Overview
This guide has been created to give you the details on how the BHRC Elite Membership is set up in PatientNow, what treatments are available for use with the membership, how to sell a membership, how to redeem treatments/discounts, and a Quick Guide.
Configuring Membership
The configuration of the Elite Membership consists of the following elements in PatientNow:
- Discount Reason
- Promotional Discount(s)
- Sales Package
- Membership Plan
- Plan Notifications
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Discount Reason
Administration > Financial Admin > Discount Reasons
The “Discount Reason” is used when building “Sales Packages” for the offers given to Members. The name of the discount reason should be “Membership”
There should be two (2) Discount Reasons created for the Membership Program.
Promotional Discount(s)
Administration > Financial Admin > Promotional Discounts
There should be one (1) Promotional Discounts created for the Membership Program. Each Promotional Discount should be tied to the specific Procedures, Products, Vendors, Manufacturers, and/or Product Categories for which it can be used.
Sales Packages
Administration > Financial Admin > Sales Packages
Click “Add” under “Sales Packages
Membership Plan
Administration > Financial Admin > Membership Plan >> Membership Plan Info Tab
The Membership Plan settings should be as follows:
Name: ELITE Membership
Code: ELITE
Annual Cost: $1908
Monthly Cost: $159
Make sure both checkboxes for “Add Sales Packages Monthly” and “Create Monthly Membership Invoices” are checked
Promotional Discount: ELITE Membership - Free Monthly Treatment
Sales Package: ELITE Membership - Monthly Treatment
ELITE Membership Agreement Template
Plan Notifications
Administration > Financial Admin > Membership Plan >> Notification Tab
pN Online Guide
Click here to see PatientNow’s guide on setting up Membership Plans.
Click here to see PatientNow’s video on how Memberships work.
Membership Sales
Signing the Membership Agreement
On an iPad, find the Patient and go to Patients > Document Creation > then click “Create New Document”
Create New Document Pop-up: Select “Create Signature Document(s)”
Create Signature Document Pop-up: Select “Elite Membership Agreement” then click “Sign Documents”
A Membership Agreement will pop-up and you can have them sign all of the necessary fields.
Invoicing The Elite Membership Plan
Next, go to Patients > Registration / Billing > Invoice Tab > and click “Add” under Invoicing
Invoice Date: Today’s Date
Invoice Name: Monthly Elite Membership
Invoice type: Membership
Income Facility: your facility
Provider: tbd
Membership Plan: Elite Membership
Membership Start: Enter the first day of the month you are currently in - this will set-up the automatic monthly payment for the 1st.
Monthly - 99 Months
Redeeming Monthly Service
Go to Patients > Registration / Billing > Invoice Tab
Each month when the member is charged for their Membership fee, an Invoice will be autogenerated for that month's membership. Within that invoice, will be two line items:
- Monthly Elite Membership - $159
- Hydrafacial Signature - $0
If they are getting a Signature Hydrafacial then click on "Redeem" to redeem that service.
If they want a different service then click on "Trade" to swap out the Product or Procedure with any of the following:
Products
- B12 Shot x 4
- SkinCeuticals Sensei Peel (LA, NB, BP & DTS)
- SkinCeuticals Corrective Peel (BR)
Procedures
- Microneedling
- LHR - Two (2) Medium Areas
- LHR - One (1) Large Area
Once you have swapped the Signature Hydrafacial out, make sure you apply the Promotional Discount “Membership - Free Monthly Treatment” to that Sales Package
Redeem or confirm
Applying A Membership Discount
Go to Patients > Registration/Billing> Invoice Tab
To Apply the Membership Discount, create an invoice as you normally would:
- Click on “Add” under “Invoicing”
- Invoice Name: “ELITE Membership - [Product/Procedure]”
- Sales Package: Select the Sales Package of the Product/Procedure that the member is purchasing
- To apply the discount, click on the item you just added and click on “Edit” under “Selected Item”
- Next, click on “Add” under “Discounts”
- Make sure the following settings are used under the “Discounts”
- Type = Percent
- Pct = 15.00%
- Reason = Membership
Redeeming Yearly Service
To redeem the Elite Member's yearly service, first, check the patient's invoice history by going to Patients > Registration/Billing> Invoice Tab
There are two criteria that need to be met:
- They have had 12 months of membership billing
- They have not already redeemed an Elite Membership Yearly Treatment for the last 12 months
To Add the Yearly Treatment:
- Click on “Add” under “Invoicing”
- Invoice Name: “ELITE Membership Yearly Treatment - [Month Year]”
- Sales Package - select either:
- ELITE Membership - Yearly Treatment - Free
- ELITE Membership - Yearly Treatment - 50% Off
* If you are going to redeem the standard item then you can do it as you normally would
If you need to trade the item:
- Click on the service line item
- Then click “Edit” under “Selected Item”
- Choose the product or procedure you want to change to
- Make sure the qty, pricing, and discount matches the profile of the Yearly Treatment you want to use (see Yearly Treatments Quick Guide)
- You can then redeem the product/procedures as you normally would
ELITE Membership - Quick Guide
