Room Board Handbook

What the board does#

The room board replaces the dry-erase whiteboard. One live picture of every exam room — who is in it, why they are here, who is working the case, how long they have been waiting — shared instantly by every device signed into your clinic account.

Three screens share that single picture. Anything changed on one appears on the others within a second; no one refreshes anything.

Dashboard — /room-management The control center. Reception and technicians work here. Create and remove rooms, assign patients, fill in visit and staff detail, change a room's status, start the triage timer, clear a room for turnover, and dismiss alerts.

Room overview (TV) — /room-management/tv Read-only. Meant for a wall-mounted screen in treatment or at the back desk. Every room as a large tile with patient, presenting problem, assigned staff, and a running triage timer bar. Nothing on this screen can be edited — it is safe to leave unattended.

In-room display — /room-management/room/… One tablet per exam room, mounted outside or inside the door. Shows that room's patient at a glance for anyone walking up. Tap it and a control overlay appears so staff can change status, clear the room, or call for help without walking back to a computer.

Getting to the board#

1. Log in to DVMiQ with your clinic account.
2. Choose Rooms in the top navigation (on a phone or tablet it is in the bar along the bottom).
3. The dashboard loads and the indicator beside the page title turns green and reads Connected.

Setting up your rooms#

Rooms are yours to define — there is no fixed number and no fixed naming. Add as many as your building has, name them the way your staff say them out loud (Exam 1, Comfort Room, Treatment Bay), and they appear in alphabetical order on every screen.

1. On the dashboard, choose Add Room.
2. Type the room name and choose Add Room again. The card appears immediately on every device.
3. Repeat for each room, then open each room's display on its tablet — see The in-room display below.

Removing a room. Remove room on the card deletes it everywhere, along with its patient information. You are asked to confirm first, and it cannot be undone. Use Clear room instead for normal turnover.

The dashboard, card by card#

Each room is a card. An empty room — available, with no patient — is drawn with a dashed outline and reads No patient assigned. A room in use is a solid card with a colored stripe down its left edge in the room's status color.

What a card shows#

• Room name and a status pill — Available, Occupied, Cleaning, or Ready.
• Patient name, with breed (or species) and owner underneath.
• The visit's status note — the short line you use for things like Pending estimate approval.
• A pulsing red alert banner if someone in that room has called for help.
• The row of action buttons along the bottom.

The action buttons#

Button	What it does
Assign patient	Opens the patient form. Reads Edit patient once a patient is in the room.
Open display	Opens that room's in-room display in a new tab. Use this once per tablet to get the right web address.
Available Occupied Cleaning Ready	Sets the status directly. Only the statuses the room is not already in are offered. Changing status leaves patient detail and the timer untouched.
Clear room	Turnover in one tap: wipes patient, visit, staff, timer, and any alert, and sets the room back to Available.
Dismiss	On the alert banner. Clears the alert on every screen.
Remove room	Deletes the room itself. Confirms first.

Full-screen mode#

⛶ Full Screen hides the site navigation and puts the date and clock in the header — useful on a dedicated station or a spare monitor. The page's own buttons move behind the ⋯ menu at the top right. Press Esc or choose Exit Full Screen to bring the navigation back.

Assigning a patient#

Assign patient opens a form in four parts. Everything is optional except what you want people to see — fill in as much as the moment allows and edit it later as the visit develops. Saving with Save & mark occupied always sets the room to Occupied.

Patient — Name, owner, species, breed, sex, age, weight and the date it was taken, plus behavior tags: Friendly, Calm, Anxious, Bite Risk, Fear Free, Senior. Tags show as colored chips on the in-room display, so the next person through the door sees Bite Risk before they open it.

Visit — Presenting problem, suspected diagnosis, a short status note, and pending diagnostics — one per line. The note's type (info, warning, danger) colors it blue, amber, or red, and on the wall TV it colors the whole tile.

Staff — Vet, tech, and referring vet (pDVM). The vet and tech appear together on the TV tile; all three appear on the in-room display.

Timer — Choose the target for this visit — 15, 30, 45, 60 (default), or 90 minutes — and whether to start the clock now. On a new assignment leave Restart timer on Yes. When you come back to edit, it defaults to No — keep existing so an update does not reset the wait.

Status colors#

Status	Means	Typically set by
Available (green)	Empty and usable right now.	Automatically, after Clear room
Occupied (red)	Patient in the room.	Automatically, when you save a patient
Cleaning (amber)	Being turned over — do not seat anyone.	Staff, from the tablet as they leave
Ready (blue)	Cleaned and set up, holding for the next patient.	Whoever finished the turnover

A room set to Cleaning or Ready keeps its patient information until someone chooses Clear room. That is deliberate — the chart stays on screen while the room is being reset.

The triage timer#

The timer counts up from the moment the patient was assigned, and measures that elapsed time against the target you chose. It is a wait-time gauge, not a countdown: the bar fills and the digits change color as the visit runs long.

Target	Turns amber at	Turns red at
15 min	08:42	12:27
30 min	17:24	24:54
45 min	26:06	37:21
60 min	34:48	49:48
90 min	52:12	74:42

• The timer starts when you save the patient form with Restart timer set to Yes.
• Editing a patient does not restart it unless you deliberately switch that field to Yes.
• Changing the room's status does not affect it. Clear room removes it.
• The bar keeps filling past the target and stays full and red — a room that has run over never quietly resets itself.
• Each screen counts on its own from the recorded start time, so the digits stay right even if a device briefly loses the network.

The wall TV#

Open TV overview from the dashboard, then ⛶ Full Screen. Leave the browser on that page; it reconnects by itself after network drops and after the screen wakes, so it can stay up for weeks.

Each tile shows the room name and status, the patient with breed, sex, and age, the presenting problem and suspected diagnosis, the triage timer with its bar, and the vet and tech on the case.

