In this video, you’ll get a complete walkthrough of the patient membership screen.
This is where you can manage individual patient memberships, update plans and payment methods, adjust renewal dates, view transaction history, send renewal emails, and more. Mastering this screen is essential to ensuring smooth operations and delivering excellent patient care.
🧑💻 Accessing the Patient Screen
To access a patient’s profile:
Click on their name anywhere in the platform (names are always hyperlinked and color-coded by your office theme).
This takes you to their individual Patient Membership Screen—similar to the “family file” in your practice management system.
🛠️ Key Features at a Glance
Inside the Patient Screen, you can:
View the patient’s membership type, plan, renewal date, and payment status
Change their plan type (e.g., from adult to child or perio)
Adjust the renewal date (e.g,. bumping it to a future date for flexibility)
✅ Note: When changing plan pricing or renewal schedules, the system will prompt you to confirm and notify the patient—maintaining transparency and accountability.
💳 Managing Payment Methods
You can:
View the card on file
Update the card manually if the patient is in-office
Send an email link to securely collect updated card details remotely (ideal when a card is expired)
The patient receives a secure, password-free link that allows them to update their payment method directly from their email—fully encrypted and connected to their membership.
💼 Handling Transactions
The Transaction Log in the middle of the screen shows:
Every payment made (date, type, amount, and status)
Refunds and adjustments
Card declines and failed payment reasons (e.g., insufficient funds, stolen card)
You can:
Click “Show Details” for deeper insight
Issue refunds on individual transactions
Add manual adjustments (positive or negative), with custom notes explaining overpayments, deposits, or in-office payments
💡 Export all transactions for a patient into a CSV file when needed (e.g., for patients requesting statements).
📬 Email Notifications & Activity Logs
At the bottom of the screen, you’ll find:
🔔 Notifications
View all automated emails sent to the patient (e.g., new membership, renewal reminders, payment failures)
Click “View Email” to see exactly what was sent and when—perfect for confirming communication delivery
📖 Activity Thread
See every action taken on the patient’s profile (e.g., membership creation, cancellation, updates)
User-stamped for accountability (e.g., “Shelley updated payment info”)
Essential for tracking historical changes and identifying support needs
📝 Adding Notes
Use the Notes section like a digital sticky note.
Great for internal communication between team members or to log patient-specific details (e.g. “Patient is away at college”, “Refund approved by Dr. Smith”).
Each note is timestamped and attributed to the user who wrote it—great for transparency and coordination.