Tip Sheet

Quick admit from ED tracking board

Admit a boarded ED patient to an inpatient bed from the Track Board — with identity verification, bed assignment, and nursing handoff checkpoints. Keep this at the registration desk for surge reference.

ClassificationConfidential — Internal Use Only

Document OwnerSam Rivera

DepartmentED Registration

Last updatedFebruary 1, 2026

Document TypeTip Sheet

1. System details

System / module	Epic — ED Track Board
Audience role	Registration clerk
Version	3.2
Release / patch	2026.02
Login context	Hyperspace ED workspace — Registration clerk role

2. Before you start

Objective: Place an ED patient in an inpatient bed from the tracking board without opening the full chart.
Prerequisites: Active ED login; patient on board with status Awaiting bed; bed request accepted by bed management.
Estimated time: 3–5 minutes

3. System navigation path

Epic > ED > Track Board

4. Quick tips

Use Binoculars (Ctrl+Space) if the patient is not visible. During surge, sort by wait time and coordinate with charge nurse on patients waiting > 45 minutes. Hyperspace blue row highlight = selected patient; orange wait ≥ 45 min = escalate if no bed yet.

5. Need help?

Epic Service Desk x5500 · ED Registration Super Users #ed-reg-superusers

6. Step-by-step workflow

Step 01 · Registration clerk

Open ED Track Board and filter to Awaiting Bed

From Hyperspace: Epic > ED > Track Board. In the left navigator, select Awaiting Bed. If the list is long, sort by wait time descending.

ACME HEALTH · HYPERSPACE

ED Track Board

Track BoardChart

Navigator

Track Board

Awaiting Bed

In Treatment

1

ED > Track Board > Awaiting Bed

Patients awaiting bed assignment (3)

Patient	MRN	Location	Wait
Martinez, Ana	MRN-88421	ED-12	47 min
Chen, David	MRN-77209	ED-08	32 min

2

Fig 1 — Track Board filtered to Awaiting Bed; Martinez, Ana is the walkthrough example.

Tip: Pin this navigator view if you handle admits during every shift.

Step 02 · Registration clerk

Verify patient identity at bedside or per policy

At bedside (or per POL-ADM-014):

Ask patient to state full name and date of birth.
Compare to wristband MRN and track board row.
If mismatch, stop — do not select Admit. Notify charge nurse.

Stop if: Wrong-patient admit is a never event. When in doubt, re-scan the wristband barcode.

Step 03 · Registration clerk

Select the patient row and choose Admit

Single-click the patient row, then choose Admit from the toolbar. Confirm the selection banner shows the correct name and MRN.

ACME HEALTH · HYPERSPACE

ED Track Board

Selected: Martinez, Ana · MRN-88421 · ED-12

Admit Transfer

1

Martinez, Ana · MRN-88421 · ED-12 · Awaiting bed 2

Fig 2 — Patient row selected; Admit action available on the toolbar.

Tip: Double-check the MRN in the selection banner matches the wristband you verified in Step 2.

Step 04 · Registration clerk

Complete required fields in the bed assignment modal

Unit and bed must match the accepted bed request. Attending should match the ED attending of record. Epic blocks submit if any required field is blank.

Admit — Bed Assignment

Martinez, Ana · MRN-88421

Unit *

4 West — Med/Surg

1

Bed *

4W-214B

2

Attending physician *

Okonkwo, Amara, MD

3

Submit

Fig 3 — Bed assignment modal with required fields populated before Submit.

Note: If the requested bed is unavailable, cancel and contact bed management — do not substitute without approval.

Step 05 · Registration clerk

Submit admit and confirm nursing handoff

Checklist after Submit:

Patient status changes to Admitted on the track board.
Insert SmartPhrase .edadmit with bed location and ETA to floor.
Call receiving unit charge nurse if patient is going within 30 minutes.

Tip: Refresh the board (F5) if status does not update within 60 seconds.