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Care Home Occupancy & Fees Manager

Rooms, residents, funding, fees, staffing, debtors and CQC capacity for residential and nursing homes

£20
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Care Home Occupancy & Fees Manager

Overview

Running a care home means juggling several payers for almost every resident – councils, the NHS, residents themselves and families – while staffing, agency use and occupancy decide whether the home makes money. This workbook brings it together. You keep a register of rooms, residents and staff; it works out who pays what each week, bills every payer night by night, tracks invoices and late payers, measures care hours, ratios and wage costs, and reports occupancy, EBITDARM, EBITDA, cost per occupied bed and break-even occupancy each month. A fee planner and a CQC capacity check complete the picture.

Price
£20
Who it’s for
Industry
Works with
Microsoft Excel for Windows and Mac
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See how it works

A walk through the main sheets

The sheets you will use most, in the order you will use them – shown with the sample data every workbook comes with.

Step 1

Rooms

Every room, its type, standard fee, who is in it now, nights occupied this year and income lost to vacancy. What you do: enter the yellow columns.

Rooms
Residents

Step 2

Residents

Every stay – who pays what each week, nights and fees this month and this year, and a status. What you do: add admissions and discharges as they happen.

Step 3

Billing

Fees by payer and by council for every month, residents at each month end, and the weekly fee roll. What you do: nothing – it calculates from Residents.

Billing
Payer Schedule

Step 4

Payer Schedule

A printable list of residents, nights and fees for one council or the ICB for one month. What you do: pick the payer and month.

Who it is for

Made for people like you

  • Example – text
  • Owners and registered managers – One dashboard showing occupancy, fees, wage %, agency, debtors and registration checks for the month.
  • Finance and administration staff – Monthly fees by payer, a council / ICB schedule to send with invoices, and a debtor ageing that shows who pays late.
  • Groups and investors – EBITDARM, EBITDA, cost per bed and break-even occupancy – the measures lenders and buyers of care homes look at.
  • Anyone negotiating fees – Evidence of cost pressures and the uplift you need to hold your margin.

Quick start

Up and running in minutes

  1. Example – text
  1. Setup – Enter the home's name, the first day of your financial year, the reporting month, the tax year, your CQC registered places and registration, the FNC rates, payment terms and your targets. Then set the standard weekly fee for each room type, list the councils you work with and the ICB, and check the staff roles.
  2. Rooms – List every room with its type. Mark any room that can't be used as 'No' under In service. Give a room its own fee only if it differs from the standard for its type.
  3. Residents – Add one row per stay: room, admission date, care type, funding type, council, FNC and any agreed fee, resident contribution or top-up. Add the discharge date when someone leaves – never delete the row.
  4. Staff – List your employed team with role, contracted hours, hourly rate or salary, age and start date. Add a leave date when someone leaves.
  5. Staffing & Agency and Running Costs – Each month enter agency hours and rates, bank and overtime, and the month's running costs.
  6. Invoices & Receipts – Log each invoice you raise and the date and amount paid. Use the Payer Schedule to check council and ICB invoices before sending.
  7. Read the results – Change the reporting month on Setup and read the Dashboard, Performance, Debtors and CQC Check. Use the Fee Planner before each April's fee round.

Key features

  • Room register and a residents register for 300 stays: room type, admission and discharge, self-funder, council, NHS CHC, FNC and third-party top-ups – with each payer's weekly share worked out automatically.
  • Night-by-night billing by payer for every month, a printable council / ICB schedule, and an invoice and receipts log with debtor ageing and how quickly each council really pays.
  • Staff costs with employer NI, pension and minimum wage checks, agency and bank hours, care hours per resident per week, staff ratios and wage % of fees.
  • Monthly occupancy, EBITDARM and EBITDA, cost per occupied bed, break-even occupancy, a fee uplift planner and a CQC registration capacity check.

What’s included

  • Dashboard – Everything at a glance
  • Setup – Home, targets, fees, payers, calendar
  • Rooms – Rooms, types and fees
  • Residents – Admissions, funding and fees
  • Billing – Fees by payer, every month
  • Payer Schedule – Council / ICB monthly schedule
  • Invoices & Receipts – Invoices and payments
  • Debtors – Ageing and payment delays
  • Staff – Employed team and costs
  • Staffing & Agency – Hours, agency, ratios, wage %
  • Running Costs – Non-staff costs by month
  • Performance – Occupancy, EBITDA, break-even
  • Fee Planner – Next year's uplifts
  • CQC Check – Registration capacity check
  • Tax Rates – NI, pension and minimum wage rates
  • Guide – How to use this workbook

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Plymouth
First Floor, Unit D2, 4 Neptune Park, Plymouth, PL4 0SJ
Phone Number
01752 42 72 82
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info@amlconsultancysolutions.co.uk
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AML CONSULTANCY SOLUTIONS LTD
Registered Address: First Floor, Unit D2, 4 Neptune Park, Plymouth, United Kingdom, PL4 0SJ. Company Number: 12747461