How to manage day care bookings

If day care has been set up for one or more of your care home locations, you're then able to add day care resident / service user details to CareHQ, and add day care session bookings for them.

This article covers how to add day care resident details to CareHQ, and how to add or update day care bookings.

If necessary, you can read about how to set up day care first, and then return to this article when ready.

How to add a day care resident / service user

To add a day care resident (not to be confused with respite or permanent residents), follow these steps:

• As a Regional manager:
  • Select Locations from the main navigation menu, then select the appropriate location.
  • Select the Day care tab to visit the Day care chart for the location, then select Day care residents / Day care service users.
• As a Location user:
  • Select Residents / Service users from the main navigation menu.
  • Select the Day care residents / Day care service users tab from the top of the page.

By default, the Day care residents list shows all active day care residents. Being active does not necessarily mean individuals receiving day care today, but simply those that have or will use the service and are likely to regularly.

• Select the Add action from the top of the page, then complete the Admit service user form.

The resident / service user details required are very similar to when adding a respite or permanent resident, except for the Contact info (resident phone/mobile number) and Street address which records the normal home location for the individual when they're not part of a day care session.

• Once the required details have been completed, select:
  • Save to store the resident details for future use when booking day care for this individual.
  • Save & book day care to store the details and immediately make a day care booking.

How to add a day care booking

Day care bookings are generally made via the Day care chart, which can be accessed in a number of ways:

• The Day care chart can be accessed directly after adding a new day care resident by selecting the Save & book day care button (see How to add a day care resident, above).
• As a Location user, you can select Day care chart from the main menu to access the chart for your home.
• Regional managers can select Locations and then a location, before selecting the Day care tab.

The Day care chart displays the sessions which have been set up for the location in a calendar style, with a row for each session in the current week, and today's date highlighted in blue.

• Move the mouse over the date and session to be booked, then select the Add option which appears.
• Start typing the name of the day care resident into the Service user field, then select the full name when presented.
• Check the Session details are correct and then select the Rate type for the booking.
• Based on the rate type (and how the session has been set up), Optional extras can be selected as required.
  • If required, ad hoc extras can be added to the Additions section by entering an Amount and Description.
  • The Discounts section can be used if necessary to deduct an entered Amount along with a Description.
  • Also optionally, the Notes field can be used to record admin notes related to this booking.
• When the form is complete, select Book to confirm the booking.

The Day care chart will be displayed once again, complete with the booking in place on the chosen date/session.

Updating a day care booking

To amend a day care booking, follow the steps below.

• To find the booking, either:
  • Select Residents / Service users from the main menu, then select the Day care Service users tab.
  • Select the appropriate resident / service user from the list, then select Bookings (day).
• Or as a Location user:
  • Select Day care chart from the main menu, or select the Day care tab from the location page.
• Select the booking to be updated, either from the Day care chart or the day care resident's Bookings (day) list.
• Amend any details as required before selecting Save.