Jane’s gift card system allows your clinic to manage both one time (paper) gift certificates and reusable (plastic) gift cards.
Enabling or Disabling Gift Cards
If you have Full Access permission, you can enable or disable the gift cards system in the Settings area under Billing Settings. Disabling gift cards will hide any mention of gift cards in Jane, so you don’t have to look at a feature that you’re not using.
How to Load a Gift Card
If you have plastic gift cards, you can load them any time you are receiving a payment. Click for instructions.
How to Redeem a Gift Card
You can redeem a gift card any time you are receiving a payment. Click for instructions.
What About Gift Certificates?
You don’t need fancy plastic Starbucks-style gift cards to use Jane’s gift cards feature. You can simply issue a paper gift certificate that can be tracked and redeemed just like a gift card. Jane will even generate a unique number for you to write on the gift certificate. See the How to create a gift certificate page for instructions.
Checking a Gift Card Balance
If you know the card number, head to the Billing tab, then select Gift Cards from the menu on the left. Enter the gift card number and a gift card pane will open showing you the balance and a log of all activity for that gift card.
Looking Up a Patient’s Gift Cards
Click the Billing tab on a patient profile, then the Gift Cards tab. You will see a list of gift cards that this patient has either loaded money onto, or redeemed money from. Click View to see all activity for a gift card.
How are Gift Cards Accounted For?
When you load a gift card, it is not the same thing as selling a product. A payment is accepted from the patient and transferred to the gift card. This payment will show up in your Transaction reports for the date of the payment, but it will not yet be counted as revenue. The balance on the gift card will be considered the same way as an account credit in your financial reporting. We recommend treating the balance in your accounting system as a long term liability.
When gift cards are redeemed, the amount redeemed is then considered revenue on the date of redemption and will appear in sales and cash based compensation reports.
It’s important to note that loading a gift card is not considered a Purchase in Jane. It will not show up in purchase lists because nothing is actually being sold. It’s simply a transfer of money from a patient’s payment to a gift card. And it remains a long-term liability or credit until the gift card is used.
Setting a Maximum Gift Card Dollar Amount
If you want to limit the amount of money that can be loaded onto a gift card, you can set this in the Settings, under Billing Settings.
Transfer a Gift Card Balance to a Patient’s Account
You can transfer the balance of a gift card to a patient’s account by viewing a gift card (see instructions above) and clicking the Transfer Balance button at the top of the gift card screen. You can then search for a patient to transfer the balance to. A credit memo will be created on the patients account to hold this balance. And the next time you Receive Payment for this patient, the amount will be available as Account Credit.
See our Family or Group Credit guide for more info on transferring credit between accounts.
Ordering Gift Cards & USB Swipers
Here’s some tips on ordering gift cards and buying a USB swiper for your computer.