Hospitality HouseKeeper (HHK) software is Property Management Software (PMS) developed specifically to meet the requirements of non-profit Healthcare Hospitality Houses by organizing and managing guests, patients and visits, donors and donations, and operations.

HHK Software is maintained and regularly updated to support and expand on the already extensive list of features that are useful and unique to the running, managing, and tracking of many aspects of a Healthcare Hospitality House.

About Hospitality HouseKeeper (HHK)

Extensive reporting capabilities support grant writing, not-for-profit tax status, resource utilization, gathering quality metrics, and providing statistics for press releases, news items, and national organizations.

Hospitality HouseKeeper (HHK) Features

Configurable to your House policies and operations

With Hospitality HouseKeeper (HHK), unlike other commercially available reservation software, you won’t need to settle for what you can get.

HHK configures itself to match your House policies and rules. Features you do not use disappear altogether to keep the user interface simple and direct.

Features you want were developed specifically for hospitality houses, and in most cases will work the way you expect. We can customize what doesn’t fit into an optimal solution for your house that gives you the efficiency and simplicity that your guests, staff, and stakeholders will appreciate and applaud.

Tracks patients, guests, medical and social workers, hospitals, and associations

Each patient is grouped with their family, friends, hospitals, and/or doctors into what we call a Patient Support Group.

This group is used to manage and organize resource assignments, relationships, fees, and payments and assistance.

This information helps to successfully interact with the individuals while they are guests at your house and also helps generate personalized solicitations for later.

You can configure HHK to include only the roles you want to track beyond patients, guests, and hospitals.

Tracks reservations, rooms, utilization, housekeeping, maintenance, holidays

This forms the core of your guest house operations including registration, checking in, checking out, billing, and taking payments.

If your house does not take reservations, then a waitlist or anticipated-visits list is available.

HHK tracks housekeeping functions including room cleaning and room turnover. HHK can put a room “out of service” and tracks the reason, start, and duration.

Room-utilization information includes average- and median-stay lengths, average room rate, day-to-day and summary utilization rates, and more.

Tracks address, phone, email, demographics, diagnosis, referrals, special needs, financial assistance, patient-family relationships & life cycles, visit dates & durations, vehicles, charges, and/or payments

Many grant-funding organizations are looking for more and more data about the organizations they review.

HHK can deliver that data in reports and downloads that are specific, accurate, and auditable.

HHK can be configured to collect only the items or categories you need.

Room Management

Not all rooms are the same, nor are all rooms even in the same building or owned by the same organization.

HHK can be configured to manage rooms that your organization owns, leases, or shares with a third party (such as a hospital or association). HHK can even manage external hotel or motel rooms for overflow guests. Reports list and subtotal each category you maintain.

Rooms also vary by size and accommodation. Rooms, suites, and apartments include maximum (or minimum) occupancy, types of beds, floor, and ADA access.

Individual rooms may have attributes that other rooms do not have. Examples include zero-barrier baths or special facilities for transplant patients. HHK manages these typically scarce resources by filtering any list of available rooms by patient needs.

Tracks payments, key or room deposits, cleaning fees, subsidies (underpayments), donations (overpayments), administrative fee adjustments, third-party billing, and payments

If your house offers free lodging, then all rate, fee, charge, billing, and payment functions disappear, keeping your user interface clear and simple. Many hospitality houses must charge a fee, however, so HHK steps in to track and report on these financial details.

Configurable room rating/pricing with optional Financial Assistance Calculator

Room rates can be driven by any or all of the following:

  • the type of room
  • guest income level
  • length of stay
  • third-party sponsorships

Several prepackaged room-rating plans are available.

Room selection filtered by patient/guest constraints matched to room attributes and hospital or association sponsorships

Individual rooms may have attributes that other rooms do not have. Examples include zero-barrier baths or special facilities for transplant patients.

HHK manages these typically scarce resources by filtering any list of available rooms by patient needs. The filtering extends to hospitals or associations that are serving the patient.

HHK supports special rates or discounts that may be applied.

Invoice-based billing

All charges are based upon orders (reservations and stays) that are invoiced.

Payments satisfy the invoices and generate receipts.

Statements of account are always available for any guest.

Library of customizable reports

Reports are available for tracking and measuring

  • Guests and patients and their demographics
  • Rooms and utilization
  • Hospitals and doctors
  • Reservations and stays
  • Invoices, payments, and subsidies

All reports are available for download to Excel.

Administrative functions oversee and manage daily operations

The software is designed to withstand common mistakes and offers many helper functions to monitor data accuracy and clean up mistakes. Functions like “Undo Checkout” come in really handy when you realize a family is actually still at the house.