Admissions (CRM pipeline)¶

The admission pipeline is the entry point of a resident’s journey. It lets you track every prospect — from a relative’s first enquiry through to the actual move-in — and then, in a single action, turn them into a resident with their room and stay.

You will find it in the CRM app, under the Admissions team. Each enquiry becomes a lead (a prospective resident) that you move from stage to stage on a kanban board.

Overview¶

        graph LR
  A[First contact] --> B[Visit scheduled]
  B --> C[Visit done]
  C --> D[File complete]
  D --> E[Admitted]
  D -.-> F[Refused / Withdrawn]
    

1. Open the Admissions pipeline¶

1. Open the CRM app.

2. Select the Admissions team / pipeline (menu Sales → My Pipeline, then filter on the Admissions team, or open the team directly from the teams view).

3. The kanban board shows one column per stage and one card per prospect.

2. Create an admission lead¶

1. Click New.

2. Give the lead a name (for example “Admission - Prospect name”).

3. The Prospective resident checkbox is ticked automatically when the lead belongs to the Admissions team. It enables the Resident admission tab and hides the sales sections (company, marketing) that are not needed here.

4. Save.

The “Resident admission” tab¶

This is where you build the prospect’s file without leaving the lead:

• Personal information: NISS, date of birth, gender, attending physician, family contacts, and above all the requested stay type (MR, MRS or short stay).

• Health insurer / Insurability: health insurer, insurance scheme, affiliation code, and the result of the MDA check (CT1/CT2, BIM status).

3. Move the lead forward¶

Drag the card from one column to the next, at the actual pace of the case:

You can also schedule visit appointments directly from the lead (Meetings button / shared calendar).

4. Check insurability (MDA)¶

Before you can admit the prospect, check that they are properly insured:

1. On the lead, click Check insurability (header).

2. Resthome sends an MDA request (MyCareNet / WalCareNet insurability) and automatically updates the prospect’s health insurer, BIM status and CT1/CT2 codes.

For a full understanding of the insurability check, see Insurability (MDA).

5. Admit the prospect¶

When the file is ready, turn the prospect into a resident. Two equivalent actions open the admission wizard:

• Drag the card into the Admitted column, or

• Open the lead and click the Won button.

The admission wizard asks you for:

1. The room — required; only available rooms are offered.

2. The stay type — carried over from the prospect (MR / MRS / short stay), read-only.

3. The stay start date — defaults to today.

Click Admit to confirm.

What the admission creates¶

When you confirm the wizard, Resthome:

• creates the contact as a resident (and removes them from the list of prospective residents);

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

• opens the resident’s record so you can continue (Katz, documents, stay).

The stay then still needs to be started (Start Stay button) once the resident is actually present — it is this start that sets the admission date and triggers billing. See Manage a resident.

Safeguards and edge cases¶

Resthome protects the consistency of the pipeline:

• Wizard cancellation — if you close the wizard without admitting, the lead returns to the previous stage: nothing is created until you confirm.

• Regression out of “Admitted” — if you move an already-admitted lead back to an earlier stage, Resthome automatically cancels the stays still in draft or confirmed state linked to that lead. A stay that has already been started (active) is left untouched.

• Duplicate detection — the admission is tied to the resident, not just to the lead. If a stay already exists for this person, Resthome reuses it rather than creating a second one; a confirmed stay belonging to another lead is never “stolen”.

• Re-dragging a lead — if you reopen the wizard on a lead that already has a stay, that stay’s room is pre-filled.

Key takeaways¶

• The Admissions pipeline lives in the CRM app; each prospect is a lead that you move forward on the kanban board.

• The Resident admission tab centralizes the prospect’s identity, health insurer and MDA check.

• Moving to Admitted (drag-and-drop or the Won button) opens the wizard: room required + stay start date, then creation of the resident and the stay.

• Admission is blocked without a stay type filled in and without a successful MDA (unless the MDA check is unchecked).

• Moving a lead out of Admitted cancels its draft/confirmed stays; active stays are preserved.

Further reading¶

• Manage a resident

• The Katz assessment

• Insurability (MDA)

• eAgreement agreements

• Billing journey