Tip: Memberships must be prebuilt in the web before enrolling patients. To create, click on Settings>POS Tab>Client Loyalty
Enroll a Patient From the Web
1. Click on the "Clients" tab from the control center, open the client's profile, then select "Membership Plan".
2. Select "Add Membership".
3. Choose the Clinic, Membership Type, Sold By, and enter the coupon code if it applies to the patient.
4.Select membership Type
5. Please note, you can change the Sold by Field at any point after the patient has enrolled in the membership as well!
6. Input the coupon code (if applicable) and card information in the required fields then select "Proceed". To learn how to create coupon codes, click HERE!
7. Next, the patient must read the Membership Agreement and sign.
Tip: Once signed, a star icon with the color corresponding to that specific membership will then appear by their name in their profile. Then, they're all set!
Enrolling from the Patient Portal
8. Have the patient log into their patient portal and select "Memberships".
9. The system will navigate them to the booking portal where they will select "Memberships" again.
10. From here, they can view the details of each membership and join.
11. Next, they will view the Membership Agreement, agree to the terms and conditions, sign, then add to cart.
12. Once they're ready to check out, they will click the cart icon and proceed to checkout.
13. They will then choose "Proceed to Checkout".
14. The patient will put their card information in and choose if they would like to save their info through Link.
Tip: Side note: Link is an online "wallet" that stores credit cards a Patient can use when transacting with online merchants much like Paypal, Google Pay or Amazon Pay. Learn more HERE
15. Once they select "Pay", the membership will appear in the memberships section in their profile.
Important Note: if a patient enrolls through the booking portal, all subsequent charge/draw dates will fall on the same day of enrollment automatically; however, the practice can edit the patient's membership once enrolled and adjust the draw dates if needed. See the steps below for how to do this.
Edit Membership Details for a Patient
16. Click "Membership Plan" in the patient's profile.
17. Choose the membership you want to edit and click "Show Details".
18. From here, you can do the following actions:
download the membership agreement
cancel the membership
put the membership on hold
change the clinic in which the membership is tied to
change who the membership was sold by
change the draw date of the membership for all subsequent months
change the credit card tied to the membership
Cancel a membership for a Patient
19. To cancel, Choose "Cancel" (will remain valid for the last month the patient paid for) or "Cancel Immediately".
20. Click "Yes" to confirm.
Placing a membership on Hold
21. To Hold (Pause) the membership, select "Hold Membership".
22. Select the amount of months the patient would like to hold.
23. Click "Save".
Helpful tip with placing memberships on Hold!
If you place a membership for a patient on hold, you will now see a special badge reflecting that they are still tied to the membership, just not fully active at this time.
Scenario One:
If a Patient puts an active membership on hold, on the next payment due date, the membership would show the on-hold icon. For example, if the Patient paid today for a month, and then put their membership on-hold starting next week, the icon would change one month from today when their next payment was due. Since they've already paid for the full month, we would see the active membership icon until the next payment was due.
Scenario Two:
Patient's recurring membership payment is due today. It's processed, but it declines. The icon would change to the on-hold icon until the membership was able to process. This prevents you from extending membership benefits while someone is in a delinquent payment status. Once they pay, the icon will change back to active overnight. If they don't end up paying after 3 attempts, their membership is churned and the icon disappears entirely.
When a membership is placed on hold, you will see a line item reflecting the hold period for the months that the membership was not charged for. This will reflect the steps and time frame in which the membership was paused by the practice.
Enroll a Patient Through the App
24. Log into the AR app on your iPad.
25. Navigate to the patient's profile and click the 3 dots in the top right corner.
26. Click "Membership".
27. To view or edit the the status of their membership, click "Show Details".
28. To add a membership, click "+Membership" and fill in the required fields.
29. Next, the patient will need to read and sign the membership agreement.
30. Then choose a payment method at checkout.
Tip: All Done!
Tip: Additional Information:
[[You can now enroll your clients into multiple membership plans.]]
[[If you cancel membership, no amount is refunded to the client.]]
[[Client receives email notifications upon signup, cancellation and monthly renewal.]]