If your clinic sells gift certificates, then you can document the sale and redemption of gift certificates as described below.
Gift Certificate Purchase & Payment
If the person buying the gift certificate has a chart in your system, you can document the purchase (and take payment, if you use integrated merchant services) in their chart.
If the person buying the gift certificate is not a patient (nor likely to become a patient such that you might want to create a chart for them), you can document the purchase on a dummy patient chart created for the purpose of non-patient sales. That dummy chart could be named "Non-Patient Sales" or "Walk in Sales" or similar.
- * Note that whenever you process payments via a dummy patient chart, you will want to go back and delete the payment information after processing a payment. This prevents future charges against the saved payment methods.
First, add a charge to your Charge List for the gift certificate or gift card. The price can be $0, so that you can designate the amount manually when someone purchases the gift certificate. You may want to give any gift certificate or gift card charges their own category, so that you or your bookkeeper can more easily keep track of outstanding gift certificate liabilities.
Then add the charge to the purchaser's chart (or in your dummy chart for non-patient sales), by clicking on the plus sign at the upper right of the Billing block, and searching in the charge search bar provided. Change the charge amount to reflect the desired amount for the gift certificate.
If desired for tracking purposes, you can note the purchasing patient's ID on the gift certificate itself and/ or assign gift certificate ID numbers, making sure to note the gift certificate ID number in the charge Notes field when adding the charge to the purchaser's account.
Click Add and Add Another to continue to add other charges, or Add and Add Payment to jump straight to the Add Payment window. If you didn't jump straight to the Add Payment window, you can open that window by clicking on the plus sign at the top right of the Billing block, and then on Add Payment.
Then add the payment to the purchaser's chart. In the Add Payment window, add the amount of the payment and select the payment method. If you have integrated merchant services, you can process payment directly in that window.
Gift Certificate Redemption
When someone comes in to redeem a gift certificate, you would add the applicable charges to their account for the goods and/ or services that they are buying. Or, if they are not a patient and do not intend to become a patient (but are buying from your dispensary, for example), you can document the purchase (and take payment, if you use integrated merchant services) in a dummy patient chart for non-patient sales.
Then add the payment. Under Payment Type, select Gift Certificate. If you do not see Gift Certificate among your payment type options, contact firstname.lastname@example.org to have that added for you. If desired for tracking purposes, you can add the purchaser's patient ID (if noted on the gift certificate) and/ or the gift certificate ID (if applicable) in the payment Notes field.