Now you can schedule membership plan changes in HintOS. This is useful if you're increasing your membership rates on a given date or if you offer an introductory rate that you want to expire.
Note: If you bill in arrears both plans must bill in arrears i.e. you can't move from an arrears plan to a plan that bills at the beginning of the period and vice versa. Please see additional notes and examples inline.
Scheduling a Date-Based Plan Change
A fixed date is set for the membership to change to the new plan, for example, if you need to increase your rates for everyone on January 1st.
Go to 'Admin' and select 'Membership Options'
Ensure the initial and subsequent plans are both created. Click here if you need help configuring a membership plan.
Click 'View/Edit' on the initial plan
Scroll down to the section 'Plan Change' and click '+ Add plan change'
To create a date-based plan change, choose 'Date' and input the date you want the plan to change for all enrollees
Select your subsequent plan from the 'New plan' drop down
Scroll to the bottom and click 'Save Plan'
In the below example, all patients will switch to plan '2021 DPC Membership' on January 1, 2021
Note: if you bill in arrears, you will want to set the plan change to the date of the first bill on the new rates. For example, if you want your rates to apply for service dates starting September 1st you'll want to set the plan change to occur on October 1st as that is when September's invoice will be generated.
Scheduling a Duration-Based Plan Change
A duration-based plan change will take effect after a scheduled number of months from the patients start date. For example, if you offer an introductory rate or the first month free.
Go to Admin>Membership Options
Ensure the initial and subsequent plans are both created. Click here if you need help configuring a membership plan.
Click 'View/Edit' on the initial plan
Scroll down to the section 'Plan Change' and click '+ Add plan change'
To create a duration-based plan change, choose 'Period of Months' and input the number of months you want to pass before a patient is switched to the next plan
Note: if you bill in arrears, you will want to add 1 to the desired duration. For example, if you want to bill the patient for 3 months on the original membership, set the plan change for 4 months. Again, this is only if you bill in arrears.
Select your subsequent plan from the 'New plan' drop down
Scroll to the bottom and click 'Save Plan'
In the below example, an introductory plan will bill for 3 months then the patient will automatically switch to plan 'DPC Membership'
Note: If you have a contract period associated with the initial plan you will be locked into that number of months when creating a plan change. In the below example, a 12-month contract exists so the only option is to create a plan change after 12 months.
Scheduling a Plan Change on an Individual Membership
Plan changes can also be scheduled for an individual membership.
Navigate to the patient's chart
Click into the memberships tab
Click into an active membership that you want to make changes to or create a new membership
Scroll down to the section titled 'Plan Changes' and click the blue link 'Add plan change'
Configure your duration or date-based plan change as outlined above
Click 'Save Plan'
Note: if there is a coupon on the membership it will remain on the membership after the plan changes.
If you are using special rates, you can create the special rate by the same name in your new plan to make changes to special rates.
FAQs
Why can't I see the option for plan changes?
Access to this feature requires a subscription to our Growth tier. You can inquire by contacting support@hint.com.
I scheduled my plan change for a particular date, but it looks like the members already moved over to the new plan. Why is this?
If all the member's bill date's have passed for the month, this will occur. If a member doesn't have another upcoming bill before the date of the scheduled plan change, they will move over to the new plan to accommodate invoicing ahead of time.
Will patients be charged the registration fee on the new plan they change to?
No - registration fees are only ever billed on the membership's first invoice.