Departure and death¶
When a resident leaves the facility or passes away, all you need to do is close their stay: WideCare stops billing on the correct date and prepares the adjustment for what was billed in advance.
Close the stay¶
Open the resident’s record → their stay.
Click End Stay.
Enter the End Date & Time and the Departure Reason (Deceased, External transfer, Return to family / home, Other), with optional notes.
Click End Stay to confirm.
A hospitalisation is not a departure
The bed is kept and the resident returns: record an absence, not an end of stay. The window reminds you of it.
What WideCare does automatically¶
Billing stops on the correct date: nothing is billed after the departure.
Credit note for prepaid accommodation: for a resident billed one month in advance, if they leave partway through an already-billed month, WideCare prepares a credit note for the unoccupied days.
Supplements: recurring supplements are not billed after the departure date either. The resident stays in the Supplements app until the month they left is invoiced, so the last one-time supplements can still be entered.
In Belgium
The closure also prepares the Annexe 11 departure notification to the mutuality, and the INAMI allowance stops at the end of the INAMI intervention. The first End Stay can then leave the room billed until it is freed: a second click, Close Stay (stop billing), closes it. See Billing a month in Belgium and Agreements (eAgreement).
Anticipatory billing, in plain terms
One month of accommodation is billed the previous month. That is why a departure partway through a month gives rise to a refund (credit note): it had been billed in advance, and it is adjusted upon departure. The care allowance and the supplements, however, are billed on the month actually served. See Invoice type: in advance or in arrears.
Reopen a stay closed by mistake¶
If you closed a stay in error, click Undo end of stay (reopen) on the ended stay and confirm: the stay becomes active again, the departure is cleared and billing resumes.
If the month is already posted
A posted invoice is never rewritten. The billing period shows Corrections pending: click Refresh to create the supplementary invoice or credit note. Other residents are not affected.