How to change a resident's booking rate
Occasionally it may be necessary to change the booking rate for a resident. Rather than updating the rate on an existing booking, Care HQ provides a way to change booking rate which also preserves a historical record of rates, rooms and dates for the resident over time.
This article covers how to use the Change rate action to update a resident's booking rate.
Even if only the room rate needs to change, it's best not to simply update an existing booking as this prevents any booking history being created for the resident, and can cause billing discrepancies which may be more difficult to resolve without any supporting details.
We generally recommend using the Change rate action in these circumstances, as described below.
How to change the room booking rate for a resident
Follow the steps below to amend the room booking rate for a particular resident:
- From the main navigation select Service users, then find and select the service user/resident record.
- Select the Bookings (room) tab for the resident.
- Select the Change rate action from the top of the screen.
- Select a Change date from when the new rate will apply, and set the new Rate, before selecting Save.
Following the change of booking rate, any resulting fee discrepancy will be highlighted on the Billing tab for the resident.
Returning to the Bookings (room) tab for the resident will now show the new booking with updated rate from the start date chosen, along with any earlier booking(s) including their start/end dates and related details.
Please note that the Change rate action can only be used to update the rate for a resident's current active booking. If there is a more recent booking due to a change of room, duration (respite/permanent) or similar, Change rate cannot be used to alter the rate on a date from an earlier booking. In that situation it may be necessary to cancel a booking and update an older one (including an end date, but not checking out) before re-adding the more recent. Alternatively, the Update fees option (available by selecting Invoices, or the Invoices tab for a location) may be used.