Move out date and contract end date

3 minutes read

When closing a resident’s booking, you’ll be asked to enter both a move out date and a contract end date. While these may often be the same, it’s important to understand the distinction between them, as they serve different purposes for occupancy and billing.

What is the move out date?

The move out date refers to the last day (not night) that the resident occupied the room

• After this date, the room becomes available for re-occupancy.
• A new resident can be moved in starting the next day.

What is the contract end date?

The contract end date is the last day of the contractual agreement between the care home and the resident.

• It determines when the booking is considered closed for billing purposes.
• The contract end date by default will match the move out date but can be adjusted to be a later or earlier date than the move out date
• Billing will continue based on the contract end date that has been set
• Any fee payers associated with the booking will be billed until their respective billable end dates plus or minus based on the contract end date.

How to set the move out date and contract end date

1. Go to the Resident Profile.
2. Click the Bookings tab.
3. Select the three-dot menu next to the booking you want to close and choose Edit Booking.
4. Navigate to the Close Booking tab.
5. Choose a Closure Reason.
6. Select the Move Out Date
   1. By default, this is set to today’s date.
   2. You can change it to a past or future date, depending on the situation.
7. If the Contract End Date differs from the Move Out Date:
   1. Toggle off the “The contract end date is the same as the move out date” option.
   2. Select the appropriate Contract End Date.
8. Click Close Booking to complete the process.

Use Case Example

Scenario: David, a privately funded resident at Lottie Care Home, has decided to leave the home earlier than planned. His original contract was due to end on 30th May, but he requested to move out on 15th May.

Configuration: When closing David’s booking:

The Move Out Date should be set as 15th May, as this was the last day he physically occupied the room.

The Contract End Date should remain as 30th May, in line with the original agreement between David and the home.

Outcome: The room David vacated will be marked as available for reoccupancy from 16th May, allowing another resident to move in. 

The billing schedule for the private fee payer will continue through to 30th May, ensuring the care home receives payment for the full contractual period, even though David left early.

This setup ensures the care home maintains accurate occupancy records while also honouring contractual billing obligations.