Navigate to: Admin > Wellness Plans
We have temporarily paused Wellness Plan activations.
What You Need to Know
Item edits only affect newly enrolled patients.
After a plan is saved, changes to products, services, pricing, substitutes, or discounts do not apply to patients already enrolled in that plan.
Deactivating a plan stops new enrollments but does not remove access for current enrollees.
Inactive plans remain visible to clients already enrolled and cannot accept new enrollments.
Membership Mode cannot be disabled once it is enabled on a plan.
This setting is permanent. Before enabling Membership Mode, confirm it is the right plan type for your program. See the Membership Mode section below.
Quick Start Guide
Go to Admin > Wellness Plans and select Create a Wellness Plan (or Add New if plans already exist).
On the Basic Info tab, enter a plan name, description, product category, species restriction if applicable, plan type, and duration.
On the Products & Services tab, decide whether to enable Membership Mode before adding items.
Membership Mode configures the plan as a concierge subscription and cannot be disabled after saving. If enabled, a Default Patient Discount is required.
On the Products & Services tab, add up to 30 items and configure quantities, discounts, and pricing.
On the Product & Service Substitutes tab, optionally add substitute items for any included product or service.
On the Pricing & Terms tab, confirm the plan price, set an enrollment fee if applicable, and add terms or disclaimers.
On the Review & Publish tab, review all details and select Save Plan.
Creating a Wellness Plan
Plan creation follows a guided five-tab flow. Required fields are marked with an asterisk (*). All required fields on a tab must be completed before you can advance.
Basic Info
The Basic Info tab defines the plan's identity and structure.
Plan Name (required) — The name clients see in communications and on the Pet Portal. Use a clear, client-friendly name.
Plan Description (required) — A brief summary of what the plan includes. Displays below the plan name on the Pet Portal. Maximum 240 characters.
Product Category (optional) — Determines how provider production for wellness plan items is categorized in reporting.
Make Species Specific (optional) — When enabled, select the applicable species. The plan will only appear for patients of that species.
Plan Type (required) — Select one:
Renewing Plan — For ongoing care plans that last for the selected duration and automatically renew unless canceled.
Fixed-Term Plan — For fixed-duration plans such as puppy or senior packages that expire at the end of the period without renewal.
The plan type selection controls renewal behavior only — it does not configure payment timing or billing structure. "Renewing Plan" means the plan auto-renews at the end of each term, not that payments are collected on a recurring schedule. Payment plans and installment billing are set up separately through Recurring Payment Plans.
Plan Duration (required) — How long the plan remains active after enrollment. Enter a number and select Month(s) or Year(s). Renewing a plan at end of term creates a new enrollment — it is not a financing arrangement.
Select Next Step to continue.
Membership Mode (Concierge Plans)
Traditional wellness plans require each product or service to be explicitly listed. Membership Mode is designed for concierge or membership-style programs where a blanket discount applies broadly across eligible services, without enumerating every item.
When Membership Mode is enabled on a plan, patients enrolled in that plan receive their patient-level discount applied automatically to eligible services during visits.
Before enabling Membership Mode, note:
Membership Mode is permanent. Once enabled on a plan, it cannot be disabled.
Patients enrolled in a Membership Mode plan cannot have their patient-level discounts edited independently while enrolled.
Patient-level discounts are separate from client-level discounts and are configured in Admin > Client & Patient Discounts. When multiple discount levels apply, the highest eligible discount is used.
Applying discounts
Use the Apply a Uniform Discount to All Items toggle to control how discounts are applied:
Toggle on — A single Discount Amount percentage applies to every item in the plan.
Toggle off — Each item has its own Discount field where you can enter a different percentage per item.
Products & Services
The Products & Services tab is where you add the items included in the plan and set pricing and discounts. A plan can include up to 30 items.
Adding and configuring items
Search for products or services and select Add. Items can be reordered by dragging and dropping, which may affect how they appear in client-facing outputs.
For each item, review and update as needed:
Product Category — Select a reporting category for that specific item.
Quantity — How many times the client can use the item during the plan period.
Unlimited — Toggle on to allow unlimited use during the plan's active duration. Unlimited items are excluded from the Retail Price calculation.
Selling Price/Unit — The default price from your product list.
Dispensing Fee — Any dispensing fee associated with the item.
Discount — Item-level discount percentage, available when the uniform discount toggle is off.
Free — Toggle on to include the item at no charge when used during a visit. Free items appear at $0.00 on visit invoices. This is expected — those services are covered by the plan price the client paid at enrollment.
Pricing summary
Below the item list, review:
Retail Price — Total of included items at full price before discounts. Excludes unlimited items.
Plan Price — Total after discounts. This can be adjusted in the Pricing & Terms tab.
Select Next Step to continue.
