A membership is a monthly plan: the patient pays a fixed amount and each period Heltio grants them package credits or a wallet top-up. The difference from a prepaid package is single but fundamental: a package is bought once, a membership renews on a cycle.
Heltio does not store the patient's card and never charges it itself. Every period creates a charge with the status Due, and the patient settles it with a link from the portal or a QR code shown at reception.
The module is off by default — it has to be switched on in settings first.
How to do it
Switch the module on
Settings → Memberships & vouchers, the Memberships (karnety) section, the toggle next to the description "Let patients subscribe to recurring monthly plans that grant package credits or wallet top-ups." Once on, a Memberships entry appears in the Billing menu.
Create a plan
On the same page, in the Membership plans section, click New plan. You fill in:
- Name — Monthly rehab pass, for instance.
- Price per month — the gross amount charged each period.
- What the plan grants — Package credits or Wallet top-up.
- for credits: the Service package and Visit credits per month;
- for the wallet: the Wallet top-up per month.
The plan list shows Name, Grants, Price / month, Status and the number of subscribers. You withdraw a plan with the Archive action: "The plan will be hidden from new subscriptions. Existing memberships keep running."
Subscribe a patient
On the patient record, in the Memberships section, click Subscribe to a plan. You pick a plan and confirm. Heltio acknowledges with Membership created — collect the first payment. and opens a Collect payment dialog with a QR code and the Open payment link and Copy link buttons.
The membership stays in the Awaiting first payment state until the money arrives. Only a paid period grants the credits or the top-up.
Pause, resume or end it
The Memberships section on the patient record offers three actions:
- Pause — "No charges or grants while paused."
- Resume — "A new billing period starts today and the first charge is created."
- Cancel — with a choice: immediately, or at the end of the current period.
A patient can do the same in the portal, except that the portal offers only Cancel at period end.
Watch the arrears
Billing → Memberships shows every membership in the clinic, two indicators — Active memberships and Monthly recurring revenue — and the All, Active, Past due filters. The Past due filter is the list to call through.
A patient with an unpaid period gets an email reminder, and after a failed payment a message titled "Your membership payment failed" with a Pay now link.
When something does not work
Select a service package for a package-credits plan.
What this means: The plan grants credits, but there is no indication of which package they should come from.
A wallet top-up plan cannot have a service package.
What this means: One plan has both a wallet top-up and a service package selected.
This charge can no longer be paid.
What this means: The period the charge belonged to was cancelled, or the charge has already been settled.
This membership cannot be resumed.
What this means: The membership is cancelled, not paused — a cancellation cannot be undone.
Could not load the plans
What this means: The plan list did not arrive — usually on a dropped connection, or where the module has just been switched off.
Who has access
Clinic Admin ReceptionistPlans are created and archived by the administrator. Subscribing a patient, collecting the payment and pausing are open to reception as well. The Billing → Memberships summary is seen only by people with access to financial data — the owner and the administrator.
Related
- Prepaid packages — the one-off pass, and the source of credits for a plan.
- Patient wallet — where a plan's top-up lands.
- Gift vouchers — switched on from the same settings screen.
- Wallet and packages in the portal — what the patient does themselves.
Related features
Prepaid packages
Multi-visit passes: you define them once in settings, sell them to a patient, and Heltio deducts credits as visits are settled. Validity, service coverage and the practitioner list are part of the pass definition.
Patient wallet
A cash balance kept for every patient: top-ups, paying for visits and invoices from it, balance adjustments and a full transaction history. The patient sees the same wallet in the portal.
Gift vouchers
Vouchers for an amount or for a package of visits — sold at reception with a code and a gift-card PDF, or online with the code emailed once the payment is booked. The code is shown once; after that it cannot be recovered.
Wallet and passes in the portal
The patient's money seen from the portal — balance and transaction history in My Wallet, purchased visit packages, recurring memberships and vouchers.