If your clinic sells physical gift cards with printed codes, you can link each card to a gift card in Prospyr. Patients can then use the code on their card to redeem their balance.
The physical card carries the code. The money, balance, and history all live in Prospyr. Prospyr doesn't print or activate the cards for you, so you'll type the code in by hand.
Sell the gift card
Go to Invoices and click New Invoice.
Issue Invoice
Client: The person buying the card. It doesn't have to be the person who'll use it.
Location: The location where you're making the sale.
Gift Card: Adds a gift card line to the invoice. Add one line for each card you're selling.
Price: The amount to load onto the card, for example 100.00.
Pay Now: Saves the invoice and takes you to the payment screen.
Payment screen
Payment method: Choose how the buyer is paying, such as Cash or Credit Card.
Record $… Payment: For cash, this finishes the sale. Card payments use Submit Payment instead.
When the payment goes through, the invoice opens and shows Paid in Full. Keep it open for the next step.
Match the printed code to the gift card
Prospyr gives every gift card its own code, like the one in the example above ef868cc5de96. You can swap the Prospyr genrated code for the code printed on your physical card before you hand the card over. Here’s how to make them match.
Let’s say Prospyr generated the code ef868cc5de96 but your physical gift card has gift-10025 printed on it.
Invoices: Open the paid invoice used to sell this gift card.
Benefits: Open this tab in Invoice Summary and find the gift card.
Code: Find ef868cc5de96 and click the pencil next to it.
Code: Replace the entire code with gift-10025 exactly as printed on the physical card.
Save redemption code: Click the check mark. You’ll see “Redemption code updated.”
The physical card now matches the gift card in Prospyr. When the recipient redeems it, enter gift-10025, not the original generated code.
Important: If you see A gift card with this redemption code already exists, that code is already in use in your Prospyr account. Check the card and don't hand it over until the code saves.
Redeem the card for the patient who'll use it
Redeeming and paying are two different things. Redeeming moves the card's money into one patient's gift card balance, and it happens once per card. Paying uses that balance on an invoice, as many times as the balance allows.
You can redeem from the patient's profile ahead of time, or right at checkout (see the next section). To do it from the profile, open the patient and click the wallet balance next to their name.
Patient Wallet
Gift Card Balance: The total gift card money this patient can spend.
Add: Opens Redeem Gift Card so you can enter a code.
Enter gift card code: Type the code printed on the card. Capital letters are fine.
Redeem: Adds the card to this patient. You'll see Gift Card Redeemed! and the new balance.
Gift Cards: Tab listing each redeemed card with its code, balance, and Redeemed date.
Important: Double-check the patient's name before you click Redeem. The balance goes to whoever's wallet you're in.
Pay with the gift card balance
Create or open the patient's invoice, add what they're buying, and click Pay Now.
Gift Card payment
Gift Card: Payment option that shows the patient's available gift card balance.
Redemption Code: Only needed if the card hasn't been redeemed yet. Type the printed code here.
Redeem: Adds that card's balance to this patient. Then confirm the payment below.
Payment Amount: How much to take from the gift card balance. It can't exceed the invoice or available balance.
Pay with Gift Card: Takes the payment. You'll see Payment Successful!
If the balance doesn't cover the whole invoice, pay what it does cover, then collect the rest with another payment method.
Important: Patient Wallet on the payment screen is a separate balance, not gift card money. Choose Gift Card to spend a gift card.
Good to know
Treat codes like cash: Anyone with the code can redeem the card, so keep unsold cards secure.
One code, one card: Every code has to be unique in your account. Prospyr won't save a duplicate.
Redeem once: A code that's already been redeemed can't be redeemed again for another patient.
Wrong patient? On the card in the wallet's Gift Cards tab, Transfer lets you choose another patient.
Balances are combined: A payment can come from any of the patient's gift cards, not necessarily the physical one.
Card shows REDEEMED: The invoice's Benefits tab marks a card REDEEMED once a patient has it.
Match before you hand it over: A printed code only works after it's saved on a gift card sold in Prospyr.