Managing patients

This guide shows the 5 key tasks you need to do to manage patient dietary information in the Food Services House Electronic Meal Ordering System (PMOS for short).

Written By FSH Team

Beds

Patient dietary information is managed in Beds and is captured in a ‘patient profile’.

Entering each patient’s profile accurately and keeping them up to date makes sure they get the right meals that meet their needs during their admission.

Everything else in the system uses the information from the patient’s profile, so keeping them correct makes meal ordering safe and simple.

Your ward view

When you first click on Beds in the side menu you’ll see a grid of beds from your ward.

Each bed will have a number and will either be:

Empty - ready for a patient to be admitted
Occupied with the patient’s display name

Admitting a patient

Click on the empty bed the patient is being admitted to.
Enter their patient profile details - see the table below for more information on each field and how they affect the meal options available to the patient
Click the Admit Patient button at the bottom of the screen

Patient profile field	Guidance
Display name	Use a consistent alias for all patients - this could be their initials or first name
Tray colour	Tray colours often show the level of support a patient needs at mealtimes. If you’re unsure what each colour means, check with your manager. The selected colour will appear on delivery sheets.
IDDSI levels	IDDSI levels control which meal options a patient can order. To prevent choking and keep patients safe, only menu items at their prescribed texture level or lower will be displayed on the PMOS.
EDAR declaration	If the patient has been confirmed as ok to Eat and Drink at Acknowledged Risk (EDAR), check the declaration box and enter the clinician’s name who authorised it. This allows the patient to order all menu options, even above their prescribed texture level.
Diets	Diet preferences may be cultural, religious, medical or ethical. Menu items are labelled with diet codes to guide safe choices. If an item does not match the selected diet, a warning will appear when the order is placed, but the order can still go through to the kitchen.
Allergies	If a patient has a recorded allergy to one of the 14 legally governed allergens, any item containing that allergen will be highlighted when selected, a conflict warning will appear when placing the order and the kitchen will be notified if the order is placed.
Notes	Use Notes for anything important that isn’t captured elsewhere. Keep notes short, clear and practical.

Checking and editing a patient’s profile

To check a patient’s dietary information:

Click their occupied bed with their display name
Review their profile details

To edit:

Click Edit
Update the information
Click Save at the bottom of the page

Important

Meal orders already placed keep a snapshot of the profile at the time of ordering.

If dietary needs change between an order being placed and meal service:

Edit the profile
Check whether existing orders need cancelling
Re-place the order if needed and inform the kitchen

→ See the Ordering meals guide for how to cancel and re-order.

Moving a patient

To move a patient to a new bed:

Click the patient’s current occupied bed
Select Actions in their profile
Click Move
Choose the new bed the patient is moving to
Confirm Move

Move and discharge actions on a patient's profile

Discharging a patient

To remove a patient that has been discharged:

Click the patient’s current occupied bed
Select Actions in their profile
Click Discharge
Confirm Discharge

How to see what’s changed

Use the Activity To check or resolve queries about what changes have been made, by who and when, use the activity logs.

For all admissions, bed moves and discharges → click Bed activity in the top right-hand corner of the Beds page.

For changes related to a particular patient, including changes to their profile → click Patient activity in the top right-hand corner of their profile page.

Troubleshooting

Entered the wrong details?

→ Edit the profile.

Admitted to the wrong bed?

→ Move the patient.

Admitted the wrong patient?

→ Discharge and re-admit.

You can always correct mistakes.

Next steps

Once patients are admitted:

Use the Ordering meals guide to take orders

Use the Production & delivery guide to prepare and deliver meals