Charge item documents let you attach agreements, consents, and terms to specific charge items and packages. When a patient buys that item online, they're asked to read and accept the document before paying, and the signed agreement is saved to their record.
Before this, documents could only be assigned to memberships or locations, so item-specific terms, like a consent for a procedure or a waiver for a weight loss package, had to be collected separately.
Assign a document to charge items or packages
Go to Admin → Documents.
Create a new document or open an existing one to edit it.
Under Visible, choose Specific Charge Items.
Select one or more charge items or packages from the list. Each one appears as a chip, and you can remove it by clicking its ×.
Save.
You need to select at least one item. On the Documents list, the Visible column shows the items the document is assigned to, like Charge Items: IV Therapy, Weight Loss Package.
A document assigned to charge items is only shown to patients buying those items. It isn't shown at membership signup or to other patients.
What patients see at checkout
Charge item documents appear in two places:
Online checkout pages. When a patient buys an item from a checkout page (Admin → Signup Pages, page type Checkout), the documents for that item appear on the confirmation step.
Explore Services in the patient portal. When a patient buys a package from their portal, the documents for everything in their cart appear before they pay.
Patients see each document once, even if more than one item in their cart uses it. Documents assigned to other items don't appear.
After the patient pays, each document they accepted is saved as a signed agreement in the Agreements section of their patient record.
Required and optional documents
Required documents must be accepted before the patient can pay. If they haven't accepted, they'll see a message and the payment button stays unavailable.
Optional documents are shown, but the patient can pay without accepting them.
Set this with the Required setting on the document, the same way you do for membership documents.
Documents on packages
When a patient buys a package, they see:
Documents assigned to the package itself
Documents assigned to any charge item included in the package
Example: Your Weight Loss Package includes an initial consult and a set of injections. You've assigned a program agreement to the package and an injection consent to the injection item. A patient buying the package sees both documents, once each.
Repeat purchases
When a patient buys a package again from the patient portal, where they're logged in, they won't be asked to re-sign documents they've already signed. They'll be asked to sign again if:
The document has been updated since they signed it
Their agreement has expired
It's a document they haven't signed yet
Deleting a charge item that has documents
When you delete a charge item or package, Hint removes it from any documents it's assigned to.
If the document is also assigned to other items, it stays published for those items.
If the deleted item was the only one on the document, the document is unpublished. This keeps it from being shown to every patient. On the Documents list, it will show Visible: Everyone with a status of Unpublished. Assign it to new items and republish it if you still need it.
If Hint can't delete the charge item, for example because it's still an active recurring charge on a membership, nothing changes on its documents.
Limitations
Documents are only shown when patients buy online, through checkout pages or Explore Services. They aren't shown when you add a charge from the provider portal or Quick Checkout.
Individual charge items can't be bought from Explore Services, only plans and packages. A document assigned to a single charge item appears in the patient portal only when that item is part of a package.
A document can be assigned to charge items or to memberships and locations, not both. To use the same terms in both places, create a separate document for each.
FAQ
Can I assign one document to both a membership and a charge item?
No. A document is assigned either to specific charge items or to memberships and locations. If you need the same terms in both places, create two documents.
Where can I see who signed a charge item document?
In the Agreements section of each patient's record, the same place membership agreements appear.
What happens to documents patients already signed if I delete the charge item?
Signed agreements stay on the patient's record. Deleting an item only changes which patients see the document going forward.
Why is one of my documents suddenly unpublished?
The charge item it was assigned to was deleted, and it wasn't assigned to anything else. Assign it to new items and republish it.
Will patients see the same document twice if two items in their cart use it?
No. Each document appears once per checkout.