📝 Overview
Wellness Plans allow practices to offer clients structured, subscription-based care packages for their patients. Plans can be itemized, discount-based, or a hybrid of both — and the software automatically tracks consumption, applies discounts, and processes recurring payments. This article covers how to enable the add-on, create and manage plan templates, enroll patients, track usage, and run reports.
💡 To automatically process payments for Wellness Plans, Integrated Payments must be enabled. For enrollment information, contact [email protected] or click the Payments tab from the settings to get started.
🔑 Enabling Wellness Plans
To enable the Wellness Plans add-on:
Click Settings on the left hand navigation and select Add Ons. Or if you are in the settings module, select the the Add-Ons tab
Find the Wellness Plans row and select Enable to the right
Complete the form that appears and click Enable
⚙️ Managing Wellness Plan Templates
Creating a Wellness Plan Template
⚠️ Please Note: Plan fees are based on an inventory item created in the Administrative Fee category. Before you can create a new wellness plan, you must first create the fee for the plan. Once created, you can select that fee as an option in the Enrollment Fee or Plan Fee field. Click the button below to learn more about creating fees.
Once the add-on is enabled, a Wellness Plans template type will become available under Settings > Templates. To create a new template:
From the left hand navigation, select Settings > Templates > Wellness Plans or Select Wellness Plans from the Template tab of the settings.
Select New Template from the top left of the page
Give the wellness plan a Title (required) and click Next
Complete the plan details form by defining the following:
Plan term (duration of the plan; 1 year is most common)
Enrollment fee (One Time fee if applicable)
Plan fee (Actual cost of the ongoing plan) * If a plan is monthly, the Plan fee will be per month. If it is a yearly plan (client paying for the entire plan up front, the Plan fee will be the entire cost of the pan.
Payment frequency (monthly is most common)
Provider production credit settings
Click Save.
After saving the plan terms, define what is included in the plan. Plans can be configured in one of three ways:
Itemized Plan
Lists specific items provided at no additional charge during the plan term. To add items:
Click Items and select the option to add an item
Complete the form by selecting the applicable item from inventory and specifying the included quantity. The quantity selected is the total amount this item can be used during the duration of the pan.
Click Save + Done to save and close, or Save + Add New to save and add another item.
Discount-Based Plan
Defines automatic discounts applied to inventory categories rather than listing specific items (e.g., 10% off all retail items). To add discounts:
Click Non-Plan Discounts and select the option to add a new discount
Complete the form that appears. You'll select the category the discount applies to — any item within that category will receive the discount
Click Save + Done to save and close, or Save + Add New to save and add another discount.
Hybrid Plan
Combines both itemized items and category-based discounts. This is the most popular plan type — it gives clients a reason to regularly visit the practice to use included items, while also creating up-sell opportunities during those visits.
✏️ Editing or Deleting Wellness Plan Template
⚠️ A wellness plan template can only be edited if no patients are currently enrolled in that plan. This restriction ensures compliance with plan obligations made to existing enrollees.
To edit a template:
Click into Settings
Click Templates and select the option to View Wellness Plans
Click on the applicable plan and select Edit
Make the desired changes and click Save
Deleting a Wellness Plan Template
⚠️ A wellness plan template can only be deleted if no patients are currently enrolled in that plan. This restriction ensures compliance with plan obligations made to existing enrollees.
Click Settings
Click Templates and select the option to View Wellness Plans
Select Delete to the right of the plan
Confirm your intent to delete the plan
👥 Enrolling Patients
Patient enrollments are managed under the Wellness Plans tab within a patient's profile. There is no limit to the number of plans a patient can be enrolled in simultaneously.
To enroll a patient:
Navigate to the applicable patient profile
Click Wellness Plans and select the option to enroll the patient in a plan
Complete the form by selecting the applicable plan and entering the payment method
Click Enroll.
💡 The Auto-Bill On field allows you to select the specific day of the month that recurring payments will be charged. Automated payment processing is only available with DaySmart's Integrated Payments.
Once enrolled, an invoice is generated for the enrollment fee (if applicable) and the first payment. If the plan is set to monthly billing, invoices will be automatically generated on the selected Auto-Bill On date, and the software will attempt to charge the saved payment method. If an automated payment fails, an alert will be sent to practice administrators. Failed transactions can also be reviewed in reporting.
🔍 Tracking Plan Consumption
The software automatically tracks which plan items have been used and adjusts invoice balances accordingly. Discounts for non-plan items are also calculated automatically. Once the included quantity for an item is exceeded, the software will resume billing for that item at its standard rate.
A consumption summary can be printed from the patient's profile or at checkout. To print manually:
Navigate to the applicable patient profile.
Click Wellness Plans and select Active Plans
Click the gear icon for the applicable plan and choose one of the following:
Print Summary — displays how many items are allowed, used, and remaining
Print Details — displays the date used, item name, quantity, provider, and associated invoice
❌ Cancelling Enrollment
To cancel a patient's enrollment in a plan:
Navigate to the applicable patient profile
Click Wellness Plans and select the option for Active
Click the gear icon for the applicable plan and select Cancel Plan
Confirm your intent to cancel
⚠️ Changing a patient's status to Deceased does not automatically cancel their Wellness Plan enrollment. Cancellation must be completed manually.
📊 Reporting
When the Wellness Plans add-on is enabled, a dedicated set of reports becomes available in the Reports module under the Wellness Plans tab.
These reports provide insight into:
Which plans are attracting the most enrollments
Which patients are enrolled in which plans
Successful and failed automatic payment transactions
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Can a patient be enrolled in more than one Wellness Plan at a time?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. There is no limit to the number of plans a patient can be enrolled in simultaneously.
What happens if an automated payment fails?
Click the arrow to see the answer
Click the arrow to see the answer
If an automated payment is unsuccessful, an alert is sent to practice administrators. Failed transactions can also be reviewed in the Wellness Plans reporting section.
What happens when a patient exceeds the included quantity for a plan item?
Click the arrow to see the answer
Click the arrow to see the answer
Once the included quantity for an item is used up, the software will automatically begin billing for that item at its standard rate.
Can I edit or delete a Wellness Plan template if patients are already enrolled?
Click the arrow to see the answer
Click the arrow to see the answer
No. Templates can only be edited or deleted when no patients are currently enrolled. This restriction is in place to ensure compliance with the plan terms already communicated to enrolled clients.
Does changing a patient's status to Deceased cancel their Wellness Plan?
Click the arrow to see the answer
Click the arrow to see the answer
No. Changing a patient's status to Deceased does not automatically cancel their enrollment. The plan must be cancelled manually through the patient's Wellness Plans tab.
Is Integrated Payments required for Wellness Plans?
Click the arrow to see the answer
Click the arrow to see the answer
Integrated Payments is required for automated recurring payment processing. Without it, payments cannot be automatically charged on the billing date. To learn more about enrollment, contact [email protected].
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 "New 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 Active Plans"
Click on the gear icon for the applicable plan and select the option to either "Print Summary" or "Print Details"
The "Print Summary" displays how many items are allowed, used and remaining. The "Print Details" will display the date the item was used, the item, quantity used, provide, and the invoice.
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.