KODA FLOW — Operations Manual

Every role · every window · every procedure · v1.0 · 2026-07-03

Platform: gener8tor.kodasoken.com / kodaflow.koda-kenko.com

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HOW THIS HOSPITAL FLOWS (read this first, whoever you are)

A patient's journey is one line: a bed is found → held → confirmed → the patient moves → is cared for → leaves → the bed is cleaned → verified → available again. Every window in KODA FLOW is a view of that line, and every role owns one gate of it. You will only ever see the buttons that are valid for your gate at this moment — if a button is dimmed, the case is not at your gate.

The five verbs everyone speaks: Request · Approve · Reserve · Escalate · Confirm.

The golden rules (these are enforced by the system — you cannot break them, and neither can anyone else):

1 KODA recommends, a human decides. No bed is assigned without a person pressing Approve.

2 A booking is not an occupation. A reserved bed is held (20 minutes for today-holds — it auto-releases if forgotten). A future booking holds a date, not the physical bed.

3 A discharge order is not an empty bed. The bed stays occupied until someone confirms Patient departed.

4 A cleaned bed is not available until verified. The system refuses to release a bed that skipped inspection.

5 Everything you do is recorded on a tamper-evident audit chain — who, what, before, after, when.

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0 · SIGNING IN & USER REGISTRATION (everyone starts here)

Sign in — /sign-in: choose your category (Operations · Admissions clerk · Nurse · Doctor · Housekeeping/EVS · Transport · Executive · Administrator), pick your name, type your PIN. You land on your role's home window and the navigation shows YOUR windows (executives and administrators see everything). Your name and role appear at the bottom of the navigation — from that moment, actions carry your identity. Sign out is next to your name.

Guest / demo mode: the platform also works without signing in — press Continue as guest. Sign-in personalizes; it never blocks.

Registering new staff — Team & Access (/staff), administrators only: fill Name · Role · Registration nº · Unit · Sign-in PIN (min 4 digits) → Register. The PIN is hashed on the server (never stored or transmitted in clear) and the person can sign in immediately. Deactivate a person in the same window to revoke access. Seeded demo staff use PIN 1234.

Rules: never share PINs · one person, one identity (the audit chain traces every decision to a name + role) · lost PIN → the administrator re-registers you.

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1 · BED MANAGER / FLOW COORDINATOR

Your windows: Patient Flow (home) · Bed Board · Bed Overview · Bed Allocation (power view) · Bed Request console (deep detail)

Daily operating procedure

1 Open Patient Flow. Four columns: Needs a bed · Bed held · On the move · In bed. Every card is one patient; the button on the card is always your next step.

2 New arrival? Press + New patient, type name + specialty. The card appears in Needs a bed.

3 Press Find a bed — KODA proposes the best bed with fit score. Press Approve [bed] — the bed is reserved with a 20-minute hold.

- Don't like it? Press "Not this bed — show me another" — KODA releases it and proposes the next candidate.

4 Press Ask the ward — the receiving unit's nursing app now shows the patient for acceptance. Your part pauses; theirs begins.

5 Watch the hold countdown (⏱ chip in Bed Allocation). If a hold expires, the bed auto-releases and the case returns to your review column — re-approve when ready.

Booking ahead (elective / scheduled)

1 Open Bed Board. Pick ward and horizon (7/14/30 days). Green = free, olive = booked, navy = occupied until its expected discharge.

2 Click a green cell on the wanted day → type the patient's name → Book this bed. A future booking holds the date only; the room keeps working until check-in day.

3 Need proof on paper? Press 🖶 on the request row (or Print reservation voucher in the console) — a one-page voucher with signature lines for you and the receiving unit.

Managing the physical beds

Open Bed Overview: eight tiles (Available · Booked · Occupied · Discharge Pending · Cleaning/Verification · Blocked · Maintenance · Out of Service). Per bed: Block (with reason) · Release block · Send to Maintenance · Repair done → verify · Verified ready. Press Print bed status report for the paper snapshot.

