How to Manage Hospitals in ElderSuite

📝 Overview

Manage Hospitals is the master list of hospitals your adult day care center keeps on file in ElderSuite. Client records and nursing records pick from this list, so hospital names and contact details stay consistent wherever staff choose a hospital.

Open it from Nursing Center → Related Activities → Manage Hospitals. The same link is also available from Client Center → Related Activities. Either path opens the same list.

Nothing is typed on the list itself. Add, edit, and retire hospitals in the Hospital Information window. To start the client record that will use a hospital, see How to Add a Client in ElderSuite. Related reference lists work the same way for pharmacies and physicians. ElderSuite supports adult day care documentation for centers nationwide.

⚙ How It Works

1. Open Manage Hospitals

Open Nursing Center from the ElderSuite main menu and click Manage Hospitals under Related Activities.

You can open the same window from Client Center → Related Activities → Manage Hospitals. ElderSuite shows a brief waiting indicator, then opens Manage Hospitals inside the main window. If the window is already open, ElderSuite brings it to the front instead of opening a second copy.

Each Center’s Manage Hospitals link is controlled by a separate setting for that Center. If the link is grayed out in one Center, check the other.

2. The List Is Read-Only

Manage Hospitals is a read-only list of hospitals, sorted by name. Columns cannot be edited in place.

Every change is made in Hospital Information, which opens from the toolbar with Add New, Edit, or a double-click on a row. Close that window before you can use the list again.

To find a hospital in a long list, click the list and start typing the name. The highlight jumps to the match.

3. View: Active Hides Inactive Hospitals

The View: dropdown on the toolbar starts on Active, so hospitals marked Inactive are hidden.

If a hospital seems missing, check View: first. Switch to All when you need inactive hospitals on the list.

4. Click Add New

To add a hospital that is not on file, click Add New on the toolbar.

Hospital Information opens in add mode with every field blank, Inactive unchecked, and Name first in the form.

5. Enter the Hospital’s Name and Contact Details

Type the hospital Name exactly as you want it to appear—up to 100 characters. That name is what staff will pick on client records and nursing records everywhere else in ElderSuite.

Then work down the form: Phone, Fax, and Email. Only Name is required; the rest may be left blank.

6. Enter the Physical Address

Enter the hospital’s Physical Address: Address Line 1, Address Line 2, City, State, and Zip.

7. Click Copy to Fill the Mailing Address

If the mailing address is the same as the physical address, click >> Copy >> between the two address blocks. The physical address is copied into the Mailing Address fields so you do not type it twice. If a mailing address is already there, ElderSuite asks Do you want to overwrite the current Mailing Address with the Physical Address?—answer Yes to replace it or No to leave it alone.

8. Click Save & Close

Click Save & Close on the Hospital Information toolbar.

The window closes and the new hospital is merged into the list, ready to pick on client records and nursing records right away—including on a Client Information window that is already open.

9. Highlight the Row, Then Click Edit

To review or correct a hospital, highlight the row and click Edit. Double-clicking the row does the same thing.

Correct a misspelled name or an old phone number here rather than adding a second hospital, so records that already reference it stay pointed at the right one.

10. Retire a Hospital by Checking Inactive

When a hospital is no longer used, do not delete it if it is already on a client or nursing record. A hospital that is already referenced cannot simply be removed.

Open the hospital, check Inactive at the top right of the window, just below the toolbar, then click Save & Close. The hospital drops out of the choices offered elsewhere, while every existing record that references it stays intact.

11. View: All Shows Inactive Hospitals Too

To see inactive hospitals again, set View: to All.

A narrow marker column on the left appears and shows which hospitals are inactive. You can open one and clear Inactive if it comes back into use.

✅ Important Limitations

Manage Hospitals is a read-only list. Names, contact details, and Inactive are changed only in Hospital Information.

There is no Delete button on the Manage Hospitals toolbar. That is by design. The toolbar shows Add New, Edit, and View: only. Delete is on the Hospital Information toolbar.

Name is required. If it is blank or only spaces, Save & Close does nothing—no save, no close, and no message.

View: Active hides inactive hospitals. Switch to All before assuming a hospital was never added.

A hospital named None is left out of this list on purpose.

Correct an existing hospital rather than creating a duplicate when the same hospital is already on file.

⚠ Prefer Inactive, Not Delete

When a hospital is no longer used, check Inactive and click Save & Close.

A hospital that is already on a client record or another record should stay on file as Inactive. That keeps history intact and drops the hospital from active selection lists.

If Delete is attempted from Hospital Information for a hospital still in use, ElderSuite shows Delete Prevented and keeps the record. Mark the hospital inactive instead.

💡 Need More Help?

For step-by-step instructions, click Ask Eddie from within ElderSuite.