The tile takes its color from the visit's status note. When a room is occupied and the note is marked danger, the tile reads red; warning reads amber; info reads blue. That is how a room in trouble stands out across the treatment area. Rooms with no note simply use their status color.

Alerts appear here but cannot be dismissed from this screen — clear them from the dashboard or the room's own tablet.

The in-room display#

Set one up once per room: on the tablet, log in to the clinic account, open the dashboard, choose Open display on that room's card, then bookmark the page or set it as the kiosk home page. Each room has its own web address.

What it shows#

• A colored strip across the top in the room's status color, readable from down the hall.
• Occupied: the full patient card — room and patient name, breed, sex, age, owner, behavior tags, status note, presenting problem and suspected diagnosis, assigned vet and tech, referring vet, last weight with its date, up to three pending diagnostics, and the triage timer.
• Any other status: the room name and one large word — Available, Cleaning in progress, or Ready for patient.
• An ALERT banner along the bottom whenever that room has called for help.

The touch controls#

Tap anywhere on the screen to bring up the control overlay:

Control	What it does
Available Occupied Cleaning Ready	Sets the room's status everywhere.
Clear Room	Same as on the dashboard — wipes the visit and returns the room to Available.
Send Alert	Opens three presets: Need Assistance, Doctor to Room, and Emergency. One tap sends it to every screen in the clinic.
Dismiss Alert	Replaces Send Alert while an alert is active. Clears it everywhere.

• The overlay closes itself after 8 seconds — a countdown at the bottom tells you how long is left — so a tablet nobody finishes with returns to the patient view on its own. Tap outside it or the × to close it sooner.
• A short Updated flash confirms each action. Update failed means the tap did not reach the server; check the tablet's network and try again.
• Room not found means that room has been removed from the dashboard — open the current display address from the room's card again.

A shift on the board#

Rooming a patient#

1. Find a room showing Available or Ready.
2. Assign patient — name, owner, species, presenting problem, and any behavior tags at minimum.
3. Add the vet and tech, pick the timer target, save.
4. The room turns red-striped Occupied, the timer starts, and the tablet outside the door lights up with the patient.

While the visit runs#

1. Update the status note as things change — Waiting on estimate, Sedated, Ready for discharge.
2. Mark the note danger to turn the whole tile red on the wall TV.
3. Add pending diagnostics as they are ordered.
4. Leave Restart timer on No so the wait clock keeps its true start.

Calling for help#

1. From inside the room, tap the tablet and choose Send Alert.
2. Pick the preset that fits. It flashes on the dashboard, the wall TV, and the room's own screen.
3. Whoever responds dismisses it — from the tablet or from the dashboard card.

Turning the room over#

1. On the way out, tap the tablet and set Cleaning.
2. When it is reset, set Ready — the patient card stays up until this point.
3. Choose Clear Room to wipe the visit and return the room to Available.

Staying in sync#

Every screen holds a live connection to the server and is told about changes as they happen — typically well under a second. The indicator beside the page title is the honest signal:

Indicator	Meaning
Connected (green)	Live. What you see is current.
Reconnecting… (red)	The connection dropped. The page retries on its own, waiting a little longer each time up to 30 seconds. Timers keep counting; other changes will not appear until it reconnects.

In-room displays show a small Reconnecting… badge in the corner instead. Nothing needs to be restarted — when the network returns, the screen catches up on its own and repaints with the current state.

Everything on the board is stored on the server, so refreshing a page, rebooting a tablet, or replacing a device loses nothing.

When something looks wrong#

Symptom	What to do
A device shows the login page instead of the board	That browser is not signed in to the clinic account. Log in on the device, then reopen the address.
Indicator stuck on Reconnecting…	Check the device's network. It retries automatically; if the network is fine, refresh the page once.
One screen disagrees with another	Refresh the one that looks stale — it pulls the current state from the server on load.
Tablet says Room not found	The room was removed from the dashboard. Open Open display on the correct room and re-bookmark it.
Tablet flashes Update failed	The tap did not reach the server. Confirm the room's state on the dashboard and try again.
The timer restarted unexpectedly	The patient form was saved with Restart timer on Yes. It defaults to No when editing — check it before saving.
A room still shows an old patient	Status changes do not clear patient information. Use Clear room.
The TV tile is red but nothing is wrong	The visit's status note is marked danger. Edit the patient and change the note type.

Quick reference#

Pin this by the front desk.

Where things are

• Dashboard — Rooms in the top navigation
• Wall TV — TV overview, then ⛶ Full Screen
• Room tablet — Open display on that room's card

Colors

• Green — available
• Red — occupied, or an urgent note
• Amber — cleaning, or a warning note
• Blue — ready for the next patient

Four taps that matter

• Assign patient — rooms a patient and starts the timer
• Clear room — full turnover, back to Available
• Send Alert — calls the team from inside the room
• Dismiss — clears the alert everywhere

Remember

• Saving the patient form always marks the room Occupied.
• The timer counts up, not down.
• Status changes never erase the patient — only Clear room does.
• Remove room deletes the room itself. It is not turnover.

Two notes for managers#

Rooms is not Triage. The separate Triage page is a different tool: six fixed one-hour countdown timers with an audible alarm, for re-check intervals on hospitalized patients. The Rooms board is the whiteboard replacement. They do not share data, and a clinic can use either or both.

New-clinic checklist.

• Add every exam room, named the way staff refer to it
• Agree on what Cleaning versus Ready means in your building
• Log each tablet in and bookmark its room's display
• Log the wall TV in and leave it on the overview in full screen
• Pick a house timer target — 30 minutes for wellness, 60 for workups is a common split
• Agree on when a status note is marked danger, since it turns the TV tile red