How to book a resident / service user into a room
Selecting and booking a room is often the next step after adding a new service user record when admitting a resident, but a booking can also be added for any service user with a status of Pending.
This article covers the process of selecting a room for a service user and confirming a check-in date, plus setting the rate for the room.
If a service user record shows a status of Pending with no admission date this indicates that the resident's details have been recorded but a room booking has not yet been made.
To continue the room booking process for a Pending service user, select the appropriate record from the Service users list, select the Bookings tab, and then select Add booking.
Selecting a room
Follow the steps below to select a room for the service user:
- The Checking in date defaults to today's date. Select the field to update if necessary, to ensure it is correct.
- Set the Suitable for field to the appropriate care type for the resident, and update the other optional fields if needed.
- Tick any Features the room requires, and set Show rate as appropriate, then select Search.
Any rooms matching the criteria chosen will be displayed in a list along with key details such as features and rate. If the resident has previously stayed at the location, and the room they stayed in is available, that room will be displayed first along with a tag indicating that the resident last stayed in the room.
If there are no search results you can try updating the criteria selected and searching again, for example if certain room features aren't essential.
- Select the most suitable room from the search results to progress to the booking confirmation stage.
When selecting a room, the Suitable for field will default to the most appropriate care type based on what has been recorded at the care enquiry and/or add service user stages, though this can be updated if necessary.
Confirming a booking
The final step is to confirm the check-in date (and checkout, if respite) and set the rate.
- Ensure the Start date matches the actual date of admission for the resident.
- If this is a respite booking with a known duration, also set the End date.
- For permanent bookings, select No in the Respite section.
- Set the Period and Rate for the booking, then select Book to complete the process.
IMPORTANT: If the booking is Respite and your organisation bills respite by the night, it is important to add an End date to the booking so that the billing engine correctly calculates day/night billing. The End date should conclude the initial agreed period of care. If you do not add an End date to the booking, or use a Proposed checkout date, CareHQ will bill by day.