July round up

In July we released 3 new reports including the billing review report which provides detailed analysis of billing activity over any period and highlights potential discrepancies. There's also a host of other improvements and fixes based on your feedback.

Billing review report

Released initially in beta, the new billing review report provides a detailed analysis of what CareHQ believes should have been billed, based on resident bookings and the billing contracts in place to support them vs. the invoices and credit notes generated.

Overview

The report provides an initial high level overview for each care home during the report period showing the amount CareHQ estimates should have been billed vs. the amount billed based on invoices and credit notes.

Care home view

By selecting a care home from the list you can view a list of residents that should have been billed for care during the report period along with the amount CareHQ estimates they should have been billed vs. the amount they were billed.

Resident calendar

Selecting a resident from the list allows you to view a calendar showing each day within the report period and the amount CareHQ estimates should have been billed on that day vs. the amount billed.

Selecting any day within the calendar allows you to view a detailed breakdown of billable items vs. invoiced items by billing party.

Beta

Currently the billing review report has been released as beta; historically not enough information was recorded to always be able to reconcile estimates vs invoiced items which means that running the report for historic periods (prior to July 2024) may result in erroneous discrepancies being reported. In addition, invoices and credit notes generated manually are not handled by the report currently, though in future it will be possible to reconcile individual invoice line items within the billing report to address manually resolved discrepancies.

Payment methods report

The payment methods report provides a breakdown of payment method preferences for billing parties during a given period. The payment method of a billing party is recorded against an invoice at the point it's raised, allowing us to report on the change in payment method preferences over a given period (by default the report provides an overview for the last 12 months).

A number of clients have requested this report to help them track progress in transitioning clients to a preferred payment method such as Direct Debit.

The report provides a payment method breakdown for currently active billing parties as well as 12 month overview for:

The total amount invoiced each month by payment method.
The percentage of invoices raised each month by payment method.
The average invoice value raised each month by payment method.

Multiple graphs are provided, presenting:

The breakdown of payment methods for currently active billing parties.
A timeline of the amount invoiced per month for each payment method.
A timeline of the percentage of invoices raised per month for each payment method.

Data within the report can be filtered by billing party type, location and location group.

Absences report

The absences report displays the number of resident absences within a given period. The report details the reason for absences (e.g. Hospital admission, Day trip, etc.) as well as providing figures for the number of residents absent, the total number of absences and the number of days residents were absent.

Each absence event (leave and return) within the report period is listed at the bottom of the report and selecting any event links through to the full details of the related absence.

A graph at the top of the page allows the level of absence to be tracked over the report period, providing insight into any change in the number of absences and the reason for that change.

Data within the report can be filtered by funding type, reason for absence, service type, gender, location and location group.

Other updates & fixes

Added duration of stay filter (e.g. respite or permanent) to the recent admissions report.
The room export now includes a funding type breakdown for the current resident's fees (e.g. private, local authority fees, etc.)
New notification event added for when all required documents for a resident have been uploaded.
The previous resident field is now a required field if the Has used service before field is checked against a care enquiry.
Booking notes are no longer copied to new bookings generated when changing a room's rate or moving a resident to a new room.
User's changing their email address now need to enter their current password in order to confirm the change as an additional security check.
The Invoice outstanding action for contracts now supports invoicing for the first billing period of a new contract, frequently a requirement for new residents.
Billing rule sets now support setting an invoice item type (nominal code, tax rate) for any days after death fees generated for the resident.
Added new service type Specialist care.
Added a Closed stage filter to the Closed reasons report making it easy to determine the reasons care enquiries are lost at different stages in the sales cycle.

Length of stay displayed within the summary section of the resident's page now formats the duration in days, months and years (previously this would incorrectly be displayed in days only).
Automatic credit notes generated when discharging a resident now correctly account for per night billing; previously the draft credit note generated would be 1 day short for per night billing.
When updating the services offered by a location we now validate that the change in services doesn't change the designation of a location from a care home to a home care service.
Updating an existing fixed monthly contract's fee using the weekly fee option now correctly sets the total monthly fee.