How to Complete a Resident Access Card Request Form

How to Complete a Resident Access Card Request Form

This article outlines the standard procedure for requesting a resident access card using the BedSense App. Following these steps ensures that all requests are properly logged, risk-assessed, and actioned in a timely and consistent manner.

Before You Begin

You should ensure you read the procedures detailed in the Resident Building Access / Keys article before initiating a request.

This process involves two key stages:
  1. Creating the Request: Initiating the request in the BedSense App.
  2. Confirming the Risk Assessment & Sending for Approval: Completing the required declarations and submitting the request (restricted to authorised managers).

Part 1: Creating the Initial Request

Create the initial request 'shell'. This action logs the request in the system with a status of 'Needs Assessment'.
  1. Navigate to the BedSense App.
  2. From the left-hand menu, select 'Access Cards'.
  3. In the top right corner of the screen, select the 'Add' button.
  4. Complete the initial form by selecting:
  5. The request type (e.g., new card, replacement).
  6. The related resident.
  7. A start and end date for the card's validity.
  8. Click 'Save'.
This request is now created and awaits the completion of the risk assessment and approval stage by an authorised manager.

Part 2: Completing the Risk Assessment and Sending for Approval

Alert
Please note: The following steps can only be completed by authorised personnel: Facility Managers, Care Managers, Clinical Governance, or the Executive team.
Info
Before you proceed, you must ensure a General Purpose Risk Assessment has been completed within the clinical software (PCS) and uploaded to the resident's file.
  1. Select the relevant request from the list within the 'Access Cards' section.
  2. Click the 'Confirm Risk Assessment' button to proceed.
  3. Complete the declaration on the form. This is your confirmation that the General Purpose Risk Assessment has been finalised and is accessible in the resident's PCS record.
  4. Insert any comments relevant to the request or approval.
  5. Re-confirm the start and end dates are correct for the access card.
  6. Once you are ready to submit the request, select 'Send for Approval'.
  7. Choose the relevant approver from the list provided.
  8. Click 'Save'.
Idea
You can click 'Save' at any time to save your progress and return to complete the form later.

Outcome

Submitting the request will send it directly to the chosen approver for their consideration. You will receive an email notification with the final outcome of your request once a decision has been made.

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