Approach 1: Add Payment Only, Apply Credit Later

Add the payment only when they buy the package; track package details/ usage separately

  1. Note somewhere what is part of the package (in the SOAP note, in a note on the payment, in the Admin Notes block) and sum up the total due on that package separately.
  2. Add the payment - when the package is purchased, add a payment for the total package amount (NO CHARGES YET), so that pt account reflects a credit for the package amount. If desired, you can name this credit by checking the Name this credit pool box when adding the payment. 
  3. Add the charges when they are actually used - when the patient comes in for any of the included services/ products, you would add the relevant charge(s) to the applicable Encounter note (to be able to generate a superbill), or directly in the billing block.
  4. Apply the credit to the charges - click the plus sign in Charges/ Payments (or in the yellow Billing block), and click on the Apply Credit button to apply the existing package credit to those charges.
  5. Update your notes about the package details, if applicable, to reflect what has been used/ remains.

Approach 2: Track Package Usage with Estimated Charges

Use a special type of charges called "estimated charges" (or "package charges" or "prepaid charges") to track package details/ usage

  1. Contact us at to request that Estimated Charges be enabled for your build.
  2. Add Estimated Charges - add the charges for the services and products that are part of the package that the patient is pre-paying for as Estimated Charges when the patient buys the package. Omit any portion that is going to be a general credit (e.g., a supplement bank) rather than pay for specific products/ services. To add click on the plus sign on the billing block, and click to "add to estimated charges", search for your charge group to add all items as estimated charges. You can include an expiration date at this step. 
  3. Add Payment(s) - add a payment for the Estimated Charges (package) total. You can allocate this to the Estimated Charges by checking off the boxes that have (Est) in their name. 
  4. Convert Estimated Charges to Regular Charges as Products/ Services are Used - when the patient uses any of the included services/ products, CONVERT the applicable estimated charges to regular charges (instead of adding charges for those products/ services anew). To do this within the visit note so that a superbill can be generated for the relevant services, expand out the billing history in the yellow billing block at the right of your open encounter note. Scroll to the bottom of the billing history, check the boxes to the left of the estimated charges for the items and services that the patient is using at that visit, and then select Add Charges from the Manage Checked drop down menu.

If using Estimated Charges, you can easily view which included products/ services are remaining by looking at the estimated charges at the bottom of the patient's billing history.

Special Use Case: "Prepaid" Packages Paid on a Payment Plan

You may offer the option for patients to pay for the treatment package over multiple installments instead of requiring upfront payment. You can automate your payment plan in Cerbo IF you are using Bluefin for integrated merchant services.

To do this, you would add steps to the beginning of either Approach 1 or Approach 2, above: 

  1. Add the charge for the full package amount.
  2. Set up the payment plan for that charge.
  3. Edit that original package charge to be $0 (that does not nullify or cancel the payment plan). Now, as payments come in, they will go into the patient's account as a credit that is available to apply to other charges.

Special Use Case: Prepaid Packages and Credit Pools

Treatment plan packages may be structured to include specific products or services - 3 MD consults, 6 wellness coaching visits, and pre-set educational materials, for example - as well as a credit pool that patients could use to purchase supplements or lab kits. The specific products or services lend themselves well to tracking via Estimated Charges (Approach 2, above). Credit pools, in contrast, are best handled by:

  • Adding the payment for the credit pool and naming the resulting account credit appropriately by checking the "Name this credit pool" box when adding the payment, and entering, e.g., "Supplement Bank." Because you want it to have a separate name, it is useful to add any credit pool payment separately from the rest of the package purchase payment.
  • Then when it comes time to apply existing credit to charges, you will see the named credit pool as its own separate credit to apply, and can easily apply the correct credit to the applicable charges, and see how much credit remains.