Product & Service Substitutes
Substitutes allow you to offer alternative items when an included product or service is unavailable, without interrupting the client's plan benefits.
Use the Allow Substitutions toggle to enable substitutions for the plan. When toggled off, substitution controls are hidden and any existing substitutions are removed and cannot be recovered by toggling back on — they must be re-added manually.
To add a substitute:
Select the add action (+) on the original item row.
Search for and select a substitute product or service.
Review the substitute's pricing — it is not editable.
Substitute usage counts against the original item's remaining quantity. To remove a substitute, select the remove action next to the substitute row.
Select Next Step to continue.
Pricing & Terms
The Pricing & Terms tab is where you set the final client-facing price and any terms.
Retail Price — Calculated automatically as Quantity × Selling Price. Excludes unlimited items.
Initial Enrollment Fee (optional) — A one-time fee charged at enrollment. Set to $0.00 to waive. Toggle Apply Tax to Enrollment Fee to include tax.
Plan Price — The flat fee clients are charged at enrollment to access the plan. Starts as the auto-calculated total from Products & Services but can be adjusted to any amount. It is separate from the per-use price of individual items. Toggle Apply Tax to Plan Price to include tax.
Final Plan Price — The combined total of plan price and enrollment fee, before applicable taxes.
Terms or Disclaimer (optional) — Text shown to clients when they view or enroll in the plan.
Select Next Step to continue.
Review & Publish
The Review & Publish tab shows a full summary before saving:
Plan name, product category, plan type, and duration
Plan description
Included items with quantities, plan prices, totals, and any substitutes
Pricing summary: Retail Price, Initial Enrollment Fee (if applicable), Plan Price, and Final Plan Price
Select Save Plan to publish. Saved plans are set to Active and are immediately available for enrollment.
Managing Wellness Plans
To manage an existing plan, go to Admin > Wellness Plans and select a plan name to open its detail view, or select Preview from the Actions column.
A plan's detail view has two tabs:
Plan Overview
Shows the plan's active status, basic info, included items, and pricing. Each section has an Edit button. Edits to items and pricing apply to newly enrolled patients only and do not affect patients currently enrolled.
The Active Plan toggle controls whether the plan is open for new enrollments. Inactive plans remain visible to clients already enrolled but cannot accept new enrollments.
Usage and Enrollment
Shows performance metrics for the plan: total patients enrolled, monthly revenue, all-time revenue, and average plan items used. The enrollment table lists each enrolled patient with their enrollment date, renewal or end date, enrollment status, payment status, and item usage count. Expand any row to view item-level usage detail.
Other actions:
Editing a plan name — Applies to all currently active enrollments. Historical plans that are no longer enrolled retain the original name.
Deactivating a plan — Use the Status control in the plans list. Inactive plans stop accepting new enrollments but remain visible to existing enrollees.
Duplicating a plan — Select Duplicate from the Actions column to create a copy for editing. Useful for plans that are similar but differ in a few settings.
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Frequently Asked Questions
How does the plan price relate to the prices of individual plan items?
Wellness plan pricing works on two levels. Each item in the plan has its own plan-level price — the amount charged when that item is used during a visit — determined by the Selling Price, any discount applied, and whether the Free toggle is enabled. Items marked as Free appear at $0.00 on visit invoices.
The Plan Price in the Pricing & Terms tab is a separate flat fee the client pays at enrollment. It can be set to any amount regardless of what the individual items add up to. Both levels are configured independently.
Can I edit a plan after it has been saved?
Yes. Use the Edit buttons in the Plan Overview tab to update basic info, included items, or pricing at any time. Changes apply to newly enrolled patients only — patients already enrolled at the time of the edit are not affected.
What happens when I deactivate a plan?
Deactivating prevents new enrollments. Clients already enrolled retain access to their plan. To open the plan to new enrollments again, change the Status back to Active in the plans list.
What happens if I turn off Allow Substitutions after substitutes have been added?
All substitutes are removed immediately. Toggling the setting back on does not restore them — they must be re-added manually.
How does the uniform discount work with individual item discounts?
When Apply a Uniform Discount to All Items is enabled, one discount percentage applies to every item and individual item discount fields are unavailable. When the toggle is off, each item has its own discount field.
Can I duplicate a plan?
Yes. Select Duplicate from the Actions column. This creates a copy you can edit and save separately — useful for plans that are similar but differ in a few items or settings.
What is Membership Mode and when should I use it?
Membership Mode is for practices offering concierge or membership-style programs where a blanket discount applies across services rather than a defined item list. Instead of listing each covered service individually, Membership Mode automatically applies a patient-level discount to eligible services during visits.
Use a traditional wellness plan when you need to control exactly which services are included and at what quantity. Use Membership Mode when you offer an open-access membership benefit with a blanket discount.
Membership Mode is permanent — once enabled on a plan, it cannot be disabled.