alabama, Mississippi,
Florida, Georgia, South Carolina, North Carolina, Virginia, West Virginia, Maryland, Delaware,
New Jersey, New York, Pennsylvania, New Hampshire, Rhode Island, Massachusetts,
Vermont, Maine, Connecticut, District of Columbia
West: All states west of the Mississippi River:
Minnesota, Iowa, Missouri, Arkansas, Louisiana, Texas, Oklahoma, Kansas, Nebraska, South
Dakota, North Dakota, Montana, Idaho, Wyoming, Colorado, New Mexico, Arizona, Utah,
Nevada, Washington, Oregon, California, Alaska, Hawaii
National:
The entire 50 states that comprise the United States of America and Washington, D.C, Puerto
Rico and the Virgin Islands.
9.4 Bed Category Definitions
Adult Intensive
Care (ICU)
Beds that can support critically ill/injured patients, including ventilator support
Medical/Surgical
Also thought of as “Ward” beds
Burn
Thought of as Burn ICU beds either approved by the American Burn Association or self‐
designated. (These beds are NOT to be included in other ICU bed counts.)
Pediatric ICU
As for Adult ICU, but for patients 17 years and younger
Pediatrics
“Ward Medical/Surgical” beds for patients 17 and younger
Psychiatric
“Ward” beds on a closed/locked psychiatric unit or ward beds where a patient will be
attended by a sitter.
Negative
Pressure/Isolation
Beds provided with negative airflow, providing respiratory isolation. NOTE: This value
may represent available beds included in the counts of other bed categories.
Operating Rooms:
An operating room that is equipped and staffed and could be made available for patient
care in a short period of time
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9.5 Medical Resource Field Descriptions
Medical Resource Field
Description
Options
Emergency Department
Status/Facility Status (*)
Provides information about whether
or not the facility or facility’s
Emergency Department is accepting
new patients. Only Hospitals will
have Emergency Department Status.
All other facilities will have a Facility
Status.
• No Data Provided
Provides information about the
facility’s Mass Decontamination
status.
• No Data Provided
Provides the number of ventilators
available at the facility.
• Any number
Mass Decontamination
Status (*)
Ventilators Available
• Open
• On Divert
• Available
• Unavailable
(*) Not included in State Aggregate Data Reporting
9.6 Administrative Functions
Administrative Function
Roles with Access
Facility Details
Some non‐administrative users with Facility Details Editor Role and System
Administrators
Create New Facilities
Some non‐administrative users with Facility Creator Role and System Administrators
Manage Users
System Administrators Only
My Profile
All users will have the ability to update his or her own contact information and
password.
Define Metro Areas
System Administrators Only
Edit System Information System Administrators Only
Notify Facilities
System Administrators Only
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| File Type | application/pdf |
| Author | Solomon Freeman |
| File Modified | 2008-08-22 |
| File Created | 2008-08-22 |