How to Create and Manage Prepaid Packages – Remedly Help Center

Prepaid Packages allow you to add various products and procedures and sell it as a package to patients, so that they can buy multiple items and get discounts on that package. Patients need to fully prepay in advance for the package before you can schedule appointments for the purchased treatments. A Prepaid Package can only be redeemed at the location where it was sold.

In this article you will learn how to:

Create a new Prepaid Package
Add commission for treatment/inventory within a prepaid package
Create an invoice for a Prepaid Package
Have your patient redeem their prepaid package
Check the status of a prepaid package
Make a partial refund of a prepaid package
Create a prepaid package for inventory only

Note: treatment prices used while creating a prepaid package cannot be adjusted while the prepaid package remains active. If treatment prices need to be adjusted, archive prepaid package before adjusting treatment pricing, then create new prepaid package using the new pricing.

> View Video Below <

How to Create a Prepaid Package

1. Click Prepaid Packages in the navigation bar on the left.

2. Click New Prepaid Packages.

3. Name the package.

If you have multiple locations, make sure to create package to each location using the Duplicate button.

4. Build your package by adding line items and discounts.

You can add over-the-counter products to each prepaid package and you can also add as many products and treatments as you wish.

Note: The treatment won't be available for a selection to a prepaid package, if you haven't set up the price for it in Treatment Setup.

5. Once you are done, click Next.

6. Click Save to confirm.

Once the package is created, it can be redeemed by any patient.

7. Go to Financial -> Prepaid Packages and check the prepaid package

How to Add Commission for Treatments/Inventory within a Prepaid Package

Commissions are available only for individual treatments and inventory included as part of a prepaid package, meaning that it's not possible to add a commission for selling the prepaid package. The commissions will be given only for selling the procedures within the prepaid package.

Commissions need to be set up in Commission Rates under Practice Account for the individual treatments or inventory and the appropriate staff member.

The prepaid packages also need to be configured using the treatments or inventory identified to receive a commission rate.

After the prepaid package is sold and the patient comes for treatment you will create a $0 invoice to redeem the treatment. While creating this invoice the system will prompt the user to assign the sale to the appropriate staff to receive the commission.

How To Create an Invoice for a Prepaid Package

1. Click Invoices in the navigation bar on the left and then click New.

2. Search the patient name.

Make sure not to select Appointment when you are buying a package upfront because the prepaid package is associated with upcoming appointments.

3. Click Prepaid Package Fee under fee category.

4. Select the package under the item description and click Add.

Archive any prepaid package that you no longer offer because any package you create will show up here for patients to redeem.

Note: Commissions for the prepaid package are not applied. Commissions are applied only for the procedures separately after they are performed during the appointment.

Note: If you add a Prepaid Package to the invoice together with Patient Adjustment like in the screenshot below, you won't be able to add any other invoice lines (treatment or product), the system will give you an error.

5. Record the payment.

Your patient is now ready to come in and redeem the package.

How to Redeem a Prepaid Package

1. Schedule your patient who has fully paid for a Prepaid Package for their appointment.

Make sure to choose the Procedure Treatment as appointment type
You will notice that the prepaid package the patient has purchased will appear when you drop down the visit reason

2. Create zero dollar invoice from the appointment as the last step to redeem the package.

3. Edit the quantity if the patient received partial treatment.

It will still appear as $0 because it is a prepaid package.

Note: Commissions for the performed treatments are applied at this step, when the treatment is being depleted from the prepaid package.

9. Click Create Invoice to redeem the package.

Hit the Refresh button. You will be able to see if your patient has remaining procedures left when you schedule them an appointment in the future.

Prepaid Package Status and Statistics

In order to see how many prepaid packages were sold and used by patients go to Financial section -> Prepaid Packages.

In the columns on the right there's information about sold and open packages.

To see more detailed statistics on a separate package click Stats.

In the list you can see the name of the patients that bought the package, how many procedures they've already used and the status of the package.

Also, you can download a csv report on the balance of prepaid packages by clicking Balances of Preapid Packages.

You can also check the prepaid package status for a patient in the Individual Patient History. Prepaid packages can be displayed based on whether they are currently in progress or have been completed.

