Getting Started: Client Packages

Healthie's built-in packages system enables you to bill for one-time and recurring services, programs, products, and other offerings that you provide. Start accepting payments through Healthie directly, no third-party applications needed. 

You are able to fully customize the services offered, including the frequency (and amount) of payments. Additionally, you are able to apply promotional codes and track utilization of these codes for marketing and business purposes, as well as customize which packages are visible to your client, versus those you may use internally. Healthie links with your bank account for you to collect payment from clients directly. 

Questions? Review our Billing FAQs guide. 

Creating a new package

Once you've linked your bank account within Healthie, you'll be able to create and sell packages to clients. You can create an unlimited number of packages. To get started: 

Navigate to Billing > Client Packages

Click Create New Package

Package Information 

To start creating your package, you'll need to fill out some basic details about your package. Your client will see some aspect of these details, such as the title, description, video (if you've included one), included items, and the price. 

With the "Maximum Times a Package can be Purchased" field, customers who sell packages can set a limit for how many times a Package can be purchased. This is a functionality that helps Organizations manage Package inventory. Previously, Organizations would have to manually check how many Packages were sold, and if more packages were purchased than actual patient demand, Organizations would often have to refund patients. Patients are now able to see when a Package is sold out and they will not be able to purchase it.

Cover image 

A default image will automatically appear for your package. You can click on a thumbnail image to change the photo using Healthie's provided images, or you can upload your own image by clicking the Camera thumbnail. 

For best results with your package cover image, use an image with an aspect ratio of 16:9 and a minimum size of 480 pixels by 270 pixels.

Package Title

You will be asked to give your package a name. If you make your package discoverable to clients, they will see the package name. 

Description

Write a description of your package (you can always edit your description later on). There is a maximum character length of 600 characters for description to ensure descriptions fit nicely when package is embedded externally. If you'd like to provide a longer description, please add this as text onto your website, outside of Healthie. 

Introduction Video 

A great way to sell your package is to include a personalized video for your client/prospect to watch. Record your video and upload it to Loom, Vimeo, or Youtube. Once uploaded, you can obtain the "sharing URL" and paste it into your Healthie package field. 

When your client views your package, they'll be able to see, and play, your video. 

Package Visibility Options

There may be instances when you would not like clients, or specific groups of clients to see a certain package that you've created. For example, if there is a sensitive client population that you work with, you may not want them to see packages that include certain services (ie. you may not want clients who are in recovery for an eating disorder to see that you also offer weight loss services). Additionally, you may want to set a Package Purchase Cap to better manage your Package inventory.

The visibility of the package, to clients, can be controlled within the Client Package Settings > Visibility. 

Learn more about Visibility Options

Associate a Client Group with a Package

Healthie enables automations to be enabled for client packages, such as automatically moving or reassigning a client to a group after purchasing a package. This allows providers to control the assignment/flow of clients between groups with granularity. 

To enable the automation, toggle the button ON within the automations sections. 

There are two settings options that can be enabled or disabled: 

1. All new clients and existing clients move into group
2. Only new clients and existing clients with no group move into group

Select the group that you would like clients to move into. Only one group can be associated with a package. 

Note: if a client moves into a new group, and you have any NEW paperwork/intake flows associated with that group, your client will be prompted to complete those new forms. If they have already completed the forms, they will not be asked again. If you do not want your client to change groups or complete any new paperwork when they purchase a package, uncheck the box on the corresponding settings feature. 

Learn more about managing client groups. 

Included Package Items

Packages can include a combination of appointment sessions, programs, products, labs, and meal plans. Not all of these options will be available for your account, depending on your plan level and the integrations you have enabled for your account. 

Appointment Sessions

If you would like to include appointment(s) within your package, simply scroll through the list and locate the appointment type you'd like to add (ie. initial consultation). Type in the box, or use the (+) sign to add the appointment. You can add multiple sessions if you'd like (ie. 4 follow-up sessions). 

The appointment types that you see pull directly from Appointment Types. If you do not enter any appointment types, your package will still be purchasable, but will not be tied to any sessions. 

Require appointment booking during package purchase

If you check this settings box, it will enable you to indicate sessions that can be booked by your client while they are purchasing a package. Check off "Bookable" next to the specific included appointments that you'd like your client to see while booking. 

Only one appointment type can be booked by a client while purchasing a package, so if there is a specific appointment you'd like your client to book FIRST, then you may want to make only that appointment-type "Bookable" 

For example: 

• You've created a "3 Months to Wellness" package including an initial consultation and 2 follow-up sessions. 
• You select "Require appointment booking during package purchase" 
• You check the box "Bookable" next to "Initial Consultation" within the package details (and leave the follow-up sessions not checked/bookable) 
• When you share this package with your client, they will be prompted to pay for their package AND book their initial consultation through the same flow. 

Note: when you create your appointment-types, you indicate whether your appointment can be booked by clients. When you add this appointment to a package, your preferences will be reflected as such. If you created the appointment-type as "not bookable" then you will see an indicator "This appointment type is set to not be bookable by clients." Learn how to edit and change this appointment setting. 

Renew 

If your package is recurring, you can automatically have specific appointments also renew for your client (eliminating the need to create multiple packages). 

Returning to our "3 Months to Wellness" example, if you've included an initial consultation + 2 follow-up sessions, you can set your "follow-ups" only to renew -- which will give your client new credit for follow-ups each time the package is purchased.

Programs 

You may choose to incorporate a Program (or multiple programs) into your package for clients to obtain. If a client purchases a package containing a program, they will be automatically enrolled in the program. 

