The Admissions Portal helps your care home manage the full admissions journey. You can add a prospective resident to the waitlist, complete their admission tasks, and admit them when they are ready. This article is for care home staff who add residents and track admission tasks. It covers the Resident List, adding a new resident, completing admission tasks, and admitting a resident.
Find residents on the Resident List
The Admissions Portal opens on the Resident List. Use the three tabs along the top to choose which residents you see:
All: Every resident, regardless of status.
Waitlist: Residents who are on the waitlist or pending assessment, so anyone not yet admitted.
Admitted: Residents who have been formally admitted.
Each resident card shows the resident's name and age, their admission type (Permanent, Respite or Emergency), and either an Admitted badge or badges for any outstanding tasks, such as Care Plan Pending or Assessment Pending. Click any card to open that resident's Detail screen.
To find a resident, use the search bar at the top of the list. You can search by name, NHS number or room number. Search is not case sensitive, and it only searches the tab you have selected.
đ¤Tip: You can open the guided tour at any time from the app header.
Add a new resident
Use the Admission Wizard to bring a new person into the Admissions Portal. The wizard has ten steps, and a sidebar on desktop shows where you are.
Click Add Resident from the list header.
Complete the required fields in Basic Information. This is the only step you must complete before you can continue:
Status (Active or Wait Listed).
Admission date and time.
Residency type.
Facility.
Medication Trolley and Treatment Trolley.
First name and Last name.
Date of birth.
Gender.
Click Next to move through the remaining steps, or click Skip to Review to go straight to the final step.
On Review and Submit, check the details you have entered, then click the button for your chosen status.
Once you submit the resident, you go straight to their Detail screen.
đNotes:
Steps two to ten stay locked until Basic Information passes validation. Once it does, you can click any step in the sidebar on desktop.
The date of birth cannot be in the future, and it cannot be more than 120 years ago. If you select Other as the title, you also need to type in the title.
On Review and Submit, the button depends on the status you chose:
Status chosen in Basic Information | Button label | Resulting resident status |
Active | Admit Resident | Admitted, with the admission date you entered or today's date |
Wait Listed | Add to Waitlist | Waitlist |
To stop adding a resident, click Cancel. A confirmation dialog appears. Confirming clears the form and returns you to the list.
Complete the admission tasks
Every new resident is automatically given two admission tasks to complete before, or shortly after, admission. Both are typically owned by a senior carer and have a target of 24 hours.
Task | Typically owned by | Target |
Care Plan Setup | Senior Carer | Within 24 hours |
Assessment | Senior Carer | Within 24 hours |
To open a task, click anywhere else on the task row. Its detail panel slides in from the right.
Complete the Care Plan Setup task
Click Create Care Plan to open the full care plan editor.
Complete the care plan. The editor includes a library of pre-loaded domains, goals, interventions and observations, along with a review-date picker.
Completing the care plan marks the task complete and closes the panel.
Complete the Assessment task
Click Create Form.
Choose a template from the searchable library of assessment form templates, which are organised by category.
Complete the two-step dialog: select the template, then complete the form.
Completing the form marks the task complete and closes the panel.
Admit a resident
A sticky Admit button appears at the bottom of the Detail screen for any resident who is still on the waitlist or pending assessment. It disappears once the resident is admitted. What happens when you click it depends on task completion:
Scenario | What happens |
All tasks are complete | Click Admit Resident. The resident is admitted immediately, their status becomes Admitted, the admission date is set to today, and you return to the list. |
Some tasks are still incomplete | A warning panel explains that tasks are outstanding, and the button changes to Proceed with Admission. The resident is not admitted yet. |
You click Proceed with Admission | The resident is admitted. You can finish the remaining tasks afterwards. |
Once admitted, the resident moves from the Waitlist tab to the Admitted tab.
â ď¸Important: Clicking Proceed with Admission admits the resident even if tasks are still outstanding.
Understand resident statuses
Status | Meaning | Badge colour |
Waitlist | Added to the system, not yet admitted | Grey |
Assessment Pending | Awaiting clinical assessment before admission | Amber |
Admitted | Formally admitted to the care home | Green |
Troubleshooting
I can't move past Basic Information
Basic Information must pass validation before any other step unlocks. Check that every required field is filled in correctly, including the date of birth range.
A resident has disappeared from the Waitlist tab
The Waitlist tab only shows residents who are on the waitlist or pending assessment. Once a resident is admitted, they move to the Admitted tab.
I've completed both tasks, but the Admit button still shows a warning
Check that both tasks show as complete in the tasks panel, where progress should read 2 / 2 complete. If they do and the warning remains, refresh the page.
What file types can I use for a resident's photo?
You can use JPG, PNG or GIF files, up to 10 MB.