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Use the pull-down menu to show status of the prepaid packages.

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Note: the total displayed on the patient chart is a summary of the number of unique packages the patient has purchased. In this example, the patient has purchased the same packages multiple times. They purchased 14 packages in total but, since many of the packages were purchased multiple times, the patient has only purchased 7 unique packages.

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Partial Refund of a Prepaid Package

The ability to refund a partially-redeemed prepaid package is possible from multiple locations with equal capabilities:

Payments and Refunds
Prepaid Packages
Patient History

From Prepaid Packages, the refund can be initiated using the down arrow.

For treatments, refunds can pertain to some or all of the treatments and also be applied to redeemed treatments.

For inventory, refunds can be categorized as discarded or returned to stock, in which case inventory totals will be adjusted accordingly.

All refunds allow for adjustments in case only a portion of the original purchase price will be refunded.

How to Create a Prepaid Package for Inventory Only

Create a Prepaid Package

It is possible to create a prepaid package for inventory only, but in this case, it will not be available for selection in the Visit Reason field of an appointment.

This happens because the appointments on the calendar are created for procedures to be performed. That is why when a prepaid package doesn't contain a procedure in it, it is not shown in the Visit Reason drop-down.

Because of this, if you want to create a prepaid package for inventory only and use it as a Visit Reason for an appointment, you need to set treatment with the Inventory Charge Calculation Method in the treatment setup.

After that you need to add this treatment to the prepaid package. This will enable the prepaid package to be visible in the Visit Reason field in the appointment window. Additionally, when you create the invoice for this procedure, the inventory will be subtracted from the stock.

Let's have a look at the example below that will guide you through the steps on how to utilize this workflow.

1. Create a new treatment or edit an existing one to be used in Prepaid Packages. You can name it like [Procedure] Prepaid Package. It will allow you to avoid confusion with the procedure only and track the usage of inventory in reports.
2. Go to the Edit mode of the procedure and set Inventory as a charge calculation method. In the inventory item field link the inventory that you want to be associated with the procedure. After that Save the settings.

How to Configure Treatment Setup

2. Go to Financial -> Prepaid Packages.

2. Click +New Prepaid Package

3. Name the package and select the location

Note: The Prepaid Package is location-dependent. It will be available only in the location selected at this step. Also, make sure that you have chosen the same location, where you selected inventory as the charge calculation method.

4. Go to the Next step

5. Select the treatment with the inventory calculation method, add quantity and a discount. Then add the treatment to the prepaid package.

6. Go to the next step.

7. Check that all the information is correct and Save the package.

The package will appear in the list of Prepaid Packages.

Sell the Prepaid Package

1. Go to the individual patient history or Financial -> Invoices and create a new invoice

2. Select the location where the prepaid package was created

3. Fill in the rest of the fields.

4. In Charges select the Prepaid Package Fee. And choose the prepaid package from the drop-down.

5. Add the prepaid package to the invoice.

You'll see charge summary.

6. Create Invoice or Create Invoice & Record Payment. In our example we will instantly record payment.

7. After the payment is recorded, the prepaid package will be visible in Packages section in the individual patient history.

Schedule Prepaid Package Appointment

1. Go to the calendar and schedule a new appointment with the patient. Select the prepaid package as the visit reason and save the appointment.

Deplete the prepaid package

1. After the patient has received the treatment/inventory, go to the appointment window and Create invoice.

2. The system will pre-load the invoice line item for you. You can edit it and change the number of inventory received If needed.

Note: If the provider added the inventory used to the procedure note, the system will automatically add it to the invoice. As a result, you'll see two invoice lines:

for the procedure from the prepaid package
for the inventory from the procedure note.

You need to remove the inventory line item to show only the prepaid package line item with the inventory quantity.

Only the prepaid procedure should stay in the invoice.

3. Edit the quantity to reflect the quantity of inventory used.

4. Update Charge

You'll see updated inventory line.

3. When you are ready click Create invoice.

4. As a result, the invoice will be created and the inventory will be subtracted from the stock. You can check the inventory transactions n the inventory history.