When things go wrong

• Unit refuses the patient → the case comes back to you automatically with the next candidate already proposed.
• Transport delayed → the case shows Transport delayed; press Retry transport when resolved.
• Need to abandon → Cancel Request (drawer) releases any held bed.

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2 · ADMISSIONS CLERK (planned front door)

Your windows: Admissions · Bed Board

1 Work the admission steps in Admissions (patient info, triage/service ward).

2 Set the Arrival date (today or a future date — this is a hotel-style booking).

3 Complete the placement step — you'll see "Booked for YYYY-MM-DD — visible on the Bed Board."

4 Verify on Bed Board: the booking band sits on the calendar; occupied beds show when they free (their expected-discharge date).

5 The header shows the live count of open bed requests — your queue at a glance.

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3 · ED CHARGE NURSE / ADMISSIONS OFFICER (unplanned front door)

Your windows: Emergency · (view) Patient Flow

1 Work triage in Emergency as usual (ESI levels, ambulance pre-alerts).

2 When the doctor decides to admit, open the patient and press the admission/reserve action — this creates a real bed request instantly. High-acuity (ESI 1–2) enters as critical priority.

3 You'll see "Bed request created — track it in Patient Flow." From here the bed manager drives; you watch boarding in your own view.

4 The header badge shows how many open bed requests exist right now.

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4 · WARD / RECEIVING NURSE (the unit gate)

Your windows: Nursing App · Ward/Floor View

Incoming patients (your decision — nobody can skip you)

1 Open Nursing App → Incoming patients shows every patient asking to enter your unit, with the proposed bed.

2 Decide: Accept patient · Accept with delay · Reject — send back (rejection automatically re-routes the patient to the next candidate bed — you never leave them stranded).

3 Before arrival: Mark bed ready once your room is prepared.

Arrivals & departures (your confirmations move the hospital)

• Patient wheeled in → press Patient arrived (this is what makes the bed occupied).
• Discharge ordered and the patient physically leaves → press Patient departed — bed vacated (this is what releases the bed to cleaning — never press it while the patient is still in the bed).
• After housekeeping finishes, the bed appears as verified/ready per the cleaning flow — the system will not show it available before inspection.

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5 · DOCTOR / CLINICAL TEAM

Your windows: Doctor Tasks · (view) Discharge

Boundary: you manage clinical readiness signals — never beds. The platform enforces this: there are no bed controls on your screen.

Your flow: In bed → Clinically ready (your signal) → Discharge ordered → Patient departed.

1 Open Doctor Tasks → My inpatients: each card shows patient, bed, expected discharge (EDD), and barriers.

2 Keep the EDD honest — it powers the whole hospital's forward view of capacity.

3 Manage barriers: add one when something blocks discharge (pharmacy, transport home, documents); press × on a chip when cleared.

4 When the patient is medically fit: press Mark clinically ready — your fitness signal, its own step on the record.

5 Then press Order discharge. The bed stays occupied — nursing confirms the physical departure. Your order signals; their confirmation releases.

6 Barriers now carry an owner (Case manager, Pharmacy, Family, Post-acute…) — pick it when adding; clear the chip when resolved.

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6 · PORTER / TRANSPORT

Your windows: Transport App (phone) · Transfers & Transport (coordinator)

1 Open Transport App → Live jobs: patients ready to move, each with destination bed and ward.

2 Press Start transport when you take the job → the patient shows On the move everywhere.

3 Arrived at the ward? Press Patient arrived — your press is what occupies the bed. Don't press it in the corridor.

4 Problem on the way? Report delay — the case flags for the coordinator; press Retry transport when cleared.

5 Coordinators use Transfers & Transport → Live movements table for the same jobs with full context. (The dispatch board below it is marked Simulation — training/demo only.)

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7 · HOUSEKEEPING / EVS

Your windows: Housekeeping App (Cleaning & Turnover)

Cleaner

1 A job appears automatically the moment a patient departs — you never wait for a phone call.

2 Press Start Cleaning (bed shows cleaning hospital-wide).

3 Done? Press Mark Cleaning Complete → the bed enters verification — it is not available yet.

EVS / Nursing supervisor (the verification gate)

4 Inspect the room. Pass → Release Bed to Nursing / Verified ready — only now the bed returns to Available. Fail → the job returns to cleaning (inspection-failed path).

