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📖 RECOMMENDED READING Before enrolling any patients, you must first create your various membership plans. We recommend reading the How to Manage Plans article before learning about how to enroll patients in plans.

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Overview

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How do I enroll a patient in a membership plan?

You can enroll patients in one or multiple membership plans simultaneously. When enrolling a patient, you can:
  • Specify the plan(s).
  • Set a primary member (for group enrollments).
  • Override the pre-determined billing amount (if needed).
  • Set a start date.
  • Automatically charge payment information on file (if available).
You can also allow patients to submit an enrollment request.

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What happens after patients are enrolled in a membership plan?

Once enrolled
  • The patient will receive an email notification about the enrollment.
  • If the patient has payment information on file:
    • they will be charged within 24 hours of the start/renewal date.
    • they can choose to split the total charge across multiple payment methods on file.
  • If the patient does not have payment information on file, they will be sent a payment request on the start/renewal date.
  • The patient remains on the membership plan until you manually un-enroll them.
To view or edit a specific patient’s membership plan(s):
  • Go to the patient’s Demographics -> Insurance, Payment & Membership section OR
  • Go to Reports -> Membership Report.

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Workflow Instructions

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Enrolling a patient in a membership plan

1 Open the Membership Enrollment Form using one of the following workflows:
  1. Clicking the Membership button at the top of your Practice Home.
  2. Opening the patient’s demographics and clicking + add membership plan in the Insurance, Payment & Membership section.
2 Fill in the following details:
  • Plan members: The names of all the members that belong to the plan. If you’re enrolling a patient from their demographics then this field will automatically be populated with their name.
    • Individual Plans - This will just be the patient and they will be the primary member by default.
    • Group Plans - The primary member of the plan (typically the one paying) should be listed first, followed by the other plan members.
  • Plan name: Select the plan from your list of membership plans.
  • Amount: The total amount the primary member is to be charged each time the membership renews.
    • The default amount will be the Billing Amount assigned to the membership plan. To adjust the Amount, click Override.
      • If you override the default Billing Amount of a membership plan for a specific patient, the new amount will remain in effect even if you change the default Billing Amount of the entire membership plan.
  • Start date: The start date of the membership plan.
    • The default start date will be today.
3
To allow patients to split a total charge across multiple saved payment methods, make sure to select Automatically charge payment method on file .
If the patient has a card on file and you want to automatically charge the card, check the Automatically charge payment method on file box. 4 Click Enroll .

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Patient self-enrolling in a membership plan

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Refer to this article to learn how you can allow patients to submit an enrollment request on their own.

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Editing a patient’s membership plan

While you can edit a patient’s membership plan from both their demographics and the Membership Report, we recommend editing it from the demographics as it gives you the most convenient view: 1 Go to the patient’s chart and open their demographics. 2 Go to the Insurance, Payment and Membership section. 3
To allow patients to split a total charge across multiple saved payment methods, make sure to select Automatically charge payment method on file .
Click Edit and make any necessary changes to the subscription. You can change the following:
  • Billing Amount (by clicking Override)
  • Start date
    • The Start date can only be changed if the date is after the current date.
  • Automatically charge card on file
4 Click Update Enrollment . All edits will take in effect on the new renewal date. Patients will receive a notification about any edits to their Membership Subscription.

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Pausing a patient’s membership plan

1Go to the patient’s chart and open their demographics.
2Go to the Insurance, Payment & Membership section.
3Click Pause .
4Click Pause billing .
Once a membership plan is paused, the patient will not be charged until the subscription is resumed. Patients will not receive any notifications about their subscription being paused or resumed. Resuming a patient’s membership plan
1Go to the patient’s chart and open their demographics.
2Go to the Insurance, Payment & Membership section.
3Click Resume .
4Click Resume billing .
Once a membership plan is resumed, the patient will be invoiced again on the next renewal date. Patients will not receive any notifications about their subscription being resumed.

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Removing a patient from a membership plan

1Go to the patient’s chart and open their demographics.
2Go to the Insurance, Payment & Membership section.
3Click Unenroll .
4Click Unenroll & remove .
Once a patient is unenrolled from a membership plan, they will no longer receive any invoices about the subscription. Patients will not receive any notifications about the un-enrollment.
📖 Next Article to Read Membership Management- How Patients Receive Communications