Passes are designed to simplify the management and sale of appointment packs in your practice. Whether you’re offering a 10-pack of Pilates sessions or a bundle of group exercise classes, Passes provide a seamless experience for both your practice and your patients. When combined with the online booking system, Passes provide a self-service way for patients to purchase a pass and use it to redeem appointments.
Here's an overview of how passes work:
1. Patient Purchases a Pass:
Patients can purchase a pass for a specific set of services, such as a 10-pack of Pilates or group exercise sessions.
2. Patient Redeems Appointments:
Patients can use a pass to redeem their appointments once a pass is purchased. Staff can choose to redeem the appointment rather than invoicing it. When booking online, the patient can redeem the appointment using one of their available passes. If they don't have a pass, the patient can purchase one.
3. Track Pass Usage:
Practice staff can easily view remaining pass balances and expiry dates within PracSuite, while patients can view this information when logged into their online booking account.
Read below for details on configuring and using Passes in PracSuite.
Creating Passes
Passes are created and configured in Settings > Billing > Passes.
Two types of Pass can be created in PracSuite:
Sessions - Designed for redemptions of item codes with the same value. For example, a 10-pack of pilates or group exercise sessions.
Money Pool - Designed for redemptions of item codes with different values. This could be viewed as a voucher that allows the patient to redeem appointments across different professions. For example, massage appointments of different durations with different fees.
Along with the Pass Type, you'll need to set the following:
Start Date - This is the date from which the pass becomes valid. It can either be the date of purchase or the date of the first redemption using the pass.
Expiry - Set the pass to expire after a certain timeframe after the start date. After the expiry date, the pass can no longer be used to redeem.
Pass Code - Identifies this pass throughout PracSuite and printed on invoices.
Description - A description of the pass that is printed on invoices.
Print Code As (Optional) - Overrides the Pass Code when printed on invoices.
Barcode (Optional) - If using a barcode scanner, add the barcode to add this pass to an invoice.
Schedule - For item code grouping in reports.
Pass Fee
The Pass Fee represents what the patient will pay to purchase the pass. You can choose between setting a single fee for all patients or a different fee per Fee Category.
Money Pool passes also have an 'Available to Redeem' figure for scenarios where the pass provides additional value. In the example below, we have a pass that costs $200 to purchase, which provides $220 of value towards redemptions.
For further information regarding GST and passes, see the section below.
Redeemable Items
Similar to an invoice containing item codes, passes are used to redeem item codes. When creating a pass, you need to specify which item codes can be redeemed using the pass.
Use the Add button to choose the items that can be redeemed with this pass.
Redemption Value
The 'Redemption Value is the value that will be recorded on the Pass Redemptions Report when redeeming an item. For a 'Money Pool' pass, this is also the amount that will be deducted from the pool.
By default, the Redemption Value will be based on the Item Code's standard pricing according to the patient's Fee Category (as per regular invoicing). Alternatively, use the Override Value option to specify the redemption value for this item under this pass. The redemption value can also be changed ad-hoc at the time of redemption.
Session Passes
Specify the maximum number of item codes that can be redeemed with this pass. In addition, select the item codes that can be redeemed and their redemption value. In the example below, the pass can redeem 10 of the 560 group consultation item codes.
Money Pool Passes
Specify the item codes that can be redeemed using this pass and their corresponding redemption value. For a 'Money Pool' pass, this is also the amount that will be deducted from the pool.
Businesses
You can specify which businesses this pass can be used at if needed.
Terms and Conditions
Terms and Conditions are displayed to patients who purchase passes online. This section can outline restrictions regarding the use of this pass, such as expiry dates and services it can be used to redeem.
Passes and GST
Below is some essential information for understanding how GST is handled for each type of pass.
Session Passes
GST is included in the sale of the Session Pass itself and is not associated with individual session redemptions.
The Redemptions report will not show GST for Session Pass redemptions.
To report on GST for Session Passes, refer to the Billing report or Transaction report, which both reflect the pass sale.
