Anyone who accepts recurring payments in their practice (such as DPC or concierge membership fees) can have recurring subscription payments that run automatically within Cerbo via our integration with Stripe.


NOTE that subscriptions in Cerbo are designed for recurring membership subscriptions, and not for payment plans. This is because a patient's subscription payments are automatically paired with corresponding subscription charges, and are not available to apply to other charges for services or purchases.


Step 1: Define Your Subscription Plans

Set up your subscription plans under Admin --> Manage --> Subscriptions. Click on Add New Subscription Plan to define a new subscription that you want to offer.


"Add New Subscription Plan" Fields

  • Name of Plan
  • Unique Identifier - generally the same or similar to the name, but must be unique and shouldn't have spaces. This is required by the Stripe API but is not otherwise used in our system.
  • Amount
  • Interval - Subscription charges can be set to occur at regular intervals up to 1 year apart: every month, every 2 weeks, every year, etc. Most common is the monthly subscription. 
  • Trial Period (optional) - days between the subscription start date (which you set when assigning a patient to a subscription plan) and the date the first charge is run.

If you need to edit an existing subscription plan, you would mark the existing plan as deleted in Stripe, then can re-create the plan in the EMR with the updated details.


Step 2: Add a Patient to a Subscription Plan

A subscription can be assigned to a particular patient via the patient's chart in the Billing tab of the Patient Information window, which can be accessed by popping out the Patient Information block or by clicking on the text at the top of the yellow Billing block that says "Subscription."


"Manage Subscription" Fields

Pick Subscription drop down menu - select the patient's subscription from among the subscription plans you have defined (see Step 1). 


Date of First Charge - specify the date you want the first charge to be run. 

Note that the date you select will be the date the first subscription charge will be run, regardless of whether the subscription has a trial period. To make sure a trial period is honored, you would need to take that into account when setting the first payment date.


Automatic Cancellation - you can specify that the subscription should automatically end after a set number of payments have occurred. If no automatic stop is specified, the subscription will continue indefinitely until cancelled.


Click "Update Subscription" to add the patient to the subscription plan.

Changing a Patient's Subscription Plan

If you change a patient's subscription plan (change which subscription a patient is on OR change the payment date), Stripe treats this as a cancellation of the current plan, and the start of a new plan. So, changes will result in a pro-rated refund for the remainder of the current subscription period on the old plan, and a charge for a pro-rated amount covering the rest of the current subscription period at the new charge level.

Cancelling a Patient's Subscription Plan

To cancel a patient's subscription, you would open the Manage Subscription window from the Billing tab of the Patient Information window, which can be accessed by popping out the Patient Information block or by clicking on the text at the top of the yellow Billing block that says "Subscription." In the Pick Subscription drop down menu, select [No Subscription], and click Update Subscription to save. Stripe will automatically issue a pro-rated refund for the remainder of the current subscription period on the patient's subscription plan.