Let's Go Over How Memberships Function
To begin creating a membership, navigate to settings, locate financials, and then choose wellness/memberships. In the top right corner you will find +New Membership, once selected you will be presented with the following page.
Here we will give the membership a name, set duration, set price, termination fee if wanted, and agreement/terms.
- Name of the Membership
- Duration - A membership can be set to run either monthly or weekly and the duration of either can be set from 1 - 12.
- Price - This indicates the amount the patient will be charged on a monthly or weekly basis, depending on the membership settings.
- Early Termination Fee - Here you can indicate if there will be a termination fee or not.
- Agreement/Terms - This is the section where you can outline the terms and agreements that are applicable to the membership.
Once all the details have been entered and submitted, a new screen will appear where services and products can be added.
If you choose to click on either +Add Service or +Add Product, a new screen will appear where you can include the services or products, quantity, price, and discounted price.
After completing all necessary additions, click on the save button to finalize and create your membership. As shown in the example provided, a 12-month membership is set at $150.00 per month with no early termination fee. This displays the services included for monthly usage.
Next, proceed to set up recurring payments by accessing the patient's file, locating the billing tab, and selecting Pay Methods. From there, you can add a credit card to be charged monthly.
Once the card is set up, it will be automatically billed on the same day, with recurring payments scheduled for the same date each month. If set for weekly billing, payments will occur on the same day of the week as initially set up.
To effectively utilize the memberships created, access the patient's billing ledger by navigating to their profile and selecting the Billing tab. Within this section, you will find the Memberships tab, which provides a comprehensive overview of all memberships associated with the patient. Here, you can view the name of each membership, its current status, and the active date range. Additionally, the monthly charge for the patient is displayed, along with indicators for any shared memberships. The Agreement and Payment sections will show whether the Agreement form has been signed and if a Payment Method is on file. Lastly, you can monitor the usage of the membership through a visual progress bar that fills green, reflecting the percentage of the membership utilized.
Upon selecting a Membership from the list, you will be directed to a new screen that provides detailed information about the Membership. Here, you have the option to either Cancel or Pause the Membership, depending on your needs. Additionally, this screen will display a list of any other patients currently utilizing the Membership, along with the capability to add a new patient if required.
The remaining information will detail the components included in the Membership, as well as its usage history.
Now to purchase or add a Membership for a patient we will need to head to the Billing ledger. From the Charges drop-down we will select Add Membership.
After selecting Add Membership we will be presented with a new pop-up window allowing the selection of the Membership you wish to add, and any other patients that will also be using this Membership. Remember, you can always add patients at a alter time in the Membership screen.
Upon selecting the Membership and designating any additional patients who will share it, you will proceed by clicking on the Next: Agreement Form button. This action will open a new pop-up window, where you can either upload an agreement document or send a link for signature via SMS. Following this step, you will then click on Next: Payment to continue.
Upon clicking the Next: Payment button, you will be taken to a new window where you can choose from several options for payment processing. Here, you can select an existing recurring payment method, add a new recurring payment method, or choose to manage payments manually, based on your preference.
Upon entering all necessary information and clicking the Finish button, the Membership will be successfully added to the patient's file. You can easily locate it by navigating to the Billing tab and selecting the Memberships section.
To start using the memberships, begin by identifying any covered services on the patient's billing ledger. Once you have located a service that falls under the active Membership, select the checkbox to the left of that service. Following this, navigate to the Payments drop-down menu and select the option labeled Apply Membership.
Upon selecting the option to Apply Membership, a pop-up window will appear prompting you to choose the desired Membership from the list. Simply select the Membership you wish to utilize from the drop-down menu and click Apply to proceed.
Upon successful application, you will see the name of the Membership along with the corresponding amount applied to cover the cost of the service.
Before applying Memberships to services, it is essential that the monthly Membership charge is settled. For instance, if a Membership charge of $40.00 remains unpaid, the Membership cannot be utilized for services until this payment is completed.
Here, the Membership has been fully paid, allowing it to be applied toward the services it covers.
