Departments & Resources
How to organise your centre into departments and manage physical resources.
Departments & Resources
Departments organize a centre into clinical or administrative units (Cardiology, Radiology, Admin). Resources represent physical assets like rooms and equipment that can be tracked and assigned.
Creating Departments
Each department belongs to a specific centre and requires:
- Department Name: display name (e.g., 'Cardiology', 'Emergency', 'Administration')
- Department Code: unique identifier within the centre (e.g., 'CARDIO-001'). Must be unique per centre, not globally
- Description: optional text describing the department's role
- Parent Department: optional — link to another department to create a hierarchy
Hierarchical Departments
Departments support parent-child relationships for creating sub-departments:
- A department can have a parent department, creating a tree structure
- Example: 'Internal Medicine' can have sub-departments 'Gastroenterology' and 'Endocrinology'
- Multi-level hierarchies are supported (sub-departments can have their own sub-departments)
- The parent department must belong to the same centre
Department Status
Departments can be toggled active or inactive. Deactivating a department hides it from new assignments but does not affect existing staff linkages.
Staff-Department Assignments
Staff members are linked to departments through a many-to-many relationship:
- A staff member can belong to multiple departments
- One department is marked as the primary department for each staff member
- Assignments track who made the assignment and when
- Removing an assignment is a soft delete — the record is retained with a removal timestamp, allowing re-assignment later
If a staff member is already assigned to a department (and not removed), attempting to assign again will return an error.
Managing Resources
Resources represent physical assets within a centre such as consultation rooms, diagnostic equipment, or beds.
Resource Fields
Field | Required | Description |
|---|---|---|
Resource Name | Yes | Display name (e.g., 'Consultation Room 1') |
Resource Code | Yes | Unique per centre (e.g., 'CR-001') |
Resource Type | Yes | Category — validated against tenant-configured types |
Quantity | No | Number of units (defaults to 1) |
Status | No | ACTIVE, MAINTENANCE, or RETIRED (defaults to ACTIVE) |
Location Description | No | Physical location (e.g., 'Ground Floor, Wing A') |
Notes | No | Additional operational notes |
Resource Types
Resource types are tenant-configurable. Each tenant defines its allowed resource types in the tenant configuration (e.g., ROOM, EQUIPMENT, BED, VEHICLE). When creating a resource, the type must match one of the tenant's configured types.
If you try to create a resource with a type not defined in your tenant configuration, the request will be rejected.
Resource Status Lifecycle
Resources have three statuses:
Status | Meaning |
|---|---|
ACTIVE | Available for use and assignments |
MAINTENANCE | Temporarily unavailable (e.g., under repair) |
RETIRED | Permanently decommissioned — no longer in use |
You can transition between any statuses. A retired resource can be reactivated if needed.
Filtering Resources
When listing resources, you can filter by:
- Centre: required — all resources belong to a specific centre
- Status: optional — filter by ACTIVE, MAINTENANCE, or RETIRED
- Resource Type: optional — filter by category (e.g., only rooms)
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