Help / Expenses, invoices and accounts

Memberships

Memberships, under Patients in the menu on Start; the Membership fold on a patient's record; Plans on the Memberships page.

Emails, at the top of Memberships, holds the two emails for members moving across: the announcement and the reminder, each with its text, the date and time it goes, and who it goes from. The announcement goes to active, paused and past due members matched to a patient, with their portal invitation, and to a member matched later until the date set; the reminder goes to those still showing Card needed. Each member receives each email once. Both ask members to add a card, so neither goes while card payments are not working: the sheet says why, a task is raised, and the emails go by themselves once card payments work. Nothing is sent before 9am or after 5pm.

The Memberships page opens with four figures: active members, what they bring in each month, how many are past due, and how many included treatments are still owed. Under them is one list of every membership and custom plan, with a coloured edge for its state: green active, red past due, amber paused or a custom plan, plum cancelled. The tabs above it narrow the list and Search finds a name or a plan. Press a row and the panel beside it shows that membership.

The list and its figures hold the memberships of every organisation you sign in at that has Memberships, each exactly as you would see it signed in there. Where they hold more than one organisation's, each row is marked with its organisation's label, with a tick for each organisation above the figures to hide or show its rows. Redeem, Pause, Cancel and the rest are done at the membership's own organisation. Enrol, Plans, Import, Emails and Unmatched are the organisation you are signed in at. An organisation whose memberships could not be read is named above the figures.

At the top of the panel and of the Membership fold, Left says how many included treatments the member can use today, counted in the same units as the table, and how many more the plan opens in the next twelve months, with the day of the next. The table lists what can be used now, with Redeem beside it, then each treatment still to unlock over those twelve months with the day it opens; a treatment that has not unlocked has no Redeem. A membership that is cancelled, ended or not yet started shows no Left figure and no coming unlocks, and nothing is listed past the day a cancellation takes effect.

The panel, and the Membership fold on the patient's record, show the plan, when it started, the next payment, what has been paid and where it came from, then each included treatment with how many are used and left, the period they must be used in and when one was last taken. Started can be corrected where it is shown; the periods move with it.

Redeem records a treatment taken against the allowance: choose the treatment and the day, which starts at today, and it is recorded against that day's appointment when there is one. It is refused when nothing is left. Pause stops payments for a number of months, up to what the plan allows in a year. Cancel says the day it would end before you press it: the end of the commitment, or after it the end of the month already paid for, and the member keeps everything until then.

Enrol puts a patient on a plan: find them, choose the plan, and Stripe's own page takes the first payment; open it on the iPad for the patient or email it to them. Custom plan in the same list offers one patient a one-off price for something, which they pay from their portal or from the link.

Where members' cards are in a Stripe account of the organisation's own other than the one invoices use, its key goes in Settings, Portal and payments, under Membership payments, and memberships are paid through it. Subscriptions, at the top of Memberships for a Director, lists that account's subscriptions beside the memberships they belong to and how each was matched, then the subscriptions no membership claims and the memberships no subscription claims. Carry cards puts each matched member's Stripe customer and card on their membership, so Card needed clears; it changes nothing in Stripe. Test charge takes £1 from one member's saved card without asking them and refunds it straight away, to prove the card can be charged. Made by says which app made the account's subscriptions and whether any carries a fee for it, and a subscription with no card says what it pays with instead. Link subscriptions, pressed twice, ties each live membership to the subscription that bills it, so its payments, pause and cancel are kept from then on; it is the cutover, pressed once the old membership app has stopped, and it changes nothing in Stripe. A live subscription with no membership has Make membership, pressed twice: it makes the membership on the plan the subscription's product is named after, for the patient whose record holds the subscription's email address, started on the day the subscription began and linked to it. Where two records for the same person hold that address, the older one is given the membership and the other is named as a duplicate to merge; where the address is on records for different people, or no plan has that name, it says so and makes nothing. The same can be done from the patient's own record: in the Membership fold of somebody who is not a member, Find their subscription lists the live subscriptions held for their email address that have no membership, each with Make membership. Subscriptions that ended or never started are folded away at the foot of the page, as there is nothing to do about them; each member's name opens their record.

A membership carried over from the old membership app says Card needed until the patient adds a card, or until their card is carried from the memberships account. Once billing through Fedelsoft is on, they can do that from their portal, or Card makes a link for them; nothing is taken until their next payment is due. One that could not be matched to a patient says Not matched, and Match finds the patient. A treatment taken that the member's plan does not list is shown under Outside the plan, with the day it was taken, and is not counted against the plan's allowance. A member who had already cancelled in the old app arrives as Ended, under Cancelled, with their payments and treatments kept as history and nothing owed. When a carried-over member adds a card, their first payment here is taken on the day the old app would have taken it, never sooner.

