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Working With Online Gift Certificates

🌟In response to the recent COVID-19 outbreak, Shopify has made physical and digital gift cards available on all new and existing Shopify plans and is currently offering a 90-day free trial to all new customers.

While we would eventually love to see additional options for gift cards in the future, at this time it is currently not possible for clients to purchase standalone gift cards via Jane’s online booking portal. With that said, we’ve recently introduced the ability for patients to top up their account with credit on the online portal if they would like to pre-pay for an appointment in advance during this period.

Alternatively, some clinics have chosen to work with third party e-commerce platforms to issue their gift cards, then recreate them in Jane to be used as payment methods.

This guide will walk through how patients can add credit to their account as well as the steps of creating a paperless gift card that be used towards future payments.

Topping Up Credit via the Online Patient Portal

📍Newly added feature as of Monday April 21st, 2020.

For those clients who are interested in pre-paying for their appointment, they will now be able to log into their My Account area on the online booking site and navigate to the Add Account Credit tab on the left-hand side to add credit to the account.

Your client will then be able to specify the amount of credit that they would like to add to their account.

This payment will now be available for future use in the patient’s profile the next time they visit the clinic for an appointment.

You may also want to consider adding a message to the Online Booking Site pointing patients to this area in their account. Here is our guide document on Customizing Jane to learn more about how you can set this up.

As well, check out the dedicated guide for a step-by-step walkthrough on how to Top Up Account Credit in the Patient Portal.

Creating a Paperless Gift Card

To create a new gift card in Jane, head to the Clients tab in the top menu, and click the client’s name from the lefthand side.

From here, you’ll want to jump to the Billing tab and then click Gift Cards.

From this area, you’ll be able to enter a new or existing gift card number in the “Enter a new or existing gift card number” box. If it is a new gift card number, click to create a new gift card.

If you are using an third-party gift card management platform, a number would likely have already been assigned to this particular transaction. We would recommend that you use the same number in Jane so it is easy to identify and cross-reference the gift cards between platforms.

You’ll then be prompted to enter a value for the gift card, and can proceed to take payment in that amount— set this to the amount of the gift card that the client had purchased online.

On the second page of the payment workflow, you will then want to select the payment method that was used to pay for the gift card. You could either use the original payment method (e.g. “Mastercard”), or alternatively you could set up a separate payment method within your Jane account specifically to keep track of these payments.

You could could give this payment method an internal name of something like “Online Gift Card Purchase”.

Here is our guide on Creating a New Payment method that provides a step-by-step walkthrough on this process.

One benefit of creating a separate payment method is that you will be able to isolate the total value of payments that went towards online gift certificate purchases in the Transactions Report.

Once paid for, the gift card will appear under Billing > Gift Cards on this client’s profile. You can click View to see detailed gift card activity, redeem the gift card, to reload the card, or to transfer the balance to another patient. Gift cards can also be used as a payment method.

To close the loop, your team may also want to jot down in the Notes section of the Gift Card that this particular card was purchased online via the respective third-party platform.

Facilitating Gift Card Purchases Without a Third-Party Platform

You don’t necessarily need a third party platform in order to manage gift card purchases outside of the clinic. Some clinics choose to facilitate gift certificate purchases with clients via email or over the phone.

Your client can let you know the value that they would like to purchases a gift certificate for, and you will be able to go ahead and generate a gift card for them following the same procedure within their patient profile.

As a clinic, you could decide on some sort of naming or numbering convention to keep track of the gift cards that are being generated— all of this information is stored within Jane and can be referenced in the Billing tab > Gift Cards/Certificates.

The primary difference here is that payment would have to be collected remotely. Clinics who have a Jane Payments account set up could charge the patient’s credit card on file. Alternatively, the client could send the payment to the clinic via e-transfer or physical cheque.

We also have a few other great guides to help you get started with gift cards in Jane:

As always, if you have any questions for us, feel free to send us an email to [email protected] or give us a call at 1-844-310-5263 (Mondays through Fridays from 6am to 5pm PST) and we’d be happy to guide you in the right direction.