How do I use Visit Packages on HelloNote ?

Purpose:

To enable clinics to create prepaid treatment packages, streamlining upfront payments and automated visit tracking in HelloNote EMR.

Scope:

Covers setup and management of:

• Prepaid multi-session packages (evaluations, dry needling, etc.)
• Upfront billing configuration
• Automatic visit deduction tracking

Procedure:

1. Create a New Package:
   1. Navigate to Visit Types in settings
   2. Click Add New or edit an existing visit type
   3. Check "Is Package" to enable package mode
2. Configure Package Details:
   1. Enter package name (e.g., "Dry Needling - 3 Sessions")
   2. Set total visits (e.g., 3)
   3. Input full package price (e.g., $270)
3. Billing Workflow:
   1. System charges full amount on first visit ($270)
   2. Subsequent visits auto-deduct from balance ($0 due)
4. Track Usage:
   1. View remaining sessions in patient records
   2. System alerts when renewal is needed

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Packages allow you to set up a visit for X amount of sessions, and they pay up front. So for example, you can create a package of 3 for dry needling with a $270 rate, and the $270 will only be due on the first visit, and the subsequent visits will not be due.

This also works for any visit types: Evaluation, Daily Visits, etc,

It's very convenient and used by a lot of clinics. It also counts down so you know how many visits were used up until the renewal.