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Viewing Health Plan Subscriptions

Viewing Health Plan Subscription Payments

Changing the Subscription Status Manually

Changing or Removing a Health Plan Subscription Payment Card

Renewing a Subscription

Cancelling a Subscription

Migrating a Patient's Subscription Plan

Viewing Health Plan Subscriptions

To view your clinic's health plan subscriptions, go to the Clients & Patients > Health Plan tab (name of the tab may be different). You can search for health plan subscriptions using the free search field (1) or use the filters (2) to view subscriptions by status. From Columns (3), you can select the columns to include in the list.

• Applied for: The health plan subscription has been created, but the contract has not yet been signed by the client.
• Active: The health plan subscription has been signed by the client and payments are up to date. 
• Suspended: The subscription is on hold due to missed payments. Items cannot be used from the health plan. When Nordhealth Pay is used, the subscription status is automatically changed to the 'suspended' status when the maximum number of retry attempts set in the health plan settings has been reached. The health plan is the automatically activated again when the missed payment is received. The status can also be changed to 'suspended' manually, for example, if a third party billing system is used for payments.
• Lapsed: The subscription is no longer active because it has been cancelled. This status cannot be changed back to active. Note that a subscription may also become lapsed if a Nordhealth Pay payment card used for recurring health plan payments is deleted and monthly billing through Provet Cloud is not possible. See more information about changing or removing a health plan subscription payment card. 
• Ended: The subscription has come to the end of the contract period. Items cannot be used from the health plan. This status cannot be changed back to active.

Exporting the Subscription List to Excel

To select rows to export, click the rows in the list. When you click on a row, a pop-up menu opens at the bottom of the page. You can use the pop-up menu options to select all rows or continue selecting the rows individually. To export, select Export / Print > List of selected rows.

Viewing a Patient's Subscription 

To open a subscription page from the Clients & Patients > Health Plan tab, select the eye button at the end of the subscription row.

On the subscription page, you can edit the subscription and print or send the subscription details by email. You will also see a notification if the client is late on their payments. Note that late payments will not prevent using items from the health plan.

On various pages in Provet Cloud, for example, on the consultation page and the client and patient page, you can identify patients that are active health plan members by the health plan tag (specified in the settings) and a green heart. If a patient has more than one health plan, the heart is blue. You can open a summary of a patient's health plan subscription from the health plan heart icon. The subscription opens in a dialogue in which you can print the plan details, send the plan summary by email, or go to the subscription page to view more details.

Viewing Health Plan Subscription Payments

To view your clinic's health plan subscription payments, go to the Clients & Patients > Health plan > Payments tab (the name of the health plan tab may be different in your Provet Cloud). The payment list shows all health plan subscription payments of the departments for which you have permissions.

You can use the filters to view payments by status: all, failed, late, paid, or cancelled payments (due to subscription cancellation). If an automatic recurring payment has failed, the retry and latest attempt columns show how many times the payment has been attempted (the maximum number depends on the settings) and the date of the latest attempt.

In the Health plan field, you can select specific health plans to view, and with the Payment after and Payment before fields, you can limit the date range of the payments. From Columns, you can select the columns to show in the list. To save your selected filters and columns so that the same selections are applied the next time you view the payment list, select the wrench tool button > Save filters.

To view a client's health plan subscription, select the link in the Health plan column. In the health plan dialogue, you can edit the subscription items, view the payments, print or send the subscription details by email, or go to the subscription page for more editing options (for more information, see the other sections in this article).

From the other links in the list, you can go to the invoice page and the client's and patient's pages. The notebook button in the patient column takes you to the patient's history page. You can also hover with the mouse over the icons in the list to view the client's or patients tags, critical notes added for the client or patient, and the patient's health plan subscription status.

Changing the Subscription Status Manually

On the subscription page, select the status button under the health plan subscription title. In the Edit subscription status dialogue, you can select a new status and add notes related to the change. The notes are saved in the Log information.

For example, you can change the subscription status to 'suspended' if a payment is missing. If you use Nordhealth Pay, the status is changed automatically when a recurring payment fails.

You can cancel a subscription by selecting the 'lapsed' status here or start from Tools > Cancel subscription.

Changing or Removing a Health Plan Subscription Payment Card

If Nordhealth Pay or the Gravity Payments integration is used in your Provet Cloud, a client's payment card can be used for automatic recurring health plan subscription payments. When one of these payment methods is in use, you can change or remove the existing card.

Note that if another payment method was initially selected for the subscription ('Not specified' or 'Monthly billing through Provet Cloud'), you cannot change the payment method to recurring payments through Nordhealth Pay or Gravity Payments in the middle of the subscription period.

1. On the health plan subscription page, select Tools > Edit payment card. A dialogue opens.
2. Change or remove the payment card.
   • The Payment card drop-down list shows the cards that have been saved in the client's profile. If the card the client wants to use is not saved on file, first remove the current card (see the following bullet point), then select Tools > Edit payment card again and select + Add card.
   • To remove the payment card, select the Remove current payment card checkbox. When a payment card is removed from a health plan subscription, the subscription's payment method is automatically changed to monthly billing through Provet Cloud if the client has an email address saved in Provet Cloud and email communication is allowed. If email communication is not possible, the subscription status changes to 'lapsed' and cannot be changed back to 'active'.
   • You can later select the payment card again or add a new card (see the previous bullet point) to restart recurring payments.
3. Select Save.

Renewing a Subscription

In the bottom right corner of the subscription page, select Tools > Edit renewal information. Select new plan renewal options and save.

Cancelling a Subscription

1. In the bottom right corner of the subscription page, select Tools > Cancel subscription. You can also start by editing the subscription status. 
2. In the Cancel subscription dialogue, select the cancellation reason and add any optional notes.
3. To generate a cancellation invoice, select the Create cancellation invoice checkbox. The default cancellation fee specified in the settings is shown in the Cancellation fee field, but you can change it. Any completed subscription payments as well as the value of used items is also shown and used for calculating the total sum for the cancellation invoice.
4. Select Cancel Subscription. A counter sale invoice is generated for the cancellation.

Migrating a Patient's Subscription Plan

If your clinic is migrating to Provet Cloud as a new clinic or if you start using the Provet Cloud health plan feature when you already have plans in place, you can manually mark items that have already been used in the plan and modify the subscription duration.

Marking Items as Used

1. In the Unused items section, select the Manage Items button. Small x buttons appear at the end of the item rows. 
2. Select the x button to edit an item. In the dialogue, add the Quantity that has been used.
3. Select Save. The quantity is updated or the item is removed if all quantity was used.

Editing the Subscription Duration

In the bottom right corner of the subscription page, select Tools > Edit subscription duration. Change the start and/or end date and save.

See Also

Nordhealth Pay

Gravity Payments Integration