Help : Subscription Billing

MD HQ uses Stripe (embedded in the EMR) to support automatically-recurring billing based on your custom subscription plans. There is no limit on the number of different custom subscription plans that you can create.

Adding New Subscription Plans

Add a new subscription plan in the Admin menu under Manage --> Subscription Plans. Give your plan a display name and a unique ID (these may be the same thing). Specify the amount that should be charged and how often - options are weekly, monthly, and yearly, with a maximum interval of every 1 year.

You may add a trial period if desired, which delays the subscription start date by the specified number of days. Then add a description and click "+ Add this Subscription Plan." Once added, subscription plans may only be deleted or edited via your Stripe management console.

How Subscription Payments Work

The patient's subscription begins on the date that you assign that patient to the subscription plan. Thereafter, charges automatically recur at the interval specified for the assigned plan. So, if the plan you select recurs every 1 month and you assign a patient to that plan on April 19, charges will automatically run on April 19th and on the 19th of every month thereafter. If the start date is on a date that is not in the current month (for example, you added the patient to the plan on the 31st and the current month only has 30 days), the charge will occur on the last day of the month.

To see when the next subscription payment is set to occur for a particular patient, hover over the subscription plan name in the Billing block's title bar on that patient's dashboard page.

If an automatic payment fails, the system will retry based on rules that you set in Stripe.

If you have webhooks set up in Stripe and a subscription payment is overdue, an alert will appear on the calendar page of your EMR in an Error tab within the Tasks block (the Error tab is hidden unless there are any errors to display).

Adding/Editing a Patient's Subscription Plan

Assign a patient to an existing subscription plan using the Current Subscription drop down menu in the Billing Info tab of the patient's Patient Information pop out.

How to assign a subscription to a patient chart

A patient must have a credit card on file in order to be assigned to a subscription plan. However, the credit card on file can be deleted even though a patient is part of a subscription plan; the next subscription charge will fail if a new credit card has not been added before the automatic payment is set to occur.

Change a patient's subscription plan by selecting a different plan from the Current Subscription drop down menu. Note that this does not change the billing date. At the moment that you change the patient's plan, the system charges or refunds the difference in price between the two plans, prorated according to when in the billing cycle you make the change.

To see when the next subscription payment is set to occur for a particular patient, hover over the subscription plan name in the Billing block's title bar on that patient's dashboard page.

Cancel a patient's subscription by selecting [No Subscription] from the Current Subscription drop down menu.

Removing or Editing Subscription Plans

Your custom subscription plans can deleted via your Stripe management console. Except for the name, existing subscription plans cannot be edited either via the EMR or via Stripe. To make a change to a subscription plan, you will need to create a new plan, transfer existing patients over, and then delete the old plan.

Note that if you delete a plan, patients who are subscribed to that plan will still be charged on a recurring basis until their subscription is cancelled, i.e., a different plan or [No Subscription] is selected from the Current Subscription drop down menu.