This screen can be used to bill any clients that have a membership. If the membership programs you sell have monthly billing cycles, you will need to use this screen frequently to bill your clients. If your clients' "Next Bill Date" varies, you may need to use this screen every day to process their payment, or you can enable automated billing in your Company Settings.

To open the Membership Billing screen, hover over Clients on the menu bar, then find the Membership Options tab and click on Membership Billing.

Clients > Membership Options > Membership Billing

The Membership Billing list is your subscription list. You can search by client name, membership program and status. The subscription list also includes the next bill date, last bill date, amount, terms, retries, billed and action date.

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091nvx">)

At the top right corner of the Manage Membership Billing page, you will find the Start Billing Cycle button. You can use this to start your membership billing.

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091nxZ">)

When you first open this screen, you will see a listing of all the active membership subscriptions. In this list, you will be able to view all of the details of each client's membership subscription. Select the Status dropdown to toggle between Active, Deactivated, Cancelled, Frozen, Cancel on Date, and Frozen Until subscriptions.

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091jyo">)

Membership Programs are available in PatientNow Essentials and the Preferred & Ultimate editions of the EnvisionNow program. To upgrade, please contact our Sales Team at 800.436.3150, Option 1, or sales@patientnow.com. Memberships require credit card integration.

Credit Card integration is available as an add-on. You can update your account on the Account Management Subscription Page.

At the bottom of this screen you will be able to view the selected client's billing history under the Client Billing History tab. To select a client, click on top of their membership subscription in the subscription list.

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091i6g">)

This tab allows you to view all of the membership subscriptions that have been billed, including the initial sale of each membership account.

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091kA6">)

​
​Right-Click Menu Over Active Membership

The following options will be available if you right-click on top of an active membership subscription.

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091oC5">)

Select this option if you would like to update the client's credit card information. Selecting this option will open the Edit Client screen for the selected client. Click on the Update Payment Info tab at the bottom of this screen to edit the client's credit card billing information.
​

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091oDh">)

Select this option if you would like to deactivate a client's membership. The Status checkbox will be unchecked after selecting this option and the client will not be able to use their membership or the benefits of their membership.

Select this option to terminate the membership and stop future billing for the client. Membership can also be set to cancel in the future.

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091oFJ">)

​
​Freeze Membership

Select to freeze a membership to stop billing the client. You can also freeze a membership until a future date when they'd like to reactivate.

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091ZWR">)

​
​Bill Membership

Select this option if you would like to manually bill a client's credit card for the selected membership. This can be used if you would like to bill only one client and not all clients in the subscription list.

Membership was Billed
​
​

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd00000Fr8d9">)

Select this option to advance the client’s membership by one period, without billing the client for that period. This can be useful when you manually take a payment for a client’s membership without using the card associated with their automatic payments.

After using this option, you will see a notification in the upper-right corner of your screen confirming the change:

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd00000FrHuv">)

You will also see a record of this change in Client Billing History:

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd00000FrHzl">)

Select this option to update membership information, including the next billing date.

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091oLl">)

Select this option to resume a membership. The billing date will not update until the client has been billed.

When you are ready to start the Billing Cycle for all Clients, click the "Start Billing Cycle" button. This button can be used to process Credit Card Billing.

It is strongly recommended to run the Next Billing Preview Report if you are using credit card processing for membership billing.

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091ktG">)

Parent Accounts are used when you want to affiliate another client's account with a primary account holder to pay for a membership (the Parent Account would be considered the primary). This is most often used for family relationships, such as a parent and child. Parent accounts can also be used for booking a child online.

Parent accounts will only work once you have created their Client/Patient ID.

To add a Parent Account to a new or existing client with a membership, open their Client Record from the Client List screen. In the demographics tab, you will see a dropdown box where you can select the Parent Account you want to charge the client's subsequent memberships to.

[IMAGE — needs manual upload: image.png] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000003oRh&feoid=00N3s00000QF9k7&refid=0EMRd0000091oaH">)