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Advantage Academy

Member Management

How to Change a Monthly Membership to an Annual Membership

Topic
Changing Plans
For
Front Office Team
Read Time
~3 minutes

We know how important it is to keep membership plans running smoothly. This step-by-step guide walks you through changing a patient’s membership from a monthly plan to an annual plan.

  1. Locate the patient. Find the patient whose membership needs to be updated. You can do this from the Recent Activity section, the Search Members bar, or the Members tab.
  2. Access the patient’s profile. Click on their profile to view their current membership plan. You will see the plan details, including the membership type, charge amount, and payment history.
  3. Change the plan. Go to the section that shows their current plan (e.g., “Adult Monthly”) and click the active Change Plan link. If the patient is switching to an annual plan (e.g., $295) and has already made a payment for the monthly plan (e.g., $49), calculate the difference. That difference is the amount you need to charge them (e.g., $246).
  4. Adjust the renewal date. Update the renewal date to reflect the next annual renewal, which is one year from the date of the change. Be sure not to charge the patient again on the upcoming charge date; instead, set the renewal date to match the annual cycle.
  5. Inform the member. Make sure the patient knows about the change to their membership. You can do this by email or in person, depending on your office’s processes.
  6. Charge the card on file. Since the patient already paid for the monthly plan, charge the remaining amount to the card on file. Scroll to the Charge Card on File button and click it. Enter the remaining amount (e.g., $246) for the one-time payment. It helps to add a note indicating the plan change (e.g., “Change from monthly to annual plan”).
  7. Complete the transaction. After entering the charge amount, click Charge Credit Card to complete the transaction. This updates the patient’s account to the annual membership at the agreed-upon price.
  8. Review the transaction receipts. Once the payment is processed, view the transaction receipts in the patient’s profile to confirm the plan change and payment.

That is it. The patient is now switched to an annual membership, with the renewal date set for next year.