At many communities, resident setup varies between care levels. When moved from one care level to another, a resident’s information must be adjusted in FullCount to match their new setup.

*NOTE: Differences between care levels will vary for each community. None of the steps below are required; you only need to use the steps that match to your community’s needs.
 

Change a Resident’s Billing ID

If the resident has a different billing ID for the new care level, follow the steps below:

*NOTE: FullCount does not recommend typing over a resident’s existing billing ID. This may affect the resident’s future billing statements. Please add a new billing ID line using the steps below.

1. Select the Admin Center button.
    
2. Choose the Customers tab.
    
3. If it is not selected by default, select the Customer Information subtab.
    
4. Search for the desired resident and click the Details button on the left.
    

5. Locate the Charge Accounts section and click the Add button.

*NOTE: The FullCount system will only charge a resident’s most recent billing ID. Old charge accounts/billing IDs should not be deleted or modified.

6. From the drop-down options, select a charge account type for the new billing ID. At most communities, all residents use the same charge account type.
    
7. Set an Effective Start date.

*NOTE: Avoid backdating a new charge account into a closed billing period.

8. Enter the new Billing ID.
    

9. Click Save and Close.

Direct charges and overages will now apply to the new billing ID beginning on its effective start date. Any charges or overages before this start date will apply to the resident’s previous charge account. Therefore, the resident may receive two billing statements at the end of the first billing period after they have changed care levels.

End Date an Old Meal Plan

If the new care level requires a different meal plan, the resident’s old plan must be end dated before a new one can be created. To end date a meal plan, follow the steps below:

1. Select the Admin Center button.
    
2. Select the Customers tab.
    
3. Choose the Accounts subtab.
    
4. Search by last name for the resident changing care levels.
    
5. Enter an Effective End Date for this plan.

*NOTE: Meal plans for a single resident cannot share dates. It is best practice to end date an old meal plan for the day before the new plan begins. (For example, if the new plan begins on June 1^st, the old plan should be end dated for May 31^st.)
 

6. Click the Save button on the Accounts page.

Transactions created after the assigned effective end date will no longer be applied to this meal plan. A new plan should be set up in accordance with the resident’s new care level.

Create a New Meal Plan

The steps for setting up a new plan will differ depending on whether it is for a single resident, a couple moving care levels together, or a couple now living in two different care levels. To begin the process of creating a new meal plan, follow the steps below:

1. Select the Admin Center button.
    
2. Select the Customers tab.
    
3. Choose the Accounts subtab.
    
4. Click the New Account button.

*NOTE: New plan Account Numbers are automatically generated by FullCount.
 

For a Single Resident

To finish creating a new meal plan for a single resident:

5. Select the desired Plan from the drop-down menu.
    
6. Enter the Effective Start Date. (See note under step 5 of End Date an Old Meal Plan above.)
    
7. Search for the Customer by last name.
    
8. A Billing ID will auto-populate from the resident’s charge account. If it was postdated, manually type in the new billing ID. (See the Change a Resident’s Billing ID section above.)
    

9. Click Save and Close.

Transactions created on and after the effective start date will now be applied to this meal plan for the single resident.

For a Couple Moving Together

To finish creating a new meal plan for a couple moving care levels together:

5. Select the desired Plan from the drop-down menu.
    
6. Enter the Effective Start Date. (See note under step 5 of End Date an Old Meal Plan above.)
    
7. Search for the first Customer by last name.
    
8. Click the Add button.
    
9. Search for the second Customer by last name.
    
10. Billing IDs will auto-populate from the residents’ charge accounts. If they were postdated, manually type in the new billing IDs. (See the Change a Resident’s Billing ID section above.)

*NOTE: Plan accounts can only have one assigned billing ID. If the customers have different resident billing IDs, manually re-type one to match the other.
 

11. Click Save and Close.

Transactions created on and after the effective start date will now be applied to this meal plan for both residents.

For a Couple Splitting Care Levels

If one spouse is changing care levels while the other spouse is not, the couple’s old meal plan must be end dated and new meal plans created for each resident. To finish creating plana for a couple splitting levels:

• Create a new meal plan for the resident not changing care levels using the For a Single Resident steps above.
  –  Select the same plan type as the couple’s previous plan.
  –  Choose the correct Effective Start Date to prevent a gap in the resident’s coverage. (See note under step 5 of End Date an Old Meal Plan above.)
   
• Create a new meal plan for the resident who is changing care levels using the For a Single Resident steps above.
  –  Select new plan type for the resident’s new care level
  –  Choose the correct Effective Start Date to prevent a gap in the resident’s coverage.

If the residents would still prefer to be billing together, give both new plans the same billing ID. If the residents must have billing IDs to match their care level, the two residents will receive separate billing statements.