Marking a resident as offsite

4 minutes read

When a resident leaves the home temporarily, you can log the departure date and the reason for leaving. Offsite events are then displayed in the resident’s profile and are reflected across the product.

Additionally, if you have access to the Found billing module, an offsite event could trigger a discount in the fee payer’s contribution, provided the resident’s offsite duration meets the thresholds set at the global level.

Marking a resident as offsite

To mark a resident as offsite, you have two options:

1. Use the Onsite toggle in the Summary Bar.
2. Navigate to the Offsite table by selecting the Offsite Logs link within the Resident Status tile on the right side of the resident profile, then click Add Offsite Log. 

Once you’re in the offsite log creation screen, follow these steps:

1. Select the Offsite Reason: Choose one of the three options: Hospital, Holiday, or Other. 
   1. If you select Other, a text field will appear for you to specify the exact reason for the resident’s absence.
2. Enter the Start Date and Time: Specify when the resident left the home.
3. Enter the Return Date and Time: Indicate when the resident returned. 
   1. If the return date is unknown, leave it blank, and make sure to update it when the resident returns.
4. Click Add Offsite Log

Note: The resident will continue to occupy the room within the product, even though they are marked offsite.

Top Tip: Offsite logs can impact fee contribution reductions if the fee payer is eligible for discounts based on the number of days the resident is away (e.g., in hospital). To ensure accurate billing, it is essential to keep the resident’s return date updated.

This process will ensure that all offsite events are properly logged, and any eligible fee payer discounts are automatically applied. 

Keeping accurate records helps streamline the billing process and ensures residents are correctly billed when away from the home.

Closing a booking when a resident is marked as offsite

If a resident passes away or does not return while marked as offsite, you must first update their status to onsite within the resident profile using the same return date as the intended move-out date before closing the booking. This ensures the system accurately records their final occupancy and allows the booking to be closed correctly.

Use case example 

Resident: Julie, a resident at Lottie Care Home, had been marked as offsite after being admitted to hospital on 10th April with no return date.

Situation: Sadly, Julie passed away in hospital on 14th April and did not return to Lottie Care home.

Action Required: To close Julie’s booking correctly within Found, you need to first mark her as onsite on 14th April - the same date as her Move Out Date. This step will allow the product to record her final day of occupancy and enable the closure of the booking.

Outcome: Once marked as onsite, you can proceed to close the booking, selecting 14th April as the Move Out Date. The room will become available for another resident from 15th April, and any associated billing will follow based on the closure logic configured for the relevant fee payer(s).