Room change and transfer¶
A resident can change room or move to another sector the home is licensed for during their stay. WideCare handles the transition: billing follows at the right date, without you having to redo an admission.
Changing room¶
Open the resident’s stay (from the Stay Agreement tab of their record, or Nursing Home → Accommodation → Stays). The stay must be Confirmed or Active.
Click Change Room.
Choose the New room. The list offers the free rooms and the rooms that free up on a known date; the current room is pre-filled.
Enter the Change date — the first day billed on the new room. The current room is billed up to the day before.
Read the notice at the bottom: it says, with the figures, what the change does to the billing.
Click Change Room.
A notification then says what was done: Room changed — same daily rate, or Room changed — the daily rate moved with the old and new rates.
What the change does to the stay¶
WideCare picks the right shape on its own:
Case |
What happens |
|---|---|
Both rooms cost the same |
The stay simply changes room. Nothing is credited or re-issued. |
The resident has not moved in yet (change dated on or before the arrival) |
A correction: the whole stay is re-priced on the right room, with no split. |
The rooms are priced differently and the resident is already in |
The stay is split at the change date: the old room is billed up to the day before, the new room from that day. Documents already issued are corrected — a supplementary invoice or a credit note for what was already billed. |
No new admission
A room change is not a new admission: the care allowance paid by the health insurer stays continuous, and there is nothing new to request from the insurer. Only the accommodation follows the new rate.
Moves that come with it¶
Each room change also:
puts the new room on the housekeeping board To prepare and the room being left To clean, with a task for the housekeeping team — see Room housekeeping;
opens the move-in tasks of the resident, due on the change date — see The move-in procedure;
leaves the private furniture list unchanged: it follows the resident — see The resident’s private furniture.
Scheduling a room change¶
A move is often planned because the target room is not free yet: a resident takes room 12 when its occupant leaves at the end of the month.
Click Change Room on the stay.
Choose the new room — a room that frees up on a known date is offered with that date.
Enter a Change date in the future. For an occupied room, the date must be the day after it frees up at the earliest.
Click Change Room.
Nothing is billed or credited today. WideCare:
shows the Planned Room and the Planned Room Change date on the stay;
shows the current room as freeing up on the eve of the change, so the waiting list can count on it;
applies the move on its own on the day itself, with whatever it bills or credits then.
To withdraw a scheduled change, click Cancel the planned room change under the planned date on the stay. The resident stays where they are, and the room stops being announced as freeing up.
Note
Only the room can be scheduled ahead. A change of the terms of the stay — the invoice type, for example, when the billing layer adds it to this window — applies on the day it is decided.
Changing the terms without moving¶
Depending on the billing modules installed, the Change Room window also carries the terms the stay is billed under, such as the New invoice type. Leave the New room on the current room and change only those terms: the notification then reads Stay continued — same room. The part of the stay already billed keeps its type; the new type applies from the change date. See Invoice type: in advance or in arrears.
Undoing a room change¶
On the stay opened by a room change, Cancel Room Change undoes it: the resident goes back to their previous room and stay (dates restored), and the move tasks are removed. A confirmation asks before anything is undone.
Transfer between sectors¶
When the home is licensed for several sectors, moving from one to another is an internal transfer. The stay type can no longer be edited once the stay is confirmed: the change goes through the Internal Transfer action, which the country pack provides where the country regulates sectors. On the resident’s record, Change stay type next to the stay type opens the active stay.
On the stay, use the Internal Transfer action.
Enter the date/time of the transfer and the new type of care.
Validate.
WideCare splits billing at the transfer date and updates the care allowance according to the new type. Where the country requires it, it prepares the notification to the health insurer. Cancel Transfer, on the stay the transfer opened, undoes it: the resident goes back to their previous stay (sector, room and dates restored) and the move tasks are removed.
A sector can require a minimum dependency category
When a sector only takes residents above a given dependency category, WideCare refuses to put or keep a stay in it for a resident assessed below — at admission and at transfer time.
A room change is not blocked, though: a resident whose category no longer matches their bed can still be moved from one room to another. A banner on their record flags the situation until the transfer is entered.
In Belgium
The sectors are MR and MRS: an MRS bed only takes Katz categories B and above, and the transfer produces the Annexe 11 + Annexe 7 pair for the mutualité. A room change creates no eAgreement — see Internal transfer (MR ↔ MRS) and The Katz assessment.
Assigning from the room¶
The Assign Resident button of a free room also moves an already-housed resident (Transfer Resident): it ends the old stay and opens a new one, with no billing notice and no scheduling. Prefer Change Room on the stay — see Rooms and occupancy.