Money Pool Passes
GST is not applied to a Money Pool Pass at the time of purchase. Instead, GST accrues with each redemption using the pass.
The Redemptions report will reflect GST for Money Pool Pass redemptions, showing the GST amount accrued with each use.
Purchasing a Pass
To purchase a pass, simply add a pass to an invoice like any other item code. Passes appear in their own category on the left-hand side.
Note that non-pass item codes cannot be added to an invoice containing a pass. If the patient needs to be invoiced for other items along with a pass, you must create a separate invoice.
Note that the Invoice and the Pass are directly linked. Deleting one will delete the other.
Passes can also be purchased online when a patient logs into their account. Tyro Online Payments must be enabled. More information regarding Passes and Online Bookings can be found here.
After purchasing a pass, it will appear in the Passes tab of the patient file.
Redeeming Using a Pass
There are two ways to start the pass redemption process:
Redeeming via the Appointment Book
If an appointment's default item code can be redeemed, a pass icon will be displayed on the booking to indicate that the patient has a valid pass to use.
To redeem the appointment, select Redeem Pass in the appointment menu. This will open the redemption screen. The lightning bolt icon will bypass the redemption screen and quickly redeem using the appointment's default item code.
If a patient doesn't have a pass, the pass icon won't appear, and the appointment menu will display 'No Pass Available'.
The redemption options will only appear if the appointment is booked on the same account that the pass was purchased on. If you're seeing No Pass Available, double-check that the appointment has been booked on the same account as the pass.
After proceeding to redeem, you can customise the redeemed item code and the redemption value if required.
Select Save to finalise the redemption process.
Once the redemption is complete, the appointment will turn to your chosen processed colour, and a pass icon with a tick will appear.
A notification will also display the patient's remaining pass balance.
You can also view the status of the pass in the appointment tooltip.
Redeeming via the Patient File
To redeem a pass outside of the appointment book, go to the Passes tab of the patient file.
Select the Redeem button and proceed with the redemption process shown above:
Continue through the redemption process as required.
Managing Passes in the Patient File
The Passes tab of the patient file displays all passes purchased by the patient and their current status. By default, expired and completed passes are filtered out of the list.
You can complete the following actions when hovering over a pass in the grid:
Printing or Email Redemption Summaries
All redemptions made using a pass will be reflected on the corresponding invoice for the Pass. Use the print or email icons when hovering over a pass. You can also select the invoice number and use the print or email functions found at the top of the invoice.
Editing and Deleting Redemptions
When selecting a pass in the grid, you'll see a summary of all redemptions made using the pass.
To edit a redemption, select the edit icon. If you need to delete a redemption, for example, if you've accidentally redeemed an appointment, hover over an individual redemption and select the trash icon to delete it.
Managing Pass Start and End Dates
A pass's start and end date can be edited if, for example, you're granting a patient an extension to continue using the pass.
Editing Redemption Values
For Money Pool passes, you can edit the value that can be redeemed with the pass.
Reporting on Pass Statuses and Redemptions
PracSuite includes two reports relating to passes:
Passes Report
The Passes Report can be used to view purchased passes and their current status. It is ideal for viewing the number of redemptions patients have left and passes that are due to expire in a particular date range.
Pass Redemptions Report
The Pass Redemptions Report can be used to view all items redeemed using a pass.
Notes on Practitioner Wages
Note that the Billings Report displays income generated from the sale of the pass, not redemptions made using a pass. When running the Billings Report in the context of practitioner wages/commission, caution should be taken on whether the sale of the pass should be included in the practitioner's billing totals. Use the Item Codes filter on the Billings Report to exclude pass sales where relevant.
If pass redemptions should be factored into staff wages, the Pass Redemptions Report should be used.
Passes and Online Booking
Passes can also be used in the online booking portal for logged-in patients. This includes the option to require a patient to pay or purchase a pass and redeem it to book appointments and classes in a self-service manner. While logged in, patients can view the status of their existing passes and purchase new passes.