Admitting a candidate

When the file is ready, the candidate becomes a resident. Two equivalent actions open the Admission wizard: drag the card into the Admitted column, or click the Admitted stage at the top of the request.

1. Pass the checks

WideCare refuses the admission, on every path, as long as:

  • the Desired stay type is empty — the documents for the health insurer cannot be produced without it;

  • the insurability has not been verified, where the country has an electronic check — unless the request waives it.

A third check is about identity: if the national identification number entered already belongs to a resident, a banner names the existing record. The admission will be refused as long as the request points at a separate one.

One person, one record

The Link to that resident button fixes it in one click: the request is repointed at the existing record, and the empty duplicate created along the way is archived. A record already in use is never archived — the two are then merged by hand.

This is the normal path for readmitting a former resident: their history, evaluations and documents come back with them.

In Belgium

The stay type is needed to produce Annexe 7, the insurability check is the MDA, waived by unticking MDA check required, and the duplicate is detected on the NISS. See Admitting a resident in Belgium.

2. Fill in the wizard

Admission wizard with the stay type, room and start date fields

  • Stay Type — carried over from the request, read-only.

  • Room — required. The list offers, for the establishment of the request:

    • the rooms free today, a shared room saying how many beds are left;

    • the rooms that free up on a known date — choosing one moves the start date to the first free day;

    • the waiting-list rooms, to record the admission before a bed is free (see The waiting list).

    A stay that comes by day is offered the day places only; when the house has a single day place, it is proposed on its own.

  • Stay start date — today by default.

  • Notes — what was agreed with the family; copied into the stay’s admission reason.

Depending on the modules installed, the wizard also carries the invoice type and the split billing debtors. For a resident billed in advance, the admission also creates the first accommodation invoice: see Invoice type: in advance or in arrears.

Click Admit. The wizard closes at the first click.

3. Check what was created

WideCare then:

  • turns the request’s person into a resident, with everything typed on the request;

  • opens the stay in the Confirmed state, on the chosen room and date;

  • marks the request Admitted;

  • opens the resident’s record, marked Expected until the stay starts;

  • schedules the move-in tasks and the preparation of the room.

4. Validate the admission on arrival

The top of the resident’s record names the next step of the admission, one at a time:

  1. Create the stay — shown only when no stay is confirmed yet (a resident created by hand, a stay left in draft).

  2. Validate the admission — opens the confirmed stay. On the day the resident arrives, enter the Admission Date and Admission Time, then click Start Stay: the stay becomes Active.

Once nothing is left to do, the header shows no admission button. See Manage a resident.

Two dates not to confuse

  • Stay start date — when billing for accommodation (the room) begins. This is the one in the wizard.

  • Admission Date — the resident’s effective entry, when the care allowance paid by the health insurer begins. It is entered when the stay is started.

They are often identical, but can differ.

In Belgium

The admission guide adds the Belgian steps (Katz, admission agreement), and starting the stay prepares the admission agreement (Annexe 7) sent to the mutuality through eAgreement. See Admitting a resident in Belgium.

Safeguards

  • Closing the wizard creates nothing and brings the card back to its previous stage: the request is only admitted by Admit.

  • Moving a request out of Admitted cancels the stays still in Draft or Confirmed; a stay already Active is left untouched.

  • No duplicate stay: the wizard reuses the request’s existing stay, or a stay of the resident that belongs to no request — never one belonging to another request. The room, the date and the stay type are pre-filled.

  • No double booking: a room whose bed is already promised to another admission on that date is refused, with the date it frees up.

What’s next