5 Priorities and reassignment: Prioritise Bed and Reassign Cleaner are real — they change the live job's priority/assignee.

Rule you can trust: the system physically refuses to release a bed that skipped verification.

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8 · OR / PERIOPERATIVE SCHEDULER

Your windows: Perioperative · Bed Board

1 For every inpatient-bound case, open the case card and press Book post-op bed — Surgery ward by default, Critical Care if ICU step-down. The bed is booked for the case date like a hotel room.

2 Track PACU→ward transfer through the normal transport flow.

3 Apply OR smoothing is marked Simulation — planning aid, not a live action.

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9 · OPERATIONS LEAD (Command Center / Capacity)

Your windows: Command Center · Capacity & Surge Control · Predictive AI · Digital Twin

1 Command Center = sense → locate → act: KPIs and alerts, jump-to-problem into any window, bed status changes are real.

2 Capacity & Surge: the OPEL tier is live hospital state. Activate Surge Plan / Escalate Surge raises the tier (persisted + audited, visible to every window); Stand Down Surge lowers it. Open Overflow Beds flips the live overflow flag.

3 Resilience Status: Switch to Resilience Mode (edge), Force Fallback Engine, Restore Full Service — the mode is persisted and audited; the posture display follows the live value.

4 Predictive AI / What-If are advisory lenses (clearly labeled) — adopt actions through the Command windows.

5 Digital Twin / Ward / Room are living views — click through to act in the owning window.

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10 · EXECUTIVE / CFO

Your windows: Executive Dashboard · ROI / Pilot Metrics · Role Workspaces (Executive)

• Executive Dashboard: occupancy, boarding, turnaround, discharge-before-noon, forecast — plus the surge tier the ops team has set (it's the same live value).
• ROI window: bed-hours recovered and the financial translation ($ per 30-minute turnaround cut, excess-day cost).
• Decisions that need your authority (huddle, transfer freeze) arrive via the command flows — approve from the Workspaces/drawer; your decision lands on the audit chain like everyone else's.

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11 · COMPLIANCE / QUALITY / IT

Your windows: Audit & Governance · Resilience Status · Team & Access

• Audit & Governance: filter every event (who/what/before/after/human-vs-AI), verify the hash chain, export CSV or print. Language discipline: this is a tamper-evident audit chain.
• Team & Access: the role-gate matrix — who may speak which verb at which gate.
• Resilience Status: current cloud/edge/fallback posture (live) and the failover behavior contract.

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The Active Patient bar (Role Workspaces)

Every role workspace shows who your buttons act on before you act: the Active Patient bar under the title — pick the patient, see their status/doctor/EDD/barriers, then press the command. No clinical button ever fires without a name beside it.

Printable records

Three papers, one chain: the reservation voucher (hold proof), the departure record (EDD kept vs actual, barriers at discharge, signatures), and the Daily Operations Report (the Management Ledger). All печат— all print from their windows.

QUICK REFERENCE — role → windows → signature actions

FAQ (the five questions everyone asks)

"My button is grey." The case isn't at your gate — the card's sentence tells you where it is (e.g. "Ward asked to accept"). Someone else's turn.

"I reserved a bed and it disappeared." The 20-minute hold expired and auto-released (the case returned to review with a note). Re-approve to hold again.

"I ordered discharge — why is the bed still occupied?" Because the patient is still in it. Nursing presses Patient departed when they physically leave; only that releases the bed.

"Cleaning finished — why isn't the bed available?" It's waiting for verification. A supervisor must release it; the system will not skip this.

"Where do I see everything about one patient?" Press ⋯ on any card, or the patient's name in any list — the full command console opens (stepper, why-this-bed, candidates, EDD, audit, voucher).

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KODA FLOW · a bed is not capacity until it is available, verified, staffed and ready for the next patient. Every action in this manual writes to the tamper-evident audit chain.