Converting a respite booking to a permanent booking

Overview

In Found, you can convert a respite (short-term) booking into a permanent (long-term) booking when a service user decides to stay on after their temporary placement. This feature streamlines the transition process by:

• Automatically closing the respite booking with the correct booking closure reason

• Creating a new permanent booking linked to the original respite booking and same service user.

This is particularly useful when a trial stay has been successful and both the service user and your care home agree that a permanent placement is the right outcome.

When to use this feature

Use the conversion feature when:

• A service user on a respite stay wishes to become a permanent resident

• The respite period is coming to an end and a long-term arrangement has been agreed

• The service user is changing contracts and not moving out of the home.

How to convert a respite booking to permanent

Step 1: Open the respite booking

Navigate to the respite booking you wish to convert. You can find this via:

• Operations → Bookings → Permanent and respite tab

• The service user's profile under their bookings section

• A contact's profile under their associated bookings

Step 2: Access the conversion option

1. Click the Manage booking menu on the booking

2. Select Convert to permanent

   

3. A side panel will open with the conversion form

Step 3: Complete the conversion form

Fill in the required details:

1. Start date – When the permanent booking should begin. This must be after the original respite start date. For bookings with a fixed end date, the start date cannot be after that planned end date.

2. Funding type – Select how the permanent stay will be funded (this can differ from the respite funding arrangement).

3. Care type – Choose the appropriate care type for the permanent placement.

4. Room – Select an available room. The form will show rooms that are free from your selected start date. If the current room is available, it will be suggested automatically.

5. Agreed fee – Enter the weekly fee for the permanent booking. A target fee is displayed for guidance.

Step 4: Confirm the conversion

Click Confirm to complete the process. Found will:

• End the respite booking with the reason "Respite stay converted to permanent"

• Cancel any future agreed fees from the respite booking

• Close the current room assignment on the respite booking

• Create a new permanent booking with your specified details

• Carry over the primary contact to the new booking

• Not record the conversion as a move-in or move-out within the move-ins and move-outs report

You will be redirected to the new permanent booking automatically.

Important considerations

• You cannot convert day care bookings – Only respite bookings can be converted to permanent

• The respite booking must still be active – You cannot convert a booking that has already ended

• Room availability is checked – The selected room must be available indefinitely from the conversion date

• Fixed end dates are enforced – If the respite booking has a fixed end date, you cannot start the permanent booking after that date

• Provisional end dates are flexible – If the end date is provisional, you can convert after that date if needed