Bed management, admissions and discharges

What is bed management in a CRM?

Bed management answers three questions at any moment: how many beds are taken, how many are free and who is waiting. In residential care, the bed is the product. An empty bed earns nothing. A patient you can't place goes to a competitor.

95sales CRM has a bed board for this. It shows:

• Occupied beds — patient, site, bed.
• Waitlist — leads ready to move in, but no bed is free yet.
• Ready to admit — patients you can process for admission now.

The board is split by site, so a group with several buildings fits on one screen. Every admitted patient has a record with their bed, rate and level of care.

How does patient admission work?

Admission moves a lead from the sales pipeline into your patient list. The pipeline comes with "Waiting for a bed", "Contract" and "Admitted" stages by default. The path from first call to move-in day never breaks.

1. A relative calls. The manager fills in the first-call form: age, diagnosis, mobility, swallowing, speech, who makes the decision, budget.
2. If no bed is free, the lead moves to "Waiting for a bed" and doesn't get lost.
3. When a bed frees up, the patient shows up in "Ready to admit".
4. On admission you set the site, bed, rate and level of care (I–IV, each with its own price multiplier).
5. From then on, the CRM tracks charges, the care plan and the patient's documents.

Why record a discharge reason?

A discharge in the CRM records the date and the reason for leaving. Reasons come from a fixed list:

The reason isn't paperwork for its own sake. If more families than usual take a patient home, look at your service or your pricing. Average length of stay (LOS) in analytics is calculated from real admission and discharge dates.

What does the bed board give management?

• Occupancy by site — you see right away where beds sit empty.
• Demand queue — how many people are waiting, which is how much revenue more capacity could bring.
• Revenue per bed — analytics show RevPAB (revenue per available bed) and potential revenue at full occupancy.
• Break-even point — finance shows how many beds you need to fill to turn a profit.

Say a care home has two sites with 30 beds each. Site one has 29 occupied, site two has 21, and five people on the waitlist want site one. The board shows all of this in one picture. Managers know what to offer families. The owner knows what to think about.

Who is it for?

• Care homes — beds, rates, levels of care and long-term stays.
• Rehab centers — stays with a clear goal and a recorded discharge reason.
• Hospices and palliative care — careful tracking of admissions and departures.
• Clinic groups with inpatient beds — several sites on one board.

Outpatient clinics don't need beds: the CRM supports outpatients without a bed.

How to get started

1. List your sites and beds (a spreadsheet is fine).
2. Set your rates and levels of care with their multipliers.
3. Hand over your current patients. The 95sales team migrates your data at launch.
4. Turn on the "Waiting for a bed" stage and agree that managers move everyone who couldn't get a bed there.

How do beds connect to sales and analytics?

The bed board isn't a separate spreadsheet. It continues your pipeline and feeds your analytics. Every admission carries the lead's history: where the patient came from, who referred them and how long it took from first call to move-in.

In practice, that means:

• Lost-lead reasons in the pipeline show how many people left because no bed was free or the price didn't fit.
• Average length of stay (LOS) and LTV are calculated from real admission and discharge dates and from payments.
• Patient mobility from the first-call form shows which level of care is needed most and whether you have enough staff for bedridden patients.
• Referral sources — hospitals and doctors — show up with the number of patients and the revenue they brought.

Groups with regions get scoped access: a regional manager sees only their own sites, while the CEO sees the whole board. More in multiple locations and holding.