Welcome to your Smile Advantage Dashboard tutorial! We know how important it is to keep membership plans running smoothly, and we’re here to make that process as easy as possible. In this step-by-step guide, we’ll walk you through the simple steps of changing a patient’s membership from a monthly to an annual plan. Let’s dive in!
1. Locate the Patient
To begin, find the patient whose membership needs to be updated. You can do this by going to the Recent Activity section, using the Search Members bar, or navigating to the Members Tab.
2. Access the Patient’s Profile
Once you’ve located the patient, click on their profile to view their current membership plan. You’ll see the details of the plan, including the membership type, charge amount, and payment history.
3. Change the Plan
To switch the patient’s plan from a monthly to an annual membership, go to the section that shows their current plan (e.g., “Adult Monthly”). Click on the active link that says Change Plan.
The patient wants to switch to an annual plan (e.g., $295). If they’ve already made a payment (e.g., $49 for the monthly plan), calculate the difference. The difference will be the amount you need to charge them (e.g., $246).
4. Adjust the Renewal Date
Next, update the renewal date. You will need to adjust the renewal date to reflect the next annual renewal, which will be one year from the date of the change. Be sure not to charge the patient again on the upcoming charge date but instead set the renewal date to match the annual cycle.
5. Inform the Member
Make sure the patient is informed about the changes to their membership. This can be done via email or by informing them directly, depending on your office’s processes.
6. Charge the Card on File
Since the patient has already made a payment for the monthly plan, you need to charge the remaining amount to the card on file. Scroll to the Charge Card on File button and click it.
Enter the remaining amount (e.g., $246) for the one-time payment. It’s helpful to add a note in the payment section to indicate the plan change (e.g., “Change from monthly to annual plan”).
7. Complete the Transaction
After entering the charge amount, click Charge Credit Card to complete the transaction. This will update the patient’s account to the annual membership at the agreed-upon price.
8. Review the Transaction Receipts
Once the payment is successfully processed, you can view the transaction receipts in the patient’s profile to confirm the plan change and payment.
That’s it! The patient is now switched to an annual membership with the appropriate renewal date set for next year. Feel free to reach out if you have any questions or need additional support.