Absences and hospitalisation of a day care user

A day care user is away every day they do not come. What the centre records is the exception: a declared absence — a holiday, a stay in hospital — and the unannounced absence, a day the user was expected and did not come without warning.

A declared absence

Record the absence as for any resident, with its Absence Type — Hospitalization, Vacation, Family Outing or Other — its departure, and its return once known. See Absences and hospitalisations.

For a day care user, an absence means away until the return, whatever its type:

  • the screen at the door does not expect the user: the card says since when they are away, without a Did not come button;

  • the register of the day shows the absence in its Absence column;

  • the care, the medication and the meals of these days are not planned;

  • no unannounced absence can be recorded on these days, and nothing is billed for them: a day care centre bills the days in its register, never a day of absence.

When the user comes back

  • An absence under way ends when the user is ticked in: at the door, in the register or with Add a day of attendance. The absence closes at the arrival, and the file says the user is back. Back from hospital, the treatments and the care resume. Add a day of attendance says it before saving.

  • An absence already closed holds its days: a day inside it is refused by the register. Correct the absence first if the user did come that day.

  • An absence confirmed over a day the register already holds whole is refused, and the absence form says so.

A draft absence with no return is a form being filled in: it holds no day.

A hospitalisation from the user’s file

Click Hospital departure on the user’s file, as for any resident. When WideCare cannot tell where the user was — it is one of their days, the centre is open, and nobody has ticked them in — the dialog asks Left From:

  • The day centre: give the hour they Arrived At. The day is written in the register from that hour to the departure, as Hospitalised during the day: it earns the forfait.

  • Home: nothing is written in the day centre’s register.

When the register already knows — the user was ticked in and has not left, or it is not one of their days — the dialog asks nothing: a user present is marked Hospitalised during the day, at the hour of the departure; a user who was not at the centre leaves the register as it is.

A day cut short in the register

The other way round, the register can say it first: choose Hospitalised during the day or Died during the day under Day Cut Short, at the door, in the register or in Add a day of attendance.

  • Hospitalised during the day opens the hospital absence, exactly as the Hospital departure of the file: the prescriptions are suspended and the care of the day cancelled. Today, the departure takes the current hour when none was typed.

  • Died during the day records the date of death on the file, which closes the stay.

Either way, the day earns the forfait. The register is never undone by the file: an absence or a date of death is corrected where it lives.

The unannounced absence

A user who was expected and did not come, without warning, did not come: from 13:00, the register counts them absent and their care of the day is cancelled. When the centre’s rules of procedure bill such a day, record it as an unannounced absence:

  • at the door, from 13:00: Did not come on the user’s card;

  • on the user’s file: Add a day of attendance, then tick Did Not Come;

  • in the list Day care centre → Register → Unannounced absences.

Each line carries its Reason — Did not come, not announced or Announced too late — and Billable, ticked by default.

An unannounced absence is refused:

  • before 13:00 — the user may still come;

  • on a day the user is in the register;

  • on a day the centre is closed;

  • on a day of a declared absence.

A billable day is billed with the Day care unannounced absence supplement, to the users who have that supplement in their conventions. An absence recorded on a past day is amended only by a manager, and is kept in the audit log. See Billing a day care month.

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