Before you can begin using the Wellness Club features you must first perform the setup in the Utilities section of HSWorx.  You do not need to create a separate fee schedule for the Wellness Club. Codes and prices will automatically be applied for members and family members added to their account.

Go to Utilities and choose System Setup.  Then General - Alerts.

Enter the email address for the person (or people) who should be notified if credit card payments are declined.

-Click the Add Email Address button and enter the email for the people who should receive notifications.

Go to Utilities - System set up - Wellness Club tab.

1. Enter Defaults for the Wellness Club
   • Visits Per Month: Choose the number of visits you want to populate automatically when you enter a new contract. You can change this per patient when creating contracts.
   • Amount per Visit: Enter the price of the wellness adjustment. This is the same amount that will be applied for added family members who come in for wellness adjustments.
   • Product Discount: This is the discount applied to supplements and other products sold to Wellness Club members and their families.

To add a patient to the Wellness Club, click the Join Wellness Club button from the Patient Menu or click Utilities in the the Patient Information window and choose the Join Wellness Club menu option.

Club Parameters

• Start Date: This defaults to today and should be set to the date the patient joins (if not today). The first auto-payment is made on the first day of the following month, but as soon as the patient signs up they can pay the Club rate for adjustments. Any adjustments prior to the first payment date should be paid for at the time of service.
• Visits per Month: This is set to the amount entered in Setup. Use the arrows or type a different number if a patient doesn't want the default amount.
• Amount per Visit: This is set to the amount entered in System Setup.
• Monthly Total: The software calculates the patient's monthly total by multiplying the visits by the amount.
• Product Discount: This is set to the amount entered in System Setup.
• Payment Method: Click the + or the Add Payment Button to add the payment method. Patients can have multiple payment methods.

The Payment Schedule section shows each month's charge for the full 12 months of a patient's membership. If a patient has multiple payment methods you can choose an alternate in a specific month by clicking the down arrow that appears as you hover over a month. The other fields cannot be changed.

After a payment is made, a check mark appears in the Processed column. You cannot alter contract parameters after the first payment is processed.

Family members are eligible to receive wellness adjustments at the discounted rate. They also receive the product discount. In order for them to receive the discounts they must be added on the member's contract.

From the Primary Member's contract, click the Add Member button.

Select the family member from the list.

After they're selected they will appear on the Wellness Club tab in the Add On Members section. Continue selecting family members as appropriate.

When a family member is added, their patient record will automatically have a Wellness Club tab entered. The record shows the primary member and is marked as an Add On.

After adding a patient to the Wellness Club, use the Contracts tab to manage their membership. In addition to the information on the sign-up page, the top section of this page shows the number of visits accrued and used. It also tracks the number of months remaining on the 12-month membership.

If a patient needs to stop payments for an extended period, put the contract on hold. This will stop charges and visit accrual. After you click the Place Contract On Hold button you will be asked for a reason. Enter the reason and click OK.

When a contract is on hold, the Wellness Club tab will display an On Hold warning and the button label will change. To take a contract off hold, click the button.

If you need to cancel a contract, click the Cancel Contract button. A warning message will appear to confirm deletion.

You will then be asked if you wish to create a new contract.  If you click Yes, you can create a new one. If you click no, you will see the Wellness tab disappear and puts any accrued money into a credit for the patient.

After a patient enrolls in the Wellness Club it's easy to monitor and to process charges.  Each patient who is a Wellness Club member displays a green W next to their name wherever it appears. Additionally, the number of available visits is shown on their Wellness Club tab and when hovering over the W next to their name on the toolbar. Added family members will also have the W, but hovering will show the price of the adjustment and the amount of their product discount. Quick access to the contract page is available off the Wand. If a membership is on hold, the W will be red.

If a patient starts their membership prior to the first of the month, they must pay the member rate for the adjustment at the time of service. Otherwise, the software will apply the accrued visit when you process the charge.

Family members must pay at each visit. The software will automatically add the correct code and price to Charge Entry when you process the charge.

If a patient's membership is on hold, the regular rate for S8990 will be charged.