Prepare Provet for health plans before you create your first health plan. Choose the health plan settings for your organization and clinic locations, and set up recurring payments. Then add the items, discounts, and item groups that health plans use.
Organization Settings
Settings > Organization > Health plan (the term is defined in Custom term, see below)
These settings control health plans for all clinic locations (if you have more than one) in your organization.
Custom term: You can add your own general term for 'health plan'. This term will appear throughout the system and in all customer documents.
Allow changing items: With this setting, you can choose whether items such as medicines, supplies or foods can be changed when using them from health plans during a consultation. For example, you can allow replacing items when they are low on stock. The options include: never, always, when low on stock, or when out of stock.
Low stock limit: For the Low stock option of changing items, define the stock limit in the number of packages. If an item's stock level is below this limit, the item can be changed.
Allow changing prices: You can select whether health plan item prices can be changed on the consultation page.
Use current item prices: When this option is selected, the item prices set in the item settings are always used and the Allow changing prices setting is disabled.
Signature statement: You can define a signature statement for the customer subscription contracts. If left empty, a default statement is used: 'I have verified the information above and confirm that the client information is correct and valid. By signing, I accept the terms and conditions.'
Discounts for subsequent plans: If a client has more than one pet they want to put on a health plan, you can give a discount for having more than one subscription. Select this option and define the discount amount in the Discount field in your currency (including VAT). If the first active subscription goes to the 'lapsed' status, the other subscriptions lose the discount.
Use Health plan cancellation invoices: Select this option to create cancellation invoices for health plan subscriptions. The Cancel subscription dialog then shows the Create cancellation invoice checkbox. See Cancel a Health Plan Subscription.
Cancellation fee: Set a default cancellation fee for your health plans, in your currency and including VAT. When you cancel a health plan subscription before it ends, Provet adds the fee to the cancellation invoice. You can change the fee when you cancel the subscription. To show this field, select Use Health plan cancellation invoices.
Use active clinic location for advanced payment invoice: When this option is selected, the active clinic location receives advance payments. If not selected, the main clinic location of the health plan receives the payments.
Use active clinic location for Provet payment invoice: When this option is selected, the active clinic location receives payments made through Provet Pay. If not selected, the main clinic location of the health plan receives the payments.
Retry failed recurring payments automatically: Applies when Provet Pay is used for health plan monthly billing.
Available payment methods: Select the payment methods that you want to show as options for health plan subscriptions: Not specified, Monthly billing through Provet, Contract period as advance payment, Monthly recurring payments through Provet Pay (if used), Monthly recurring payments through Gravity Payments (if used).
Disable editing renewal information for subscriptions: When this option is selected, users cannot edit the renewal schedule or select a plan for subscription renewal.
Send notification emails to subscribers: When this option is selected, Provet sends automated emails to clients about their health plan subscription. The emails cover activation, renewal, cancellation, expiration, and payment reminders. If a third party sends health plan emails to your clients, clear this option.
Clinic Location Settings
Settings > General > Clinic location > Health plan
These settings control health plans for specific clinic locations.
Enable health plan: When this option is selected, the Health plan page is available under Billing.
Compensate items automatically: This setting applies when you add an item from the patient's health plan to the consultation items directly, without the health plan dialog. When this option is selected, the option to use the item from the health plan is preselected. When this option is not selected, you can still use the item from the health plan, but you must select that option yourself. The setting also applies in these cases:
When you use a bundle that includes an item from the patient's health plan, the dialog where you choose whether to use the item from the health plan does not open. This setting decides whether Provet uses the item from the health plan. This applies only to bundles without a fixed price.
When Provet adds an item from the patient's health plan subscription to a consultation automatically, for example through the reason type setting, this setting decides whether Provet uses the item from the health plan.
Send email notifications about failed recurring payments: Applies when Provet Pay is used for health plan monthly billing.
Email body text for failed recurring payments: You can add an email text for failed recurring payments.
Set Up Provet Pay Recurring Payments
Provet Pay can be used for the monthly billing of a client's health plan when a default payment card has been saved in the client's billing information.
These settings control how Provet Pay handles failed recurring health plan payments.
Settings > Organization > Health plan:
Select the Retry failed recurring payments automatically checkbox.
In Maximum number of automatic retry attempts, add the maximum number of times you want Provet Pay to retry the payment after the first failed payment attempt.
In Automatic retry attempt interval, add the number of days between the payment attempts.
In Maximum number of automatic retry attempts before suspending plan, add the number of times Provet Pay will retry the payment before the health plan is suspended. If you do not add a value here, the health plan is suspended when the number of times added in Maximum number of automatic retry attempts has been reached.
