Help Center Membership Management: Patients and memberships Patients and memberships: overview and words used
Patients and memberships: overview and words used
This part of the Help Center covers everything about patients and their memberships in Membership Management (by Prescripta):
- the Members page (the big list of everyone)
- adding a patient by hand, importing a spreadsheet, and exporting one
- the patient page (what you see when you click a patient's name), from top to bottom
- the Duplicate patient records page, where you merge two records that are really the same person
A few words you will see a lot
| Word | What it means |
|---|---|
| Patient | A person. |
| Membership | A plan the patient pays for, like "Semaglutide" or "Hormone". One patient can hold more than one membership. Each membership is its own row on the Members page. |
| Membership type | The name of the plan in the portal (for example "Tirzepatide"). Your clinic sets these up under Admin → Settings → Membership types. |
| Non-member | A patient with No membership. We keep their record (name, prescription, orders, faxes) but they are not counted as members and get no automatic reorders or follow-up calls. |
| EMR | Electronic Medical Record. This is the other system your clinic uses for charts and billing (for example Zenoti or OptiMantra). On screens, the portal shows your EMR's real name. In this guide we write [EMR] where your screen shows that name. |
| Synced patient | A patient that comes from your EMR automatically. The EMR "owns" some of their details. |
| Manual patient | A patient someone typed in by hand (or imported from a spreadsheet). The portal owns all of their details. The page shows a Manual entry badge. |
| Reorder | Sending the next fill of a patient's medication to the pharmacy. |
| Next reorder date | The day the patient's next fill is due. |
| Reorder notice | How many days before the reorder date the portal opens a reorder and shows it as due. Your clinic sets this number (Admin → Settings → Schedules → Reorder notice (days before due)). If it is not set, the portal uses 7. |
| Autopay | The patient's automatic membership payment. Next autopay date is the next day they will be charged. |
| Prescription (Rx) | What the pharmacy fills: the drug, strength, quantity, directions (also called the sig), days' supply and refills. |
| Days' supply | How many days one fill lasts. |
| Saved medication | The prescription lines kept on the patient. Every reorder uses them. |
| Follow-up | A nurse's check-in call (or a scheduled step like a lab draw). |
| Archived | Hidden from every list, alert and count, but not deleted. Can be brought back. |
| Tracking number | The shipping company's number for a package, so you can see where it is. |
| The hourly check | The portal looks over every patient about once an hour. It opens reorders that are coming due, raises alerts and moves dates forward. Some changes you make "land" on the next hourly check. |
| The morning run | Once a day, early in the morning, the portal pulls updates from your EMR and the pharmacy. |
Who can do what (permissions)
Each button needs a permission. The owner can change which role has which permission under Owner → Roles. These are the starting (default) settings:
| Permission (as shown in Owner → Roles) | Owner | Admin | Provider | Nurse | Staff |
|---|---|---|---|---|---|
| View patients | yes | yes | yes | yes | yes |
| Add / edit manual patients, review Zenoti matches | yes | yes | - | - | - |
| Archive / unarchive patients | yes | yes | yes | - | - |
| Override the EMR membership status (with review when the EMR changes) | yes | yes | yes | - | - |
| Edit name / contact on Zenoti-synced patients (locks the field from the sync) | yes | yes | yes | yes | - |
| Adjust next reorder date | yes | yes | yes | yes | - |
| Adjust next follow-up date | yes | yes | yes | yes | - |
| Change reorder / follow-up intervals | yes | yes | yes | - | - |
| Set a patient's medication | yes | yes | yes | - | - |
| Log follow-up calls | yes | yes | yes | yes | yes |
| Mark scheduled follow-up steps done (check-ins, lab draws) | yes | yes | yes | yes | yes |
| Delete follow-up attempts / stop follow-ups for a patient | yes | yes | yes | yes | - |
| Add notes | yes | yes | yes | yes | yes |
| Delete any note (everyone can delete their own) | yes | yes | yes | - | - |
| Merge duplicate patient records | yes | yes | - | - | - |
| Stage a prescription for the pharmacy (prepare, not send) | yes | yes | yes | yes | - |
| Send a staged prescription to the pharmacy | yes | yes | - | - | - |
| Update order status (Ordered / Shipped / Delivered) | yes | yes | yes | yes | - |
| Cancel an order | yes | yes | - | - | - |
| Export patients, orders and follow-ups to CSV | yes | yes | - | - | - |
| Send faxes and manage fax contacts (fax add-on) | yes | yes | yes | yes | yes |
If you do not have a permission, the button for it is simply not on your screen. That is the most common reason for "I don't see the button."
Some things also depend on your clinic's plan (features). These are set up by Prescripta; contact support to change them:
- CSV import & export: needed for Import CSV and Export CSV.
- Multiple memberships per patient: needed for + Add another membership.
- Pharmacy e-ordering: needed for the medication filter on the Members page and for ordering.
- Fax prescriptions (add-on), needed for the Send a fax link and the Faxes card.