1. Start by charting a procedure in your iOS mobile app. Once you've saved it, click the credit card to begin the Chart-to-Cart process.
2. In the cart, you will see both products at full price plus tax. Until you apply your RepeatMD credits, the tax will still be applied to these products. Lower the Current Sale window to continue in the POS.
3. Click Wallet to access your Patient's available RepeatMD rewards and purchases.
Redeem for Units Example
4. In our first redemption example, we will redeem for value of our Hydrafacial. procedure. This means no matter what the Patient paid for the Hydrafacial in the RepeatMD app, we are going to assign it a 1:1 value equal the price inside the AR wallet.
If the prices are different, when we redeem for value, we ignore the over or underpayment, and simply count it as a 1:1 with Aesthetic Record.
Inside the wallet, find the item you wish to redeem for units, and click on it.
5. Once you click, the redemption screen will appear. Notice the fields below. In our example, the patient has 1 Hydrafacial available in her wallet. The unit cost is $250 from RepeatMD and our cost on the AR invoice is $235. Because our redeem type is by Unit, we are going to ignore that $15 difference and do a 1:1. Confirm you have the right invoice item matched to your redemption and the right number of units.
6. Once you feel confident you have everything confirmed, click Redeem.
7. Once you close the invoice, the wallet log will update to reflect the your redemption as shown below with the $235 Hydrafacial removed from the wallet.
Redeem for Value Example
8. Below, you see the balance in the cart. has been reduced by the cost of the Hydrafacial procedure as a result of the 1:1 redemption. Our remaining product on the invoice is Dysport, and we only have Botox units in the wallet. We could do a 1:1 if they had the same price, but since they don't, we are going to redeem for value instead.
Redeeming for value works just like it does in the Aesthetic Record wallet. Essentially, we are converting the treatment into "wallet cash" and applying it without regard to any sort of unit to unit matching.
Click the item you wish to redeem in the wallet- in our case, Botox.
9. Once we click Botox, the redemption screen appears. Let's walk through the fields below:
The patient has 44 Botox units available that can be turned into $572.00 cash.
We are choosing to redeem for value, not units, so you'll notice there is no need to match items 1:1.
We can add the amount we want to deduct from the total Botox value and assign to this invoice instead.
Although we are't necessarily interested in units, that is how the wallet is displayed, so based on what we need to redeem, AR will automatically take the amount of whole units required to equal the needed dollar value. So, in our case, it will take 11 units of Botox to equal $140.
1 unit of Botox = $13.
We need at least 11 to get to $140 , and we actually get to $143.
The $3 surplus will be deposited back into the wallet as a Transfer Credit once the invoice is paid. We'll show you how to check for that in Step #14.
10. Once we feel good about our choices, and we've selected the right amount, click Redeem.
11. Now, you see the cart has gone to $0 owed, and our taxes are now gone also. If you are curious as to why the taxes are no longer on the invoice, it's because you are redeeming a pre-paid purchase. You paid taxes on the actual payment the day you made it, so you are not taxed again when you use it.
12. Although the invoice has been reduced to $0, you will need to close it out, and Patients can still add a tip against the original value if desired!
13. There is a lot of information on the invoice once it's paid because of the RepeatMD unit and value redemptions, but our main focus is inside the box below. This RepeatMD Payment will show up in your Business Insights as a sale with the payment type RepeatMD Payment. This helps keep your books clean so you don't double count that revenue for the year - anything with a RepeatMD Payment has already been paid for before in their app. Here you can also view the final receipt if desired.
14. As mentioned in Step #9, after the invoice closes, then we will see any transfer credits get automatically returned to the wallet. In our case, we needed at least $140 in credit, and to do so, we have to round up to the next full unit of Botox, so 11 units of Botox which equals $143. Thus, we have an extra $3 credit we need to add back to the wallet.
This difference could be $50 or $100 or more depending on the situation and when the patient bought vs. redeemed. In our case, $3 isn't much, but if it was $100, your patient would be eager to make sure they didn't lose the credit!
