If you have a merchant services integration with Bluefin, you can set up automatically-recurring billing for specific charges. For clinics, especially in the DPC world, this feature allows for establishing rules for automatically charging a patient at preset intervals until an end date of your choosing.
- Grouping Family/ Small-Business Subscriptions - Bluefin ONLY
- Payment Plan Billing - Bluefin
1. Preparing Charges for Subscription Plans
Before you can set up a subscription, you will need to add the charge to your Charge List. Please note that you cannot apply discounts to subscription payments that are run automatically. If you want to run a subscription at a discounted rate, please create a new entry in your Charge List that corresponds to the modified amount. Also, ensure that entries in your Charge List are named uniquely to avoid errors. And for better documentation, we recommend creating a new "Subscriptions" charge category in your Charge List.
2. Adding a New Subscription Plan
From the Billing block (see example image below) in a patient's chart, select "[None]" to set up a new subscription plan.
The next window (example shown below) will prompt you to enter the necessary subscription details:
1. Search for, and select the subscription charge in the "Find the subscription charge-type" search box. This will pull from your Charge List.
2. Set how frequently the system should charge the patient for this subscription. For this, you will use the drop-down next to "How often should this be charged?"
3. Set the start date of the subscription. This sets the date of the first charge that will be incurred for the subscription plan. The date will be used to re-apply the charge in the future. This can be set from the 1st through the 28th of the month.
4. Select the owner of the subscription. Payments made from this subscription will show up as "owned" by the selected user in billing reports *See below.
5. Once all of the fields are complete, click "+ Add Subscription"
How Subscription Payments Work
The patient's subscription begins on the date specified in the "Starting on" section. Thereafter, charges automatically recur at the interval specified during setup. So, if the plan recurs every month and you assign a patient to start that plan on April 15, charges will automatically run on April 15th and on the 15th of every month thereafter. At each recurrence, the system will add a corresponding charge and payment for the subscription level chosen for the patient.
To see when the next subscription payment is set to occur, hover over the subscription level at the top of the billing block and a window will appear with the recurring date listed.
If an automatic payment fails, the system will retry running the card every 4 hours for a total of 24 hours. If the card still does not process, the charge will remain without an allocated payment. So the patient's chart will have a balance indicating the existence of unpaid charges. The software system will notify the practice that the payment has failed in the "System Tasks" box on the front page of the EMR. Once the billing issue has been resolved (by updating card numbers, for instance), users should manually process the payment for the failed payments. Allocate the payment(s) to the corresponding subscription charge(s). The system will attempt to charge the patient at the beginning of the next subscription period.
Editing or Cancelling a Patient's Subscription Plan
To edit or cancel a subscription, click on the subscription title in the patient's Billing Block.
To edit a subscription, you will cancel the existing one - click on the name of the existing subscription in the Billing block, and hit the "Cancel This Subscription" button. Then re-add a subscription with the corrected information.
Once cancelled, if you would like to refund the patient for all or part of the last subscription payment, right-click on the last payment made and process the refund partially or in full.
If patients have multiple cards on file, they system will charge the card that is marked as the default one. If you need to change the card that the subscription runs on, go into the patient's credit card information area and mark the correct one as the default.
Recurring Invoices Reporting
Overdue Recurring Charges can be reviewed and managed by going to Reporting and selecting the Recurring Invoices tab.
Void Invoice button: clicking this button will void the charge from the patient's billing block and remove this item from the Overdue Recurring Charges list
Pay Manually: clicking this button will allow you to add a payment to the patient's account manually
Sort columns: you can click the column headers to sort the report by a certain column (ie Patient Name, Charge Name, Amount Due, etc).
Active Subscriptions and Active Payment Plans can also be reviewed from this tab. You can export these results to an Advanced Patient Report OR Export it to a spreadsheet using the options in the right-hand corner.