Ending a resident booking (Billing module access)

Modified on Thu, 12 Jun at 6:36 AM

3 minute read

Following a resident's booking ending, you will need to close the booking within Found to properly manage the occupancy of your Care Home and ensure all of your resident's bookings are aligned.

Step 1 - Navigate to the resident booking

Go to the resident profile and click on the "Bookings" tab. Find the associated booking and click the three-dot menu next to it. Select "Edit Booking" from the options. In the side panel at the top, you'll see four options—click on "Close Booking".

Please note a booking cannot be closed if the resident is marked as offsite or if a fee payer associated with the booking has a fixed discount without an end date.

In the scenario where a resident passes away in hospital or is offsite at the time the booking is closed, you are required to first mark them as onsite and align their move-out date with their offsite return date.

Step 2 - Close the booking

When closing a booking, you will be required to provide a "Closure Reason". It's important to select the correct closure reason, as it may impact the billing cycle of the resident's associated fee payer. Additionally, you will need to specify a "Move-Out Date", which can be in the past, present, or future, depending on whether you're closing a booking retrospectively, today, or for a future date.

If the closure reason is "Deceased," you will have the option to enter the date of death. This is for reporting purposes only and can also be added or updated directly from within the resident's profile under the Details tab.

By default, the Move-Out Date and Contract End Date will be the same, as indicated by the toggle below the Move-Out Date.

Date

Description

Move Out Date

The "Move-Out Date" represents the resident's last day of occupancy and their final day of room ownership. Once this date has passed, the room will become available for re-occupancy and another resident will be able to be moved in.

In scenarios where the resident has vacated the room but it is not yet available for a new occupant (e.g. their possessions are still in the room), the Move-Out Date should reflect the resident's last day of occupancy.

Contract End Date

The "Contract End Date" represents the resident's final day under their contract. This date is used for billing purposes and should align with the end of the billing cycle.

If Billable End Dates are set globally for private or company fee payers, the billable end date logic will be based on the Contract End Date.

For example, if the closure reason is "Deceased" and the billable end date logic is set to + 2 days when the closure reason is "Deceased", the billing will be extended by 2 days from the Contract End Date.

Step 3 - Finalise the booking

After the booking is closed, a user with the necessary permissions will need to finalise the booking. Follow the onscreen instructions within the resident profile to finalise the booking.