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All About CS Membership Portal

Aishwarya Nair
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The CS Membership Portal is a feature within CareStack that enhances dental practices by streamlining their workflows, standard operating procedures (SOPs), and membership growth. It automates the management of in-house membership plans and discounts, eliminating the need for manual task management related to these plans.

The portal is designed to be user-friendly and to provide practices with the tools they need to effectively manage their membership plans, thereby allowing them to focus more on patient care.

Let’s take a tour of the CS Membership Portal!

  • Navigate to the System Menu > click Membership Plans.

There are several tabs on the CS Membership Portal.

  • Overview
  • Plans
  • Members
  • Prospects
  • All Transactions
  • Settings
Overview ⌵

Explore this video for an in-depth walkthrough.

  • Here you can view the Overview tab with the CS Membership Portal.

  • To obtain a more in-depth interpretation of data, select the Plan and Location.

Note: Upon selection, the statistics specific to that plan will be displayed which will be based on
the location popularity for that plan.

  • The statistics shown on the top cover the following:
    • Total Subscribers: Includes members in Active or Payment Due statuses.
    • Expected Monthly Recurring Revenue: The total expected monthly recurring revenue from all active subscribers. This does not represent the actual revenue collected as subscription fees from the members.
    • Subscription Revenue YTD: Total revenue collected from Membership Plan subscriptions for the year.
    • Failed Transactions in the last 30 days: Revenue lost across all failed transactions in the last 30 days.
    • No. of membership plans with Auto-Renewal Disabled: Number of active or payment-due subscribers who have turned off Auto Renew.

  • Right below you will see a colored graph representing the Subscriber Growth Trend over time capturing data on patients:
    • Newly added to the plan (Subscribers Added)
    • Stayed on the plan (Existing Subscribers)
    • Dropped off the plan (Subscribers Lost)

  • On the right-hand side of the Overview tab, you will see the Plan Performance segment highlighting the plan that is most popular, provided you have more than one plan.

Note: The related data is interpreted based on the money that was collected in subscription compared to the other plans.

Plans ⌵

Let’s explore the Plans tab on the Membership Portal!

Dive deep with this detailed walkthrough video.
 
  • Under the Active Plans segment, you will see plans that are currently active. 
  • Within the Active Plans you will be able to view:
    • Number of Active members on each plan
    • Plan Details
    • Select View Details to gather more information about the plan.
    • Click Edit, if you need to add a new Location (Basic Information) or add an additional Billing Cycle (Pricing).
    • Click Deactivate to deactivate an active plan.

  • Click Deactivate Plan on the confirmation modal to proceed. 

  • To reactivate a deactivated plan, navigate to Inactive Plans and click Activate.

  • The Upcoming Plans segment includes plans set with an upcoming or a Future Active date. 

Note: When you create a plan, the Plan Live Date (Basic Information) can be the same day or you can choose a future date. Whenever a future date is chosen, the created plan will only show up under Upcoming Plans.

  • You can also start creating a new plan and save it as a Draft to finish later. All such plans will be housed under the Draft Plans segment.

  • The Inactive Plans segment comprises the deactivated plans. Each plan will reflect an Expired On 
    date i.e. the date it was deactivated.

Members ⌵

Watch this video for a concise summary.

  • The All Members segment under the Members tab comprises all patients who have been on a plan in the past as well as those currently on a plan including the status of those plans.

  • The tabs across the Members segment are categorised into Active Members, members in a Payment Due status, members who have Auto Renewal Disabled, and members who have Terminated.

  • You also have the option to Apply the desired filters in the column headers provided in the specific tabs.
  • This allows you the ability to narrow down the search by typing the Patient Name or choosing the Billing Cycle, Auto-Renew, Last Pay Status, etc. as highlighted below.

  • To terminate a patient’s plan, select Terminate from the Actions menu in the corresponding patient’s row. 

  • To view Patient details of the members, click on the patient's name.
    • You will see the Patient Details slide-out open providing the following information.
      • Patient Name
      • Patient ID
      • Status of the Plan
      • Date of Birth (DOB)
      • Selected Membership Plan
      • Membership Fee (the patient is paying)
      • Billing Cycle (the interval at which the patient is paying the fee)
      • Status of Auto Renewal
      • Agreement Status - signed or unsigned
      • Billing Location of the plan
      • Date on which the plan was Added on
      • Date on which the plan Expires on
      • Next Billing date (date of the upcoming payment)
Note: Additionally, you will see a circle graph representing the data related to the payments and the overall status of those payments.

Prospects ⌵

The Prospects tab displays the list of patients who have marked an interest in any of the membership plans. 

Tip: Any patient that has a green banner on their Patient Overview that states, 'Patient has shown interest in New Plan (or any other plan name)' will be listed under the Prospects tab for the purpose of outreach and marketing.

All Transactions ⌵

Watch this video for a complete understanding.

  • Displays all subscription payments from patients which can be sorted by selecting Transaction Status(es) such as Failed, Success, Skipped, and/or Exempted. 

Note: You can Apply filters to narrow down your search by typing the Patient (Member) name, or choosing Payment Date, Plan Name, Billing Location, Billing Cycle, and/or Transaction Status.

Tip: The Current Term indicates the no of payment(s) out of 2 for the respective transaction.

Settings ⌵

Watch this video for a quick walkthrough.

The Settings present the ADA Code categories which cover the Default Categories. 

  • The Default Categories cannot be edited.

To add a new custom code category, perform the steps below.

  • Select Create New under Custom Categories to create a new custom code category.

  • Enter the Name and the Default Discount percentage.
  • Select the Procedure Codes.
Tip: Use the search bar for Procedure Codes/Description to quickly bring up the desired procedure code(s).
  • Click the Right arrow to import the codes to the right side of the screen.
  • Select the Create button.

  • If a Custom Category has not been used before, it can be Edited or Deleted.
    • The Custom Categories created in the past cannot be edited or deleted.
    • The buttons will be greyed out.

  • You can also Duplicate a custom category. Duplicating a custom category lets you include extra codes in a new category. You can also change the default discount and name of the custom code category.

  • To view the benefit templates, click Included Benefits Templates.
  • The Edit and Delete actions can be performed on an Included Benefits Template that has not been used before on a plan.
  • You can also Duplicate a Included Benefits Template similar to the Custom Code Categories.
Note: If the Included Benefit Templates have been used on a plan, the Edit and Delete functions will be grayed out.

  • Included Benefits Templates are used in creating a plan in the Included Benefits section.
  • The Default Categories and Custom Code Categories are included in creating a plan in the Discounts section.

You do not have to use the Settings tab to create a Custom Category or an Included Benefit Template.

  • When you are creating a new plan (Plans tab > Create New Plan), you have the ability to Add Benefit manually.

Note: When you select +Add benefit, it will not allow you to add new line item(s), unless the line item above is populated with the Benefit Name and Procedure Code(s).

  • You can also use one of the existing Templates from the plan settings tab.

  • You can even select Create New Template to suit your requirements. To do that, click Use Template and select the Create New Template button.

  • By selecting Apply Discounts at Code Category Level while creating a new plan, you can also Add Custom Code Category directly from the Discounts screen.

Practices can refer to this guide to gain a quick overview of the CS Membership Portal and make the most of it across the different available segments.

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