Tip: We match the contents of the RepeatMD wallet based on the Patient's phone number. If upon checking, the Patient's wallet does not contain the proper RepeatMD contents, confirm the same phone number is being used for both systems. If not, make the necessary changes then refresh the wallet view. If for any reason the contents still do not reconcile, please start a chat from inside your AR web browser or iOS app.
Looking Up a Patient's RepeatMD Wallet on the Timeline
1. To view the static wallet display from the Patient's timeline on the web, navigate to the Patient Wallet button on the web browser.
2. We've added a few changes to the Patient Wallet to accommodate the new RepeatMD information. You will now see an Aesthetic Record Wallet which is identical to what has always been there, it's just now labeled.
The RepeatMD Wallet displays the items from your Patient's RepeatMD wallet, the clinic where the item is eligible for redemption, and the number of units available. In subsequent phases, you will also see the dollar value of each item listed.
3. To view on the iOS app, click the three dots in the top right hand corner, and select Wallet from the dropdown.
4. On iOS, you will see a toggle display for both wallets. Choose RepeatMD Wallet to view the contents.
5. Once you toggle to RepeatMD Wallet, you can view the full contents: product, clinic, and quantity
Redeeming a RepeatMD Wallet Item
6. Start your charting process from the iOS app. If you'd like to double check what is' available for the Patient in their RepeatMD wallet prior to treatment, you can do so by following the directions above.
7. Chart your procedure as you normally would & save it.
TIP: The discounts provided by the RepeatMD membership do not automatically apply to a patient's cart in Aesthetic Record. To ensure the discount is properly applied, you will need to create a specific inventory variation or inventory item within Aesthetic Record to reflect the membership discount.
8. We can't talk about charting without a reminder to always add traceability!
9. Either from the procedure or the timeline, click Take Payment.
10. If you are using the Chart-to-Cart functionality, your treatments will appear in the cart automatically.
11. To begin applying RepeatMD Wallet items to the cart, click on Wallet. Since RepeatMD is clinic specific, the chart location must match the clinic location in the wallet to use items from the wallet.
Assuming everything matches, you can toggle between the AR Wallet & the RepeatMD Wallet.
Locate the RepeatMD item you'd like to apply to your AR cart, and click on it.
12. Once you click on the item to redeem, you will see 3 important fields:
How many units of that item you have available to apply
The AR invoice item to which the RepeatMD item should be applied
The number of units to redeem from the RepeatMD wallet
In the case of our example, a single Hydrafacial treatment, the information is very straightforward. It's a 1:1.
Once you complete this information, click Redeem, and the item will be applied to the cart.
Tip: Please note: In this phase of the RepeatMD integration, we do not know the price per item that the Patient paid to RepeatMD. Thus, we will apply credit for RepeatMD wallet items at the value of those items in the AR cart.
Example: Patient paid $250 for Treatment X in the RepeatMD wallet, but the item is valued at $200 in the AR Cart. As a result, we will apply $200 toward the cart for that item. We cannot see the original value at this phase of the integration, but it is coming very soon!
13. If you are going to administer multiple units of a particular product, the confirmation popup will look a bit different.
Available Products: This is the number of units still remaining in the RepeatMD wallet from the original purchase (i.e. they bought 100 and have used 10).
Invoice Item: The item from the AR invoice that you'd like to redeem with a RepeatMD credit
Units to Redeem: For treatments that have multiple units in the cart (for example toxin), you will be prompted to choose how many RepeatMD units to apply to this cart.
14. Select the final quantity from the dialogue box, and then back to Redeem.
Tip: FYI, in this version of the integration, you cannot redeem both RepeatMD and AR Wallet units for the SAME item. For example, you can not take a 40 unit Botox treatment and apply 20 AR Wallet credits and 20 RepeatMD Wallet credits. You can mix and match both wallets in the same cart, however, as long as it is on different products. This feature update will be available in the near future!
15. Once you apply your RepeatMD Wallet credits, you will see the cart total begin to reduce. When you've applied everything you wish to apply, click Checkout.
16. Once total wallet items are applied, the outstanding balance will show for payment.
17. Proceed as normal to complete the full payment.
18. Once you have transacted with a RepeatMD Wallet redemption, you will see that information reflected in the Wallet Log.
19. On the iOS display of the receipt, you will see any RepeatMD Wallet redemption directly below the item.
Notice, RepeatMD is treated like a Payment Method. Why? Since the original payment is not made in AR, we do not reflect it in the gross sales number as positive revenue. As a result, if we treat RepeatMD wallet redemptions like a regular AR Wallet and subtract them out as a liability, it will drastically reduce your net sales number. It will be all negatives with no positives to the bottom line. Therefore, we are treating it as a payment method and providing you with specialized Business Insights reporting to reconcile redemptions in AR with sales in RepeatMD.
20. Below is a breakdown of how to read your AR invoice with the new RepeatMD changes from the web (also the copy that is emailed to the Patient). Understanding how we account for RepeatMD transfer credits will be important as you begin to breakdown your RepeatMD activity in Business Insights!
