Main Details
The first screen you will see is the Residents "Main Details" screen. Some of the fields on this screen are compulsory, the image below shows all of the compulsory fields entered.
The number in the box to the right of the "Client Details" heading is a system generated reference.
Reference Number: This is an alpha-numeric field and you can enter any reference of your choice with the proviso that it must be unique (alternatively you can ask the system to generate a code for you, see System Defaults for how to activate this feature). Once entered, this field should never be changed.
Title, First Name, Surname: Fill in the relevant details for each resident.
Preferred Name: If the resident has a preferred name which is different to their given name, it can be entered here.
Admission Date: The date the resident arrived in the home (not necessarily the date that invoicing starts).
Date of Birth: Enter the resident's date of birth.
Long or Short Stay? This is selected from the drop down box.
Gender: Select Male or Female from the drop down box.
Date Contract Issued: This is a memo field for keeping track of the dates related to client contracts.
Date Contract Returned: As above.
(The two previous fields can be used in conjunction with the Contracts not Returned report.)
Date of Demise: This field is used to record the date that a resident has died (not necessarily the date that invoicing stops). N.B. Entering a date in this field will activate a pop-up screen to remind the user of the other actions that are required when a resident is no longer in the home.
Room No: This field will be populated automatically when the resident has been allocated to a room (Move to a Room) and will show the last room that the resident has been allocated to.
Terms & Conditions - Date Sent: This is a memo field for keeping track of the dates related to terms and conditions.
Terms & Conditions - Date Returned: As above.
(The two previous fields can be used in conjunction with the Terms & Conditions not Returned report.)
Custom Field: This field can be used for any purpose you wish and the label can be changed on the System Defaults "Main" tab.
Date Discharged: The date that the resident leaves the home (not necessarily the date that invoicing stops). N.B. Entering a date in this field will activate a pop-up screen to remind the user of the other actions that are required when a resident is no longer in the home.
Discharged To: Where the resident has moved to (e.g. to a hospital or another care home).
Short Term Discharge: This is used in conjunction with the special invoice layout for Hampshire County Council. If you need further information on this please Contact Us.
Reason for Discharge: This is a general notes field where any relevant information can be entered.
In the lower part of the screen there are four classification fields, these are selected from drop down boxes and this data can be configured by the user. The "Home" code is created from the Homes screen, in the case of a multi-home installation there will be a choice of homes. The other three are created by going to the "Settings" menu and using the following options, Type Code - Resident Types, Category Code - Resident Categories, and Local Authority Care Need Category - Local Authority Codes.
Below the classification fields on the left are two fields for recording the Care Description and the Care Level. Click on the drop-down button on each field ion turn to select the required value. (These are set up in the Care Levels screen within the Resident Classifications area.)
At the bottom of the screen on the left there are two tick boxes to provide a visual reminder of whether the resident has mental capacity or not and whether or not the resident comes under Deputyship Court of Protection.
Care Hours and Ratios: At the bottom right of the screen there is a section where information on the weekly contracted hours and ratios can be entered. This information can then be displayed on the List Residents by Date report.