Wellness Plans are currently in closed beta.
Enrolling a Patient in a Wellness Plan
Users with the Wellness Plan Enrollment permission can enroll patients from the client profile or patient profile. Wellness plans are associated with patients, but enrollment can be started from either location.
Open the client profile or patient profile.
Select the Wellness Plans tab.
Select Enroll.
Choose the patient if enrolling from the client profile.
Choose a Wellness plan.
If a plan is species-specific, only eligible patients will see it.
If the patient is already enrolled in a plan, complete the current plan enrollment before starting a new one.
Choose a start date.
Start dates cannot be set in the past.
The official enrollment start date is the date the client signs, even if a different date was selected initially.
Review what is included and the payment overview.
If auto-renew is available for the selected plan, confirm the setting and add or select a payment method as needed.
If required by your production settings, select a production user.
Request client signature or send an eSignature request, depending on your workflow.
After the client approves, confirm enrollment.
Enrollment is not considered official until the client signs and approves.
After enrollment
An invoice is created for the plan price and any enrollment fee, and it is set to Checked Out.
The plan appears in the patient chart, with enrollment and payment status visible in the Wellness Plans tab.
Enrollment Visibility and Indicators
After a patient is enrolled in a wellness plan, Shepherd displays indicators across the patient chart and scheduling workflow so teams can quickly see enrollment status and payment issues.
Where you will see wellness plan indicators
Patient profile
A Wellness Plan badge appears beneath the patient name alongside other badges.
The badge shows the wellness plan name and opens a dropdown with the plan end date or renewal date.
If there is a payment issue, the badge highlights with a warning indicator.
Client profile
A Wellness Plan badge appears beneath the client name.
The dropdown includes wellness plans and other recurring payments.
Each wellness plan entry shows an end date or renewal date.
If a wellness plan or recurring payment has an issue, the badge highlights with a warning indicator.
SOAP
A badge near the patient header indicates the patient is enrolled.
Hovering shows the wellness plan name and renew or end date.
Clicking the badge opens a drawer with plan details and remaining usages, including substitutions.
If payment is unsuccessful, the badge highlights with a warning indicator.
Appointments and scheduling
When selecting a patient in appointment create or edit, enrolled patients display a wellness plan indicator in the patient picker.
Calendar and list views show a wellness plan indicator next to enrolled patient names.
Other scheduling surfaces may also show the indicator, with hover text showing the plan name.
Manage Enrollments from the Wellness Plans Tab
Go to the client profile or patient profile, then open the Wellness Plans tab.
Enrollment history and details
When a patient has been enrolled in a Wellness Plan, the Wellness Plans tab shows active and historical plans.
On the client profile, the list can include multiple patients.
On the patient profile, the list includes only that patient’s plans.
You can expand a plan row to view item-level usage details, including:
Product or service name
Quantity in plan
Used quantity
Remaining quantity
Substitutes, if configured
Adjust remaining usage
If your role includes wellness plan enrollment permissions, you may see an edit option next to remaining quantities.
You can only reduce remaining quantities, not increase them.
Unlimited items cannot be adjusted.
Changes are not reversible, so Shepherd shows a warning before saving.
Complete Plan Usage
If all the products and services within a plan is used, the plan will not automatically cancel or unenroll the patient. This is due to the cases where all services are used before the end of scheduled end of the plan and the client has not completely paid the plan.
Actions available on an enrollment
Depending on enrollment status and your permissions, you may be able to:
Edit the payment method for the enrollment
Cancel enrollment
Download enrollment documentation
When you cancel a plan:
Future billing stops immediately
The patient loses access to remaining plan-covered services
The action cannot be undone
Usage history remains visible in the chart and reporting
Enrollment status and payment status
Enrollment status reflects the plan lifecycle, such as Active, Expired, or Canceled.
Payment status reflects billing state, such as Current, Paid in Full, Overdue, Canceled, or Refunded.
Recurring/Financing Wellness Plans
Initially, financing is managed separately from wellness plans. To offer payment plans or long-term financing, set up recurring payments outside of wellness plan configuration. See Recurring Payment Plans for more information.
We are working to bring the two behaviors together for a seamless workflow.
If a payment fails, the plan and related indicators can show an overdue or warning state across the patient and client profiles.
Additional information can be found for overdue payments from the Wellness Plan Report (coming soon).
Retail Price of Used Plan Items
This section provides you with the retail value of the items that have been used for the patient's Wellness Plan. This can help you as a quick reference to show value; or in the case of a cancellation can be used to calculate the owed or refundable amount (depending on your cancellation policy).
Use Wellness Plan Items During Visit
In the SOAP, users can view plan details and remaining quantities for included items.
When a plan item is used, Shepherd tracks usage against the plan quantity automatically.
When adding items in SOAP or estimates, plan items can be shown separately from non-plan items for enrolled patients. Plan items are separated though a "Plan Items" sub-tab within Estimates and Treatment sections within the SOAP.
Notes for plan items
Discounts may be disabled for plan items.
Price edits may be disabled for plan items.
Client discounts may not apply to plan items.
Refills are not allowed on Medications for Wellness Plan items.