If you plan to bring an existing list of membership patients with you to Smile Advantage, there are a few options you have to get them into the platform and automate their membership and payments
There are two options to consider when choosing how to set your members up in a membership platform for the first time, or migrating from another software to Smile Advantage.
- The first is to migrate your members as a cash/check one-time payer. For a set up fee, we can do this for you. Doing it this way, the patients will get reminders when they are about to expire and then at that time, the office will need to get their credit card and delete and reenroll them as a recurring member.
- The second option is what we find most offices do when they already have members on their current plan. That is to simply enroll them as they come due. When the patient comes in at the time of renewal, the office can collect their credit card and start their subscription then. This way they’ll be set up as an auto-recurring member from the start, their credit card is vaulted, and there is no need to get their credit card again.
When a recurring member is set up in the Smile Advantage dashboard, their credit card is charged that day. To prevent charging them twice, we want to initially set them up as a Cash/Check One-time Payer. This will allow them to receive notifications when they are due for renewal. At that time, the office can collect their information and enter them into the dashboard as a recurring member.
Manually transferring your patient’s credit card causes severe security risks. For this reason, we cannot accept patients’ credit card information.
When you enter your patients as one-time payers, they will be notified when they are coming up for renewal. At that time, you will delete their membership and enter them as a recurring member. This will charge the patient and vault their credit card for automatic renewal.
Choose your method of entry and follow the instructions below to add your existing members to the Smile Advantage Dashboard.
- Click the Add New Member tab.
- Select the Add A Non-Recurring Membership button in the top right corner.
- Enter the patient’s info in the form and select Cash or Check for Payment type.
- Click the Add Membership button.
This will set them up to renew one year from their date of entry. Follow the instructions below to update their renewal date.
- Click the Manage Members tab.
- Use the search box to search for the patient by last lame.
- Click on the patient’s name to view their membership.
- In the Current Plan Info Box on the right, click the Change Member Plan button.
- Enter the plan and requested renewal date and click Update Plan.
- We will update the rewewal date for you.
When a patient comes in at their time of renewal, follow the instructions below to add them as a recurring member.
- Select Add New Member.
- Enter the patient’s info in the form.
- Click Add Membership to charge the patient.
This patient has now been added as a recurring member. Their credit card is vaulted and they will be automatically charged when they are due for renewal.