To check, open the wallet log from the Patient Profile. If you are using the app, you will see credit on the left and debits on the right. In our case, we see a TransferCredit added of $3.00 which brings our Transfer Credit grand total to $5.45.
Redeeming Membership Rewards
15. If your patient has a RepeatMD membership, he or she should have a badge that syncs the first time you open their wallet, and then stays on their profile in perpetuity until they cancel. This R badge lets you know which membership they have in advance of them coming into the office. It also lets you know the patient likely has Membership Rewards available depending on what you have included in your memberships.
We are going to use a new example cart to illustrate the process for using membership rewards with an AR invoice
16. First, we recommend navigating to the patient's profile and their wallet from the patient profile to see the full list of membership benefits to which he or she has earned.
As you can see below, there are three main data points:
How many they can choose per reward period and the date of the next deposit
How many of those rewards do they have left
The list of eligible treatments or services that qualify for the membership benefit
17. For this example, our patient came in for 1 round of CoolSculpting to the flanks. Minimize the cart to go into the full POS screen.
18. Follow the same process as before and click on Wallet to see what's available.
19. Once inside the wallet, navigate to the area with Membership rewards. You will notice that the full scope of the entire benefits reward package is not listed here. If you want to see everything available to the patient in their membership, you can get a full list of it all on their static Patient Wallet page from their profile (not from POS).
In our case, we know going into this checkout process, that our patient has a Coolsculpting benefit option in her monthly reward program, so as long as it's available, we intend to use it. Click Membership Platinum (or whatever the name is of your membership program) to see what benefits are available.
20. We see the patient has a "Choose One" type membership reward available in the wallet. First, you want to make sure you are navigating to the right Reward Group. The patient may have more than one membership, each with different "Choose One" benefits or he or she may have multiple options within a single memberships; every practice sets up their membership program differently!
For now, we've confirmed in our example that the Reward Group is correctly listed and the proper Reward Option we want to use is the one for CoolSculpting Abdomen since it most closely matches our treatment area.
21. Membership rewards do not have a value when they are sent to AR from RepeatMD; therefore, they can only be redeemed per unit as a 1:1 for an item on the existing AR invoice. The Redeem Type cannot be changed for these; it should always say by Unit. Also, don't forget to double check that you are matching the membership reward to the the right Invoice Item. If everything checks out, hit Redeem to continue on.
22. Once this redemption is made, the cart will then zero out the price of the item.
23. Next, you will continue on with the checkout process so you can finalize and close the invoice.
24. Once you complete the invoice, the wallet logs will reflect that you used a membership benefit and which one, then the available treatments showing in the wallet will reduce.
Applying Transfer Credit
25. For our last example, we are going to use RepeatMD Transfer Credits (i.e. leftover cash from value redemptions) to pay for items on an invoice. We'll start with the Dermaplane procedure shown below for $75.00. You would stat by minimizing the cart and get into the main POS screen.
26. Click Wallet as you with every type of redemption
27. Once you are in this patient's wallet, you will see the Transfer Credit amount listed at the very top. The highlighted box, however, is display only. It is not clickable. To redeem these funds, you will mimic what you do for AR Wallet Cash, and click Redeem.
28. The redemption screen will appear. Locate the RepeatMD Balance Transfer area, and click on it.
29. Fill in the amount of your RepeatMD Balance you'd like to apply to this invoice and click Redeem.
30. Once redeemed, you will see the transfer amount noted on the invoice and the amount reduced.
31. The invoice is zeroed out, but it still needs to be closed by clicking Select Payment Method and choosing cash.
32. Once the invoice is complete, you will see the wallet log entry of the Transfer Credit being applied. You will also see the balance reduced in the static wallet.
Now you have all four methods for redeeming an existing RepeatMD items in Aesthetic Record. You will want to choose the right one based on price differences between systems, whether or not the patient is on a membership, and to use up leftover transfer credits that can be applied to anything!
If you need any assistance as you begin to use these methods, don't hesitate to reach out to our live chat team 7 days a week!