Settings > Clinic location > Health plan:
Send email notifications about failed recurring payments: When this option is selected, email notifications are sent to the client every time a Provet Pay recurring payment fails.
Set Up Recurring Payments with the Gravity Payments Integration
The Gravity Payments integration is available in the US only.
The Gravity Payments integration can be used for the monthly billing of a client's health plan when a default payment card has been saved in the client's billing information.
To activate recurring payments with the Gravity Payments integration:
Go to Settings > General > Clinic location > Health plan (a custom term for the feature may have been defined in the health plan settings)
Select Allow gravity payment for recurring payment.
Set Up Item Groups and Discounts Used in Health Plans
Add Items Used for Billing
Two procedure items are needed for health plan billing purposes:
Item used for the compensation of the costs of the items that the client uses through the health plan subscription
Item used for charging the monthly health plan payment
In addition, a cancellation fee item can be used for billing the cancellation fee. This item is not necessary, but it can be used to identify the cancellation fee from other fees.
To set up the billing items:
Go to Catalog > Items.
Select Add item > Add procedure.
Add a descriptive Name for the procedure, for example 'Health plan item compensation', 'Health plan monthly payment' or 'Health plan cancellation fee'. No other information is needed.
Select Save.
Add Health Plan Discounts
To be able to offer discounts as part of your health plans, you need to set up the discounts in advance so that they can be used when creating health plans.
1. Add a Tag for Health Plan Discounts
Go to Settings > Lists & Templates > Tags and select Add.
Add a descriptive tag Text, for example 'Health Plan Discounts'. Select the colors for the tag text and background, and add the clinic location where the tag is available.
For a tag only used for health plans, select the Patient option under Usable in and the Health Plans option under Used only for. Tags that are only used for health plans are added automatically for patients subscribed to a health plan that includes the tag, and these tags cannot be added or deleted manually.
Select Save.
2. Create a Discount Scheme
Go to Settings > Lists & Templates > Discounts and select Add under Discount schemes.
Add a descriptive Name for the discount scheme, for example 'Health Plan Discount'. Add the other settings you need, such as the discount percent and the items that get the discount.
Under To whom, select the health plan tag you created in 1. Add a Tag for Health Plan Discounts.
Select Save.
Add Item Groups
You can use item groups to add a group of related items, such as dewormers, to a health plan. The appropriate item can then be selected for a patient from the item group options. When item groups are edited, for example, a discontinued product is replaced with another, all health plans and health plan subscriptions that include the item group are automatically updated.
Note: When a health plan contains item groups, the item total costs and savings depend on which items are used from the item groups during the subscription period.
You can find health plan item groups in Settings > Lists & Templates > Health plan under Health plan item groups.
To add an item group:
Select New. The Edit Health plan item group page opens.
Select the Selectable for Health plan templates checkbox to make the item group available for use in health plans.
Add a descriptive Item group name for the item group.
Select the Item list from which you want to search for items.
In Number of item uses, add the maximum number of items that a subscriber can use from the item group, for example three products from a selection of cat food products (or the same product three times). If you do not want to limit the use, select Unlimited uses.
Under Item group estimated value, select how you want the total value to be estimated:
Minimum: Calculates the estimated total value based on the lowest price of the items in the group and the Number of item uses value.
Average: Calculates the estimated total value based on the average price of the items in the group and the Number of item uses value.
Maximum: Calculates the estimated total value based on the highest price of the items in the group and the Number of item uses value.
Fixed value: You can manually set an estimated total value. If you selected Unlimited uses, you can only select this option and add your own estimated value.
Under Items, add the items you want to include in the item group. You can search for items using the search field or use the item buttons.
After adding an item to the list, select the pen button at the end of the item row to edit the item properties:
Quantity: Add the quantity that a subscriber is allowed to use, for example three bags of cat food.
Price: Add the price for the single item, for example one bag of food.
Usable after subscription has ended: Sometimes a clinic may want to make certain items available to the patient even if the subscription has expired. For example, if the patient is on a monthly medicine but had to skip a month for some reason, the clinic would want to provide the missed treatment. In this case, select this option for the monthly items and set the number of days the item can be used after the subscription has ended.
Select Save.
Edit and Deactivate Item Groups
In Settings > Lists & Templates > Health plan under Health plan item groups, select the pen button on the item group row you want to edit.
To deactivate an item group so that it cannot be used in health plans, clear the Selectable for Health plan templates checkbox. The item group is archived. To find archived item groups, use the Archived filter in Settings > Lists & Templates > Health plan under Health plan item groups. You can edit archived item groups and activate them again.