Enabling Wellness Plans
To enable the wellness plans add-on:
Click on Settings
Click on “add-ons”
Click on the plus icon for the wellness plan row (please note that an additional fee may apply)
Complete the form that appears and click “enable”
In order to automatically process payments for wellness plans, you will need to enable Integrated Payments. Please contact us for more information about enrolling by emailing [email protected]. |
Creating Wellness Plan Templates
Once the add-on is enabled, a new “wellness plans” template type will become available under “templates” Settings. To create a new wellness plan template:
Click on Settings
Click on “templates” and select the option to add a template
Complete the form that appears – be sure to select “wellness plan” as the template type, and click “next”
Complete the next form that appears by defining the plan term (i.e., how long the plan will last – 1 year is most common), whether an one-time enrollment fee will be applied, what the on-going plan fee will be, whether the on-going fee will be paid monthly (that is most common), and whether providers earn production credit and how
Click save
After the plan terms are set, the last step is to define what is included in the plan. Plans can be set up three ways: (1) itemized; (2) discount-based; or (3) hybrid.
An itemized plan lists the specific items that will be provided at no additional charge during the plan term. This approach was popularized by Banfield. To add items to a plan:
Click on “items” and select the option to add an item
Complete the form that appears, including by selecting the applicable item from inventory and specifying the quantity that is included
Click “save + done” to save the current item and close the form, or “save + add new” to save the current item and add another
A discount-based plan does not list specific items, but instead defines automatic discounts that are applied to the inventory categories that are included in the plan. For example, this kind of plan might provide for a 10% discount on all retail items. To define the discounts:
Click on “non-plan discounts” and select the option to add a new discount
Complete the form that appears
Click “save + done” to save the current discount and close the form, or “save + add new” to save the current discount and add another
A hybrid plan is one that combines the itemized plan and discount-based plan. This is the most popular type of plan because it provides clients a reason to regularly visit the practice to consume the “free” items, as well as provides a compelling up-sell opportunity while the client is visiting.
Editing A Wellness Plan Template
A wellness plan template can only be edited if there are no patients enrolled in that plan. This limitation is designed to ensure compliance with plan obligations made to clients that are currently enrolled in the plan. To edit a plan:
Click on Settings
Click on “templates” and select the option to view the plans
Click on the applicable plan
Click on edit
Make the desired changes and click “save”
Deleting a Wellness Plan Template
A wellness plan template can only be deleted if there are no patients enrolled in that plan. This limitation is designed to ensure compliance with plan obligations made to clients that are currently enrolled in the plan. To delete a plan:
Click on Settings
Click on “templates” and select the option to view the plans
Click on the gear icon for the applicable plan and select the delete option (this option will only be available if the plan has no enrollees)
Confirm your intent to delete the plan
Enrolling Patients
Patient enrollments are managed under the “wellness plans” tab in a patient’s profile. There is no limit on the number of plans that a patient can be enrolled in simultaneously. To enroll a patient in a plan:
Navigate to the applicable patient profile
Click on “wellness plans” and select the option to enroll the patient in a plan
Complete the form that appears by selecting the applicable plan and entering the payment method that will be used.
Click “enroll”
The “auto-bill on” field allows you to select the specific day of the month that monthly payments will be charge. |
Automated payment processing is only available if you use our Integrated Payments. |
As soon as the patient is enrolled, an invoice is generated for the enrollment fee (if applicable) and the first payment. If the plan terms call for monthly payments, an invoice will automatically generated for the patient’s primary owner on the applicable “auto-bill on” date and the software will attempt to charge the applicable payment method. If the automated payment fails, an alert will be sent to the practice administrators. Failed transactions can also be viewed in reporting (see below).
Tracking Consumption
Our software also tracks which plan items have been used to date and will adjust the invoice balance for you. Discounts for non-plan items are calculated automatically as well. As soon the included quantity for an item is exceeded, the software will begin billing for that item normally. A summary of the consumption can be printed from the patient’s profile or when checking out an appointment. To print the summary manually:
Navigate to the applicable patient
Click on “wellness plans” and select the option to view the plans
Click on the gear icon for the applicable plan and select the option to print the summary
Cancelling Enrollment
To cancel a patient’s enrollment:
Navigate to the applicable patient
Click on “wellness plans” and select the option to view the plans
Click on the gear icon for the applicable plan and select the option to cancel the plan
Confirm your intent to cancel the plan
Changing a patient’s status to deceased does not automatically cancel the patient’s enrollment. |
Reports
A new set of reports will appear in the Reports module when the wellness plans add-on is enabled. These reports will be grouped under the “Wellness Plans” tab. The reports provide insight into which plans are succeeding in attracting enrollments, list which patients are enrolled in which plan, and summarize successful and failed automatic payment transactions.