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Payments for Related Clients

  1. Patient Profiles
  2. Payments for Related Clients

    3. 10 min read

Whether a parent is paying for a minor or paying for multiple invoices at once for a family chiro visit, Jane can accurately reflect the payer of an invoice (and the payment method) when one client is paying for someone else.

For those of you who’ve been running with Jane for a while, you might remember having to use a gift card workaround in order to use one client’s account credit for a related client. Feel free to use up any gift card balances from that old workaround before switching to this new and improved workflow.

To use this feature, you’ll first need to set up a Relationship on your clients’ profiles. I’ll show you how to do that first, and then we’ll go through the two common scenarios below in more detail:

Step 1: Setting up a Relationship

In order to use the Payments for Related Clients feature, you’ll first want to link client profiles with the Relationships feature. Here’s our guide on how to set this up. This will allow us to specify who can pay for someone’s visit, along with a few other Relationship options.

Jane tip: For security purposes, an email notification is sent to a client when their relationship permissions are edited, either by themselves or administratively.

Let’s use Albert and his son, Baby Bert, as examples. Baby Bert is done with his treatment and he’s feeling refreshed. Let’s pay for his visit so he can go home and enjoy a well-deserved nap.

If you’re working from the schedule view, you can select Baby Bert’s appointment, and click the Pay button in the upper-right:

This brings us to the Receive Payment screen, where we can select any outstanding invoices for Baby Bert that we’d like to pay for in this transaction. In this case, Baby Bert just has one outstanding invoice to pay, so we’ll click the blue Next button:

On the second Receive Payment screen, we choose our payment method, and then we can select a different payer:

Payments and Invoices

  • This feature has no effect on how invoices are generated. When we arrive an appointment, Jane knows to generate the invoice on the profile of the client who received the service.
  • The client’s account or appointment we click the Pay button from will be the profile the payment is listed on.

Here’s what that looks like on the Invoice:

📣 Quick tip: If you’re a chiropractic clinic offering family chiro visits, then you’ll want to double-book your appointments and use this workflow to settle up all outstanding invoices with a single payment (if one person’s covering the bill 😉). There’s more on this workflow in the FAQ below.

Albert and Baby Bert are each getting a treatment today, and we’ve arrived both of their visits.

If we’re on the schedule view, we can select Albert’s appointment since he’s the one paying for both visits and click the Pay button in the upper-right corner.

Since we’ve clicked the Pay button from Albert’s appointment panel, the entire payment he makes will live on his profile.

On the Receive Payment screen, we’ll see the message that an additional outstanding balance for a related profile is available. We’ll click Show to see the invoice:

This shows us the details for the outstanding invoice and if we want to pay for it in this transaction, we’ll check off the box to the right:

On the second Receive Payment screen, we’ll already have Albert selected as the payer, so we can just take payment as normal:

Invoices and Payments

  • This feature has no effect on how invoices are generated. Once we arrive an appointment, the invoice is generated on the profile of the client who received the service. So in this case, both Albert and Baby Bert have separate invoices.
  • The client’s account or appointment where we click the Pay button will be the profile the payment is listed on.

FAQ

Whose profile does a payment show up under?

The profile a payment is listed on will depend on whose appointment (or profile) we click the Pay button from.

Whose profile does an invoice show up under?

As always, once we click the Arrive button on an appointment, Jane generates an invoice on the client’s profile who received the service.

Is this feature good for family chiropractic visits?

Yes, it’s perfect for that! Let me show you how that workflow would look.

If you’ve set up your client Relationships, we can head to the schedule. The family chiropractic visits will be double-booked on the schedule. (We don’t want to use Group Appointments because those only give us one invoice with each participant listed, and in this case, we want everyone to have their own invoice.)

You’ll want to Arrive all the double-booked appointments for each family member, then click on the appointment for the person who’s paying and click the Pay button:

We’ll see that other family members have an outstanding balance and we’ll view them by clicking Show:

Next, we’ll check off the visits we’d like to pay for, or simply click Select All, and then click Next:

From here, we’ll choose our payment method, hit that Pay button, and we’re done! 🎉

You bet they can!

The only difference with this workflow compared to the scenarios I’ve outlined above is that we always have to click the Pay button from the payer’s profile or appointment in order to use their account credit.

Let’s say we’re using Albert’s credit for Baby Bert’s visit. We would need to go to Albert’s account and take payment from there in order to use his credit.

We’ll click on Albert’s “Private Outstanding” balance to pay for an invoice.

Albert’s outstanding balance is $0.00 in this case, but that’s ok! On the first Receive Payment screen, we’ll have the option of paying for Baby Bert’s outstanding invoice:

On the second Receive Payment screen, we can choose Albert’s Account Credit as the payment method:

Now, all we have to do is hit the Pay button and we’re all done!

Can I disable a Relationship if needed?

Absolutely! You can always head to a client’s profile, scroll down to the Relationships section, and click the trash bin icon to remove the Relationship, or the pencil icon to edit the Relationship:

Do clients receive a notification when their Relationship permissions are changed administratively?

Yes, for privacy and security reasons, clients receive an email when their Relationship permissions are changed to let them know a change has been made to their account.

Can a parent pay for two children in one transaction (when the parent has not had an appointment)?

They certainly can! One consideration is that in this case, we’ll want to click the Pay button from the parent’s profile so the payment will be listed on the parent’s profile and the invoices will be listed on the individual children’s profiles.

The short answer is “no”, Albert would not be able to log into his own account and pay for Baby Bert’s balance online. However, if the clinic has Jane Payments enabled, and Albert has permission to pay for Baby Bert’s session, then Albert could pay for Baby Bert’s session with a saved credit card he has on file so long as Albert is logged in to Baby Bert’s account. For more details on paying balances online from the client portal, check out our guide, Paying Balances Online.
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