Plans, for a Director, lists the plans on the left and edits the chosen one on the right: its name, price, commitment, how much pause it allows and what patients read about it, each saved as you leave the box, and one table of what members get. Changes reach new members from their next payment; people already on a plan keep the terms they joined on. Hide takes a plan out of the portal without affecting its members, Copy starts a new plan from it, and Retire is there only once nobody is on it.

Import, for a Director, reads an export from the old membership app. Check says what it would do before anything is written. Once members have been carried over, a later export is read against what Fedelsoft already holds, and Check lists only what is new, member by member: treatments taken, payments, and reward points and cash, which are brought up to the old app's figure. Nothing already held is changed by it, and a payment Fedelsoft has already recorded from the card account is not added again. A membership whose state differs in the old app, cancelled there say, is listed for you to act on, never changed. Remove takes an import back out only while no membership from it bills through Fedelsoft.

POINTS AND REWARDS, where the organisation has switched them on, carry on as the old membership app ran them, and belong to every patient, member or not. A patient earns a point for every pound they pay on their invoices or for a custom plan or purchase, never for a membership's own payments, points for each visit once the appointment is marked Arrived (that is the member's check-in: open the appointment on the day and choose Arrived under Status, or let reception's sign-in do it; the visit points reach the Points fold on their record within a quarter of an hour, and nothing else needs pressing), and points the first time they sign in to the portal, unless they came across from the old app, where they had them already. Points are never spent: the first time a patient's points reach a reward's figure, that reward is unlocked for its number of days. Everyone's points and cash balance from the old app came across, and rewards they had already passed are not given again.

APP USERS NOT MATCHED are the people from the old app whose points could not be put on a patient when they came across, mostly people who collected points without being members. Unmatched, at the top of the Memberships page with how many there are, opens App users, where they are listed above everybody else under Not matched, with their points, cash and what the old app knew of them. Match beside each offers the likeliest patients, with what they share, and a search for anybody else; a patient held under another organisation, the hospital say, is offered with that organisation named, and their points still belong here. Where nobody in Fedelsoft is them, Create beside Not here makes their patient record at this organisation from the name, date of birth, mobile and email the old app held, and matches it; it looks for anybody like them first, offers those to Match, and makes the record only when Create is pressed a second time. Choosing a patient, or creating one, puts their points and cash on that patient's record, in the Points fold within a quarter of an hour, and a member's membership is matched with them. For a Director, Check lists those who are plainly one patient here, with their name and date of birth, or their date of birth, one name and their email or mobile, and nobody else is, without writing anything; relatives sharing only an email or phone do not count against it. Match beside it then matches just those, and Check says how many more are plainly a patient of another organisation, which that Match leaves to be matched one by one.

The Points fold on the patient's record shows their points, how many more the next reward needs, each unlocked reward with the day it runs out, and their cash balance. Use beside a reward asks which of the patient's open invoices it goes on, and for a percentage reward which line, and puts the discount on the invoice as a line of its own, never more than is owed. Bank, where the reward allows it, turns it into cash balance instead. Use beside the cash balance puts some or all of it on an invoice the same way. Review and Referral add those points; Change adds or takes away points with a reason. Patients see their points, what they have unlocked and their cash balance under Membership in the portal, and are told to mention a reward when they book or at reception.

Patients see all this in their portal under Membership: their plan, next payment and card, a ring for each included treatment with Book beside it, what the discount has saved them, their payments, and Card, Pause and Cancel. A patient who is not a member sees the plans on offer and can join.

Card payments are set up in Settings, Portal and payments, by a Director: the organisation's own Stripe key, test or live, and the address its Stripe account sends events to. Once the endpoint is made in Stripe, its signing secret is pasted on the same card as test or live, matching the endpoint. Every notice Stripe sends to the address must be signed with that organisation's own secret, so until one is held, payments made by card are not written on to the invoice by themselves. Pay by Bank is switched on in Stripe itself, under its payment method settings; the endpoint must then also send the event for a bank payment whose money arrives later, which the card lists. Pay by Bank only from, on the same card, is the figure from which an invoice can only be paid by Pay by Bank; empty allows a card for any amount. Stripe's Pay by Bank limit is £10,000 a payment until Stripe raises it on request; once it has, enter the new limit beside it. The card also shows the ways Stripe's page last offered.

Billing through Fedelsoft, on the same card, is off until a Director turns it on. Members carried over from the old membership app are still billed there until the organisation moves across, so while it is off they see their membership as usual and are never asked for a card, and nobody is billed twice; their portal asks them to contact the practice to pause or cancel, and goes on asking until their membership is linked to the subscription that bills them, whether or not billing is on, so a pause or cancel can never stop the membership here while the card goes on being charged; the staff screens still mark them Card needed. Turn on says how many are waiting for a card; nobody is emailed unless the box to email them is ticked when it is turned on, and then each of them is asked once, in the wording on the card. A carried-over member who adds a card before the organisation's cutover is not charged here before it: the card is kept, and the first charge is their first payment day on or after cutover, which their portal shows. New members who join here are billed here either way.