Note: If a program has ENDED (end date is in the past) then your Program will no longer display to clients in their Programs tab. Please update the end date of your program, or select an alternative program if needed.  

Products

You may choose to incorporate a Product or multiple products) into your package for clients to obtain. If a client purchases a package containing a Product, and you have inventory management set up within Healthie, a quantity will be deducted from your remaining inventory. 

Note: You are still responsible for "giving" the product (virtual or physical) to your client, as there is no associated drop-shipping or delivery of products at this time. 

Labs

You may choose to incorporate a Lab (or multiple labs) into your package for your client to order electronically. If a client purchases a package containing a lab, they will receive an email confirmation and a prompt to schedule their lab draw at a nearby Quest lab center. Learn more about e-Labs and Healthie. 

Meal Plans 

Healthie offers an integration with Living Plate Rx to enable providers to sell meal plans directly through Healthie. If this integration has been enabled for your account, you will be able to select a Living Plate Rx meal plan to add to the package. Learn more here. 

Note: if you do not have any meal plans added to the package, you'll see copy that says "No meal plans are included in this package." Clients will not see this copy. 

Pricing (one time & recurring) 

Payments are made automatically using the client's card on file

Billing Frequency 

You can set up one-time or recurring payments for a Client Package. Frequency options include: 

• One time 
• Weekly 
• Biweekly (every 2 weeks) 
• 4 Weeks (every 28 days) 
• Monthly (same day every month, ie. March 3rd and May 3rd) 
• Quarterly (every 3 months) 
• Yearly 

In a recurring payment, the client will pay the price you indicated at the frequency set (ie. $400 monthly) which will automatically charge to your client's credit card on file. A single package can only have 1 payment frequency; if you would like to offer the same package with multiple payment frequencies, you will need to copy the package and adjust the payment frequency details on the second version of the package.

Recurring payments are charged to your client based on the date that they purchased their package. For example, if they purchased a weekly recurring package on a Friday, they will be charged the following Friday automatically. 

Your client will automatically receive a confirmation email/receipt of their purchase after every transaction. If the payment did not go process, you will receive a notification, and can review " Failed Payments" within Healthie. Note: If a recurring payment (autopay) can not be processed to the client's credit card on file, the provider will need to manually charge the client separately for the fee. Learn how. 

Number of Billing Periods 

Indicate how many times you'd like your package to automatically renew. For example. If you've created a "3 Months to Wellness" package, you can set it to recur monthly, for (3) months. 

Enable different price for first payment 

If you'd like the first payment of a package to be higher or lower than subsequent payments in a package. If you select this option, the amount that you enter must be a different $ than the other payments made in that package. 

Credit card processing fee 

There is a credit card processing fee via our integration partner, Stripe. Healthie will calculate and display they amount you'll be paid post-processing fee. This amount will automatically be transferred into the bank account that you've linked with Healthie.Learn more about credit card processing fees and receiving payments in Healthie here: Billing FAQs.

Allow clients to confirm a package, and pay later

There may be an instance in which you want clients to obtain a package, you would like to show a price for a package (versus saying free) but you would not like to require clients to pay for a package in order to obtain it (for example, if you would like to charge clients at a later time). 

In this instance, unselect the "Charge Immediately" box that you see within the Pricing tab. This will allow you to collect payment from the client at a later time. 

If this is unselected: 

• Clients will be able to obtain a package, but will not be prompted to enter their credit card details upon doing so. 
• Gifting options will also be disabled for a client obtaining this package. 
• Your client will receive an e-mail indicating that they have obtained a package, and it will show a price "to be paid later - $" 

You will be responsible for obtaining payment for this package, either by creating an invoice, or collecting payment outside of Healthie. 

To view & collect payment for unpaid packages: 

• Navigate to your client's profile 
• Under packages, scroll to find the corresponding package. You'll see an "unpaid' status next to the ones who you have not collected payment for yet
• Click the actions tab (three dots) to expand your payment collection options: 
  • Charge client: this charge the default credit card on file) 
  • Request payment: this will automatically generate an invoice for the client, and notify them via email to complete their payment. They can use a payment card to complete the invoice electronically. Learn more about invoices here. 
  • Record outside payment: use this option if your client has paid you in any other manner (ie. cash or check)

Is your client paying with insurance?

While you could use this "pay later" approach to enable insurance clients to purchase a package (and later pay with their insurance), this may not be the streamlined approach for insurance clients. We suggest that you review the resources below for ways to onboard and collect payment from your insurance clients.

• How to collect & capture insurance information from clients 
• How to onboard insurance clients

Gifting Packages

Additionally, you can enable clients to "gift" a package to another person. This setting is available in the "Pricing" details > " Allow purchasing this package as a gift" 

Learn more about gifting packages here. 

Enrolling a client in a package if they pay outside of Healthie

There may be instances in which a client pays you cash, or has purchased a package outside of Healthie's processing system. There is still an advantage in enrolling the client in your package, for example to ensure they have credits, can book appointments, and are enrolled in your programs. 

In this instance:

• Create a promo code of 100% and naming it "OUTSIDEPAYMENT100"
• Enroll your client in the package and apply the promo code

Additional resources

We suggest you review these additional articles to learn how to share, manage and sell your packages: 

• Share a Single Client Package
• Share Multiple Client Packages 
• FAQ: Client Packages 

Prefer to learn live? 

Join our Healthie Live Classes to learn more about setting up your Healthie account and collecting payments via Healthie. Make the most of the Healthie platform with additional free live tutorials, open to all Healthie members.