đŁÂ Please note that Packages are a part of our Thrive Plan. For more info on the different plan options in Jane, check out our Pricing Page.
Packages are a handy feature in Jane, but you might be scratching your head about how they work for clients who need insurance-friendly receipts đ§ Not to worryâthis guide will show you how to create and redeem insurance-friendly Packages, so you and your clients can make the most of this feature without missing a beat.
Letâs get started!
Noteđ: Staff with Administrative/All Billing access or higher can set up Packages. Please check out our Staff Access Levels Jane guide for more info on the different permission levels in Jane.
Need to refund an insurer-friendly package? Click here to skip to that section âŹď¸
Creating an Insurance-Friendly Package
To create your Package, pop over to your Settings > Packages & Memberships to create a New Package or Membership.
When setting up an insurance-friendly Package, two fields are important for insurance-friendly Packages, the Amount of the Package and the Additional Charge of each Eligible Item. Feel free to configure the rest of the Package to your liking. If you need a more detailed guide on Package setup in general, check out our Setting up a Package guide
Insurance-friendly Packages are essentially set up as âpay-as-you-goâ offers. However, clients still make an initial upfront payment, which is stored as a credit on their file. As they redeem the Package for appointments, the credit is used to pay for each session.
The Amount & Additional Charge Fields
When setting the Amount for an insurance-friendly Package, enter $0. However, keep in mind what youâd like the true price of the Package to be as this will apply whenever you are selling the Package to a client (weâll cover this in detail in the âSelling an Insurance-Friendly Packageâ section).
For the Additional Charge field, enter the amount of the discount per Eligible Item.
This can be a little hard to wrap your brain around, so letâs walk through an example. Suppose your standard Subsequent Treatment costs $60, and you want to offer a Package with 10 treatments at a discounted rate of $50 per treatment, making the Package total $500. In this case, set the Amount of the Package to $0 and the Additional Charge for each Subsequent Treatment to $50.
There you have itâthatâs the gist of creating an insurance-friendly Package. Now that youâve got the basics covered, letâs move on to selling these Packages to clients.
Selling an Insurance-Friendly Package
When youâre ready to sell your Package to a client, youâll head to that Client Profile > Billing > Packages & Memberships to set up a New Purchase for a New Package.
When you Add a package⌠and select your Package, youâll notice the total is $0, so all youâll need to do is Save it.
Now to receive the upfront payment for the Package, youâll remain in the Client Profile > Billing but head to the Payments tab to Receive Payment.
To process the Package payment, enter the desired amount in the â$â box next to the selected Payment Method. If done correctly, Jane will notify you that âThis will cover the amount owing and add $X credit on the patientâs account.â Click one of the Pay buttons to finalize the transaction. Easy-peasy!
Redeeming an Insurance-Friendly Package
Now that the insurance-friendly Package is all set up on a Client Profile, letâs review how to redeem it.
When a client arrives for a visit covered by the Package, select the Package in the Billing Info section. This will discount the Total for the appointment so that you can receive payment using the credit that is on file.
Follow your usual Receive Payment workflow to Pay for the appointment. When you are prompted to select a Payment Method, ensure that Account Credit $X is selected (this should be the default option) and process the payment by hitting your desired Pay button.
Just in case youâd like to see the selling and redeeming workflow in a little more detail, weâll pop our Selling, Redeeming and Refunding a Package guide in for you but thatâs all there is to it.
Appointment Receipts When Using an Insurance-Friendly Package
And there you have it! With the receipt including the cost of the appointment, clients can rest easy knowing they have everything they need to submit to their insurer đ
Refunding an Insurance-Friendly Package
Refunding an insurer-friendly package works a bit differently than a normal package. In this process, the unused balance will initially be applied to the package invoice, and then refunded. This will keep the original payment attached to the appointment invoices, while still marking the unused portion as refunded.
Hereâs what that would look like within the Billing area of the Patientâs Profile:
This process involves a lot of steps, so the recommendation is to follow along in your account. To start, youâll want to click on the blue text with the invoice details that was created when the âpackageâ was sold.
At this point, you should see No Charge to the right of it:
Enter the amount you wish to refund in the Amount box and Save.
Now you can apply the credit to this invoice by clicking on the value in the Private Outstanding tile.
Youâll go through your regular payment workflow, but on the last page, make sure that the account credit is populating as the payment method.
Noteđ: If another payment method is populating here, click on the X to the right. From there, you can click on the blue Add Payment Method text and the credit will populate as the first option at the top of the pop-up window.
With the payment applied, you can click on the black dropdown arrow to the right of the word View. Select Refund Package from the menu options.
Hereâs where it can get a bit tricky, but weâre in the home stretch!
In the pop-up window, enter the value of the credit that you applied to the package invoice. In our example, that would be $216.50.
After you click on the blue Initiate Refund button, youâll see the package as refunded for the remaining credit on the patientâs profile, while the original payment remains attached to their appointment invoices.
Lastly, youâll want to refund the patient payment. You can head over to the Payments tab within the patientâs Billing area and then click on View to the far right.
Now youâll get the option to refund the patient payment back to the original payment method.
Noteđ : If the payment was processed through Jane Payments, the refund can take 5-14 business days to be reflected on the patientâs bank statement.
If you need a hand setting up or managing your Packages, our Support Team is just a call or click away. Weâre always happy to help! đđ