Operations
How to plan accommodation
Recording a patient's hotel stay with check-in and check-out dates, and how it appears on the accommodation calendars and list.
Where to find it
ListsAccommodation List
An accommodation record ties a patient to a hotel, a check-in date and a check-out date. Without it, "how many rooms do we need this week" and "who leaves tomorrow" can only be answered from somebody's memory.
The record has four fields: patient, hotel, Checkin Time and Checkout Time. In multi-branch clinics it also carries the branch.
Before you start
- The hotel must be defined as a product hotel.
- The patient record must exist.
Step by step
- Choose the patient and the hotel.
- Enter Checkin Time and Checkout Time.
- Save. The record now appears on the Accommodation Checkin and Accommodation CheckOut calendars and in the accommodation list.
Tips and common mistakes
- Tip Arrivals and departures live on separate calendars on purpose: that is where the hotel workload falls, and the two days concern different teams.
- Tip Plan the stay alongside the treatment calendar. If the follow-up appointment lands after check-out, the patient either extends the hotel or misses the appointment.
- Careful A hotel that is not defined as a product hotel cannot be selected here. Define it before starting work with a new hotel.
Frequently asked questions
Do I need a separate record for a companion?
The record attaches to the patient. Record room and occupancy detail in the note or the quote line, according to your operational standard.
How do I reflect accommodation on the quote?
Define accommodation as a line in the product catalogue and add it to the quote; the record here runs the operational side.
What if the dates change?
Edit the record and the calendar and list update themselves. Remember to tell the hotel separately — the system does not notify them.