How to add a resident / service user to CareHQ
Whenever a new resident is admitted to a care location (home), a corresponding service user record must be added to CareHQ. This process can be done as the final stage of a care enquiry, or directly via the Add service user form for a location.
This article covers how to add a service user to CareHQ, prior to room selection and initial booking.
The process of adding a new service user is essentially the same whether starting from a completed care enquiry via the Admit button, or choosing to directly add a new service user to a location. The main difference when starting from a care enquiry is that information captured during the enquiry process will automatically be transferred to the new service user record including; resident details, key contacts, comments, messages and documents.
How to add a resident / service user record to CareHQ
As mentioned, admitting a resident can be done as the final stage of a care enquiry or by directly selecting to add a service user record to a care location. Follow the steps below to add a new service user record.
Admitting a new service user from a completed care enquiry
- The care enquiry should be at the Assessment complete stage, and the assessment outcome must have concluded that the location is Able to support the needs of the prospective resident.
- To begin the admission process, select the Admit button to start adding a new service user record.
It is possible to admit a care enquiry at any stage in the sales journey. However, we recommend that details of any assessment for a prospective resident are captured against the care enquiry before admission.
Adding a new service user to a care location directly
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A user with the Account owner or Regional manager role should initially select Locations from the main navigation menu, then select the location where the new service user will be admitted to.
- From the location page, select the Service users tab, then select Add from the top of the page.
- For users with the Location user role, from the the main navigation menu select Service users then select Add from the top of the page.
Admitting a resident / service user
Following either of the routes above, the first step in the process is Admit service user.
- Complete the form with the required details for the new resident. If progressing from a care enquiry, many details will already be recorded.
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When the service user details have been entered, there are two options:
- Select Save to create a pending service user record, allowing a room booking to be added later.
- Select Save & book room to continue directly to the room selection and booking steps right away.
If you know the date the resident is arriving, the room, and their agreed weekly rate, we recommend selecting Save & book room.
While you're completing the Admit service user step, CareHQ will check the database for any matching service user details, to help prevent the creation of duplicate records and ensure all information is available against a single record. If a duplicate is found, a Possible duplicates... message box will be displayed with a link to view the resident record that might be a match. See the Checks when adding a new resident section of How to readmit a resident for more information and what to do if you see a possible duplicate message.