Family Room Registration Cards Tab

The Registration Cards tab displays a list of registered families. These are families that have used any of the Family Rooms in the past. Each family is identified by the name of the patient staying in the hospital. You should have one card per patient family.

If you are using Option 1, you check visitors to a particular patient in and out as a group. You can attach additional names to each registration card if you want to record the names of the various family members and other visitors. However, this is not required. When you check someone into the room, you only need the patient name and a count of visitors.

If you are using Option 2, you check everyone in a family group in and out as individuals. All of these individuals are attached to the same registration card for the patient.

If you have the Family Room iPad App, Registration Cards are available through the App so that families can check themselves in and out using an iPad.

The following buttons are on the Registration Cards tab:

1. New Registration - to add a new family.
2. Edit Registration - to make changes to an existing registration card.
3. View Registration - to view details of a selected registration card.
4. Check In - to check a family into the room.
5. Create Guest Stay - if a family is moving to a Ronald McDonald House, you can create a Guest Stay record in ExceedFurther for that family. This also creates a household record.
6. Create New Household - if you wish to add the family to your ExceedFurther data, you can create a new household.
7. Add Visitors - for a family that is already checked in, you can increase the count of visitors or add new visitor names to the registration card..
8. Check Out - to check a family or individual out of the Family Room once they have all left.
9. Delete - to delete a registration card. Once a card is deleted, all data about that family's use of the Family Room is lost.
10. Merge Registrations - if there are duplicate registration cards for the same family, you can merge them into a single card.

New Registration

To add a new registration card, do the following:

1. Open the Registration Cards tab of the Family Room tab.
2. Click on the New Registration button.
3. Enter the name of the patient. You can enter the first or last name or both.
   1. A list shows all of the potential matches to the name.
4. If this is indeed a new family, click on New Registration at the bottom of the screen.
5. Enter the last and first names of the patient associated with this family.
   1. If there are two or more patients, you can select one name to enter. You can also enter the last name and put both first names in the first name field.
   2. Note: you should set a common procedure for entering two or more patient names for the same family so it is easy to find them the next time they visit the room.
6. Select the gender and enter the birth date of the patient. This information is optional.
7. Select the Location code for the room.
8. Select a Heard Method if you are collecting this information. Heard Method codes are added on the Family Room Admin tab.
9. Enter the last and first name of the visitor. If there are several visitors from the family, select one name to enter.
10. Select the Relationship code for how the name you entered is related to the patient. Relationship codes are added on the Family Room Admin tab.
11. Enter the address, email address and phone number of the visitor name.
    1. The address, email and phone information can be used to contact Family Room visitors after their visit.
    2. The visitor name and address information is all optional.
12. After the visitors have agreed to the room use policy, click on the Agree to Policy box.
    1. If you are using Option 1 to enter your visitors, you do not need to enter the names of all the visitors. You will simply enter a count of visitors when you check them in.
    2. If you are using Option 2 to enter your visitors, you need to add each name separately. After you have added the first visitor name, proceed to Step 3 to add additional visitor names.
13. To save this registration card, choose from the following buttons:
    1. Save - saves the card and returns to the Registration Cards tab.
    2. Save & Check in - saves the card and checks in the family. You enter the room, indicate either number of family members or select the names of the visitors, and confirm the date and time.
    3. Save & Add Another - saves the card and clears the fields so you can enter another card.

Edit Registration

Use this button to make changes to a registration card. To edit a card, do the following:

1. Open the Registration Cards tab of the Family Room tab.
2. Use the Search box to find the family you wish to change.
3. Select the Registration Card from the list of names.
4. Click on the Edit Registration button.
5. Make any changes to the card.
6. To save the changes, choose from the following buttons:
   1. Save - saves the card and returns to the Registration Cards tab.
   2. Save & Check in - saves the card and checks in the family. You enter the room, number of family members, and confirm the date and time.
   3. Save & Add Another - saves the card and clears the fields so you can enter another card.

View Registration

Use this button to view a registration card along with all of the visits that family has made. To view a card and the visit history, do the following:

1. Open the Registration Cards tab of the Family Room tab.
2. Use the Search box to find the family you wish to view.
3. Select the family from the list of names.
4. Click on the View Registration button.
   1. The card is displayed, along with a grid showing all the visits in the past.
5. Use the X in the upper right corner to close the screen.

Check In

Use this button to check a family into the room. To check in a family from the Registration Cards tab, do the following:

1. Open the Registration Cards tab of the Family Room tab.
2. Use the Search box to find the family you wish to check in.
3. Select the Registration Card from the list of names.
4. Click on the Check In button.
5. Enter the following information:
   1. The Family Room they are checking into.
   2. The visit date.
   3. The visit time.
   4. Any services they are using.
   5. Answers to additional questions.
      1. Note that the date and time are automatically filled in for you. You can change these if you need to.
6. If you are using Option 1 to record your visits, enter the number of people visiting. You can add the names of each visitor if you want to, although this is not required. If you are using Option 2, select the names of the individuals who are visiting. If some names are not in the list, you can add them.
7. Click on Save to save to complete the check-in process.
8. Click on Save and Add Visitors if you are using Option 1 and wish to record the names of the visitors. If you opt to add the visitor names, the Add Visitors step opens where you can view visitor names associated with this registration card.

Add Visitors

Use this button to add additional visitor names to a registration card. To add names, do the following:

1. Open the Registration Cards tab of the Family Room tab.
2. Use the Search box to find the family you wish to add names to.
3. Select the Registration Card from the list of names.
4. Click on the Add Visitors button.
5. Use the Add button to add additional names to the list of visitors for this family.

Check Out

Use this button to check an individual or family out of the Family Room, If you are using Option 1, you use the check out only once everyone in that family has departed. If you are using Option 2, you check out each individual as they depart. To check someone out, do the following:

1. Open the Registration Cards tab of the Family Room tab.
2. Use the Search box to find the family you wish to check out.
3. Select the Registration Card from the list of names.
4. Click on the Check Out button.
5. Update the check out time if needed.
6. If you are using Option 2, select the name of the individual who is leaving.
7. Click on Save.

Delete

Use this button to a registration card. To delete a card, do the following:

1. Open the Registration Cards tab of the Family Room tab.
2. Use the Search box to find the family you wish to delete.
3. Select the Registration Card from the list of names.
4. Click on the Delete button.
   1. WARNING: this deletes not just the Registration Card but also all information about visits and family members.
5. Confirm that you wish to delete this registration card and all associated visits to the Family Room.

Merge Registrations

Use this button to merge two Registration Cards into one. This is useful if you have inadvertently added duplicate cards. To merge two cards, do the following:

1. Open the Registration Cards tab of the Family Room tab.
2. Use the Search box to find the duplicate Registration card to be merged. The visit history from this card is added to the card you are merging into, and then this card is deleted.
3. Select the Registration Card from the list of names.
4. Click on the Merge Registrations button.
5. The name from the card you selected in step 3 is displayed in the top name box.
6. In the second search box, enter the name of the second Registration Card to be merged and press Enter.
7. A list of matching names appears. Select the correct card and click on the Select button.
8. Verify that the two names that appear in the From Registration Card and the To Registration card are the names you wish to merge.
9. Click on the Merge button to complete the process.