Pre-Pay Management

Sell a pre-pay package to a patient

Create a new pre-pay purchase for a patient.

1. Click New Purchase in the top-right of the page.
2. In the Purchase Pre-Pay Package dialog, optionally use the Filter by Category dropdown to narrow the package list.
3. Under Select Package, click the package card you want — the selected card gets a highlighted border.
4. Open the Purchaser (Patient) dropdown and choose the patient who is paying (they are added to the authorized list automatically).
5. Leave Expiration Period as-is — it is greyed out because the package sets it.
6. Optionally, under Authorized Users, type in the Search patients to add... box and click a person to let them use the package too.
7. Click Complete Purchase.

💡 Tip: Complete Purchase stays disabled until you've picked a package, a purchaser, and at least one authorized user. Pre-pay packages are non-refundable.

Find and view a patient's packages

Look up a patient and read their package details.

1. Type part of the patient's name in the Search patient... box.
2. Click the patient's row to expand it.
3. Read the Balance column to see how much is left; hover it to see how much has been used.
4. Optionally hover the badge in the Authorized column to see everyone allowed to use the package.

💡 Tip: Packages are grouped under the purchaser (sorted by first name), even when shared with other patients.

Filter the package list

Narrow the list by category, status, or purchase date.

1. Pick a service type from the Category dropdown to show only that category.
2. Pick Active, Depleted, or Expired from the Status dropdown to filter by state.
3. Click the Purchase date range button, then click a start and end date on the calendar to limit by purchase date.
4. Watch the X of Y packages count on the right update as you filter.
5. Click Clear filters to reset everything at once.

💡 Tip: Status colors: Active (green) is usable, Depleted (grey) is used up, Expired (red) is past its date.

Show or hide used-up packages

1. Find the Hide depleted toggle in the top-right header.
2. Click the toggle off to show fully-used packages (the icon changes to an open eye).
3. Click it again to hide them.

💡 Tip: Hide depleted is on by default; the number in parentheses, e.g. "Hide depleted (3)", shows how many are hidden.

View a package's usage history

See every time a package's balance was used.

1. Expand the patient's row.
2. On the package you want, click the History button in the Actions column.
3. Read the Usage History panel that slides in from the right — review the Purchaser, Amount Paid, Current Balance, and Purchased summary cards.
4. Under Transaction Log, review each use's Date, Patient, Service/Product, Used, Balance, and Practitioner.
5. Close the panel when done (click outside it or the close control).

💡 Tip: Product returns appear in green with a plus sign and a "Product Return:" label. If unused, you'll see "No transactions found."

Manage who can use a package

Add or remove authorized users on an existing package.

1. Expand the patient's row, then click Manage Users on the package.
2. In the Manage Authorized Users dialog, review Currently Authorized Patients.
3. To remove someone, click the "X" next to their name (the purchaser can't be removed).
4. To add someone, type in the Search patients to add... box and click them in the results — they get a green New badge.
5. Click Save Changes to apply, or Cancel to discard.

💡 Tip: The purchaser always has a Purchaser badge and cannot be removed. Save Changes is disabled if no one is left in the list.

Use a patient's pre-pay balance

Redeeming a package happens at Checkout, not on this page.

1. Go to Checkout (or check the patient out from the Schedule) for an authorized patient's appointment.
2. Find the Use Pre-Pay Credits panel, which lists each eligible package with its balance.
3. Choose a package option instead of "Pay with regular payment methods" to apply its balance.
4. Complete the checkout — the deduction then appears in the package's Usage History and lowers its Balance.

💡 Tip: If the patient has no eligible package, the panel reads "No eligible pre-pay packages found for this practitioner."