Bringing Your Existing Members to Smile Advantage

Topic

Onboarding

For

Front Office Team

Read Time

~3 minutes

If you plan to bring an existing list of membership patients with you to Smile Advantage, you have a few options to get them into the platform and automate their membership and payments.

Two options to consider

1. Migrate them as a cash or check one-time payer. For a setup fee, we can do this for you. The patients receive reminders when they are about to expire, and at that time the office collects their credit card, then deletes and re-enrolls them as a recurring member.
2. Enroll them as they come due. This is what we find most offices do when they already have members on a current plan. When the patient comes in at the time of renewal, the office collects their credit card and starts their subscription then. This way they are set up as an auto-recurring member from the start, their credit card is vaulted, and there is no need to collect their card again.

Common questions

Why can’t we set up our existing members as recurring members now?

When a recurring member is set up in the dashboard, their credit card is charged that day. To prevent charging them twice, we initially set them up as a cash or check one-time payer. This lets them receive notifications when they are due for renewal. At that time, the office can collect their information and enter them as a recurring member.

We have our member’s credit card on file. Can I give it to you to enter into their membership?

Manually transferring a patient’s credit card causes severe security risks. For this reason, we cannot accept patients’ credit card information.

If I enter my initial list as one-time payers, how do I move them to a recurring credit-card charge?

When you enter patients as one-time payers, they are notified when they are coming up for renewal. At that time, you delete their membership and enter them as a recurring member. This charges the patient and vaults their credit card for automatic renewal.

Method 1: Manually enter your current list

1. Click the Add New Member tab.
2. Select the Add A Non-Recurring Membership button in the top right corner.
3. Enter the patient’s info in the form and select Cash or Check for payment type.
4. Click the Add Membership button.

This sets them up to renew one year from their date of entry. To update their renewal date:

1. Click the Manage Members tab.
2. Use the search box to search for the patient by last name.
3. Click on the patient’s name to view their membership.
4. In the Current Plan Info box on the right, click the Change Member Plan button.
5. Enter the plan and requested renewal date and click Update Plan.
6. We will update the renewal date for you.

Method 2: Enroll as they come in for treatment

When a patient comes in at their time of renewal, add them as a recurring member:

1. Select Add New Member.
2. Enter the patient’s info in the form.
3. Click Add Membership to charge the patient.

This patient is now added as a recurring member. Their credit card is vaulted and they will be automatically charged when they are due for renewal.

Note

For patients you have already brought over as one-time payers, see Importing Existing Member Card Details for the ways to update their card before renewal.