Glossary & Guidelines: Hospital Patient Administration

Responsible Roles

	Ensure the Ward Manager have the resources to handle all the patients that are pre-admitted. Assist reception if the information is not available and the receptionist can not get the information. Assist in the correct procedures in the hospital to cater to the correct information to each department for each pre-admission. For example, the stock controller, ward manager, case manager and reception must have the pre-admission list to ensure the correct patient is admitted.
	The receptionist must open the patient file on the system and pre-assign the patient to a bed and ward in the hospital. Ensure all information and documentation have been received from the patient. Ensure the patient has a list of documentation to bring along the day of admission. Supply the patient the correct documents that must be signed and the list the patient must bring along the day of admission.
	Be advised of all the patient that are pre-admitted. Ensure the information are correct and the information that the patient needs to bring are communicated to the patient through reception. Ensure all the forms that must sign are in the file or scanned into the system.  Check if the patient are allocated to the correct ward and bed.
	Check the following day's pre-admissions the day before. Ensure the beds are clean and ready for the patient to be admitted into the hospital. Ensure the staff know of the patient that must be admitted into the ward for the next day. Ensure there will be enough open beds for the number of patients that will be admitted into the ward.
	Check the procedure that must be completed and ensure the correct stock items are available according to the pre-admission list each day.

Purpose of Pre-Admission

To create the patient files beforehand will assist in shorter waiting times when the patient is admitted. Best planning for each department in the hospital when the patient is pre-admitted and the hospital knows for witch procedure the patient must come. Ensure the correct capacity for the number of patients that need to be admitted.

Critical Steps of Pre-Admission

The purpose of the pre-admission process is to capture all relevant patient information and to serve as a process to ensure a quality and quick admissions process, improve patient satisfaction, and manage both clinical and financial risks. In addition, the pre-admission process includes the allocation of a bed to the patient.

Best practice will be to pre-admit all the booked patients at least one day before the actual procedure date.

When a doctor books his theatre list, it is important that the patient is contacted to ensure that he/she completes the Pre-Admission Form and email/fax/hand-deliver it to the hospital prior to the procedure date.

The process to Pre-Admit Patient on the electronic system

• Contact the patient if he has not completed the Pre-Admission Form.
• Receive the Pre-Admission Form and validate all information.  
• Ensure that:

1. A valid authorisation has been received from medical aids for all patients with medical aid benefits.
2. The procedure authorised corresponds with the intended procedure. (as per the Authorisation & Confirmation Screen)
3. The authorisation number appears on the patient file (copy of Authorisation from M/A in patients’ file at admissions) or an electronic copy of the authorisation. 
4. A motivation for additional procedures needs to be approved by the medical aid.
5. Phone and SMS the patient to inform him/her of the medical aid co-payment or if it is a private patient, the estimated cost which needs to be paid as a deposit before admission.
6. A copy has been received of the patient's medical aid card and the main member or guarantor ID document.

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