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Create a New Membership Plan on CS Membership Portal

Faris Peerukannu Mohamed Kasim
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Let's get started on how to create a new Membership plan. Perform the steps below.

Topics Covered

Watch this video for a comprehensive walkthrough.

Watch this video for a thorough walkthrough.

To begin,

  • Navigate to the System Menu > select Membership Plans.
  • Select the Plans tab and click Create New Plan.

  • To build a new plan from scratch, click Create a New Plan [OR] click Copy & Customize to replicate an existing plan and use its details.

Step 1: Basic Information

  • Enter the Plan Name. 
Note: You cannot use a previously used plan name.
  • Select the Locations where this plan can be used.
Note: This rule will be based on the treatment location of a code in a treatment planned and completed status.
  • Choose the Plan Live Date.
Tip: You can set the current date or a future date, but not a prior date. When a plan is live, or active, you can start adding patients to it.
  • Choose if you need a location-level UCR Fee Schedule or a custom UCR Fee Schedule for all locations. 
  • If you choose the second option, select the required UCR Fee Schedule from the drop-down menu.
Note: If you pick Option 1, you need to ensure that a UCR fee schedule is attached to a location on Practice Settings > Fee Tables > Assignments.
Note: If you pick Option 2: you need to ensure that the fee schedule you want to use is set up on Practice Settings > Fee Tables > Fee Schedules, and categorized as a UCR fee schedule.
  • Click Next.
    • You can also save the progress by clicking Save as Draft.

Note: 

  • Proceeding to the next section may trigger a pop-up warning stating any locations WITHOUT a UCR fee schedule will be removed from the locations. This will only occur if the combination of a chosen location, and the fee calculation of that location is missing a fee schedule assignment in your Practice settings > Fee tables > Assignments.
  • Click Cancel to return to the previous screen OR click Update Locations to remove the selected locations with the missing fee assignment(s). It will allow you to proceed to the next step. You can add a location to an existing plan later.

Step 2: Included Benefits

  • Enter Benefit Name. Example: You can enter ‘Healthy Teeth Cleaning’, instead of ‘Prophylaxis’.
  • Select the required Procedure Code(s).
  • Enter the Quantity.
  • The Value will be automatically displayed on the next column according to the selected code.
Note: The Value($) is the average value of all Procedure Code(s), multiplied by the quantity entered.
  • To remove a line item, click on the Trash icon under the Actions column.
  • Click + Add Benefit to enter a new blank line for additional entries.
  • Click Use Template to use a previously saved template or create a new template to be saved for future use.
  • To add an existing template, select the template from the left and click Add to Plan.
  • To create a new template, click Create New Template and perform the steps below.
  • Enter the Name and Default Quantity.
  • Select the required Procedure Code(s).
  • Click on the Right Arrow to move the code to the Selected Codes section.
  • Click Create.
Tip: Add as many benefits as needed. Generally, people include Hygiene services, such as exams, cleaning, fluoride, x-rays, etc.

Note:

  • For a Panoramic X-ray (D0330) or Full Mouth Series X-ray (D0210), the highest limitation you can do is 1, which means 1 per benefit/subscription year. You cannot give a benefit such as 1 in 3 years.
  • If you want to give unlimited benefits for a particular procedure code, such as Limited Oral Evaluation (D0140) or Periapical X-rays (D0220, D0230), do not enter them on this screen - that needs to be in the next step, ‘Discounts’.
  • Click Next on the bottom right to proceed to the next step. 
    • To save the current progress, click Save as Draft. 
Tip: Click Previous on the lower left to return to the previous step.

Step 3: Discounts

  • To apply a flat discount, select the second option.
    • Enter the Discount percentage. Entering a discount will provide a discount for code(s) that does not fall within the ‘Included Benefits’ (step 2).
  • To apply discounts at a code Level, select the third option.
    • Select the Code Categories and set the Discount Percentage for each of them. This will allow you to mix and match discounts per ADA code category, as well as create your own custom code categories.
    • This option is most commonly used if all codes get a set discount, with the exception of a lower discount on one or more ADA code categories. Example: 10% discount on all ADA code categories, with a 5% discount on the Orthodontics Code Category.

Tip: The top option Do not Apply any Discounts is to be used if you do not intend to give discounts on any codes, and only have your membership plan include the ‘Included Benefits’ (step 2), which is a 100% discount on the previously selected codes with the designated quantities.

Note: Discounts only apply to DENTAL CODES, not medical codes, or ‘other’ dummy/fake codes.

  • To use a custom code category, scroll past the ADA code categories and click +Add Custom Code Category to create a new custom code category.

  • To know the included code(s) within a custom code category, click on the underlined code category, which will populate a box on the screen with the included information.

  • If there are Overlapping code(s), meaning the same code in 2 different code categories, such as an ADA code category and a custom code category, at the bottom in the ‘Overlapping codes’ section, it will have you verify the intended discount given by filling out the values.

  • Click Next on the bottom right to proceed to the next step. 
    • To save the current progress, click Save as Draft. 
Tip: Click Previous on the lower left to return to the previous step.

Step 4: Pricing

  • Adding a Subscription Fee is where you are setting the price that your patients will pay for this Membership Plan.
  • Set the Billing Cycle to Yearly, Half Yearly, Quarterly, or Monthly.
  • Enter the Membership Fee and Discounted Member Fee. The ‘Discounted Member Fee’ is used when you want to give an additional account member a lower price for signing up for a plan. The first patient within the account signing up for a plan will not receive the ‘Discounted Member Fee’ option, but any additional account members will, upon membership plan sign up.
Note: The Discounted Member Fee will default to the same amount entered in the Membership Fee column.

Example 1: You could charge $30 per month and a direct equivalent of $360 a year, or you could charge $30 per month, and give 1 month free if the patient pays in full with the yearly option, resulting in a $330 per year charge.

Example 2: You could charge $30 per month, and charge additional account members also $30 per month, or you could charge $30 per month, and give $5 off per month for additional family members, resulting in a $25 per month charge. 

  • You can set more than one billing cycle.
    • To add more than one, click the + Add Another Billing Cycle.
Note: Based on the Included Benefits total value, keep in mind the ‘(x) dollar amount worth of free treatments included in the plan’ is there PER LOCATION (use the dropdown on the right to change location) to help you price your membership plan.

  • Checkmark the 'Add a One-time Enrollment Fee' if you would like to add a One-time Enrollment Fee’, and input a value next to $.

Note: This amount will only be charged upon a patient signing up for a plan, and can be waived during the patient sign-up process.
  • Click Next on the bottom right to proceed to the next step. 
    • To save the current progress, click Save as Draft. 
Tip: Click Previous on the lower left to return to the previous step.

Step 5: Preview & Save

  • Scroll to explore all details including Basic Information, Pricing, Included Benefits, and Discounts.
  • To edit any of the sections, click Edit on the relevant section.

Note: REVIEW IT CAREFULLY, because once a plan is live/active, you CANNOT EDIT any details about the plan!

You will only be able to add a new billing cycle or add a new location to a live/active plan.

  • Click Finish to complete the process.
    • To save and edit later, click Save as Draft.

Practices can use this guide to create a Membership Plan in CareStack.

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