Help Center Membership Management: Settings Membership types & rules
Membership types & rules
What it controls: the list of membership types your clinic uses, what each type gets (reorders, auto-reorder, follow-ups, billing amounts), and the rules that decide which type each EMR membership becomes.
Click path: Admin → Settings → Membership types & rules.
Who can edit: owner and admin (Change settings). The Re-apply rules button also needs Run the EMR sync / sweep.
At the top of the card is a short explanation. It says, in short:
- Every membership from your EMR is tracked here (status, autopay, failed payments).
- For each type you choose whether patients get medication reorders and nurse follow-ups. Turn both off for memberships that are only billing, like banked/VIP credit or facial memberships.
- Auto-reorder prepares the prescription automatically when a reorder comes due. It never sends on its own. It only runs while Auto-prepare prescriptions is on under Pharmacies (the text says (currently off) when it is off).
- Amount / first cycle / cycle matter when the portal keeps the billing schedule itself.
Membership types table
Each row is one membership type. The columns:
| Column | What it is | Allowed values | Default for a new type |
|---|---|---|---|
| Type name | The name staff see everywhere (dashboard, patient page, filters). | 1 to 40 characters. Up to 30 types. | "New type" |
| Reorders | Tick box. On = patients of this type get medication reorder dates, reminders and alerts. | on / off | on |
| Auto-reorder | Tick box. On = when a reorder comes due, the portal prepares the prescription by itself and puts it in Pending provider approval. It never sends. Greyed out when Reorders is off. | on / off | off |
| Follow-ups | Tick box. On = patients of this type get nurse follow-ups (the interval or the step schedule under Schedules). | on / off | on |
| Reorder interval (days, blank = default) | How many days between reorders for this type. Leave blank to use the clinic default under Schedules. Greyed out when Reorders is off. | 7 to 180, or blank | blank |
| Amount / cycle ($) | What the portal bills each cycle for this type, when the portal keeps the billing schedule (see below). | $0 to $100,000, cents allowed, or blank | blank |
| First cycle ($, optional) | A different amount for the first cycle only, for example a consult fee that also covers month one. | $0 to $100,000, or blank | blank |
| Cycle | Drop-down. Monthly = one cycle is a calendar month. Reorder interval = one cycle is the type's reorder interval in days. | Monthly / Reorder interval | Monthly |
| (last column) | Remove button. Hidden when there is only one type left. |
Below the table: + Add type adds a new row called "New type". Rename it right away.
When "Amount / first cycle / cycle" matter
They are used when the portal keeps the billing schedule itself. That happens for:
- EMRs that report no payments (OptiMantra), and
- patients added by hand.
A new membership of the type starts with next due = start date + one cycle and the first-cycle amount (or the regular amount if no first-cycle amount is set). After the first cycle the regular amount applies. Staff can change any of this per patient on the patient page.
For EMRs that report payments (Zenoti), the EMR's own autopay dates and amounts are used instead, and these columns do not matter.
Turning switches off
- Unticking Reorders also unticks Auto-reorder for that type.
- Ticking Auto-reorder does nothing until Auto-prepare prescriptions is on under Pharmacies. That master switch is off for a new clinic.
- Auto-reorder can also be turned off for one patient on the patient page.
Renaming a type
When you rename a type in this table, the portal also renames it in the rules below, in the "unmatched" choice, and keeps the type's switches.
Patients keep their type by name. After you save:
- Patients that come from the EMR get the new name at the next morning sync, or right away if you click Re-apply rules to existing patients.
- Patients added by hand keep the old name until someone changes the type on their patient page. Nothing renames them automatically.
The card's own advice: rename a type before you rename the rule that assigns it.
Removing a type
Click Remove on the row, then Save. Patients who already have that type keep it. Check the rules table afterwards: a rule that pointed at the removed type should be changed to another type.
How EMR memberships map to types (rules)
Under the heading How {your EMR} memberships map to types is the rules table. A rule says "if the EMR's membership name contains these words, it is this type".
How matching works (from the card's own text):
- Matching is "name contains" and ignores upper/lower case. A rule
tirzmatches "Tirzepatide Monthly" and "VIP TIRZ". - The most specific rule wins. Use
+to require several words in any order.hrt + tirzneeds both "hrt" and "tirz" in the name, and it beats a plaintirzrule wherever it sits in the list. - Among rules that are equally specific, the first one in the list wins.
- Check the exact wording your EMR uses. Example from the screen: "VIP Hormone and Tirzepatide" needs
hormone + tirz, nothrt. - Regex is optional and for advanced patterns only, like
^Sema.*(Monthly|Quarterly)$. Leave it unticked for normal words. A regex counts as one word when deciding which rule is most specific. A broken regex is skipped, not an error.
The columns:
| Column | What it is | Allowed values |
|---|---|---|
| Name contains | The word or words to look for. Use + between words that must all be there. | 1 to 200 characters (cannot be blank). Up to 50 rules. |
| Regex | Tick box. Treat "Name contains" as a regular expression pattern. | on / off (default off) |
| Type | Drop-down of your membership types. | any type in the list above |
| Reorder interval override (days) | Optional. A reorder interval for memberships matched by this rule, which wins over the type's interval and the clinic default. | 7 to 180, or blank |
| (last column) | ↑ (Move up), ⇈ (Move to top), Remove. The arrows are hidden on the first rule. |
Below the table:
- + Add rule adds an empty rule pointing at your first type. Fill in Name contains before saving, or the save fails.
- Re-apply rules to existing patients (no EMR call): see below.
Order of interval, from strongest to weakest: the patient's own interval (set on the patient page) → the rule's Reorder interval override → the type's Reorder interval → the clinic's Default reorder interval (Schedules).
Track memberships that match no rule
- Track memberships that match no rule (tick box, on by default): an EMR membership whose name matches no rule is still tracked, as the type you pick in …as type (default Other).
- Untick it to ignore memberships that match no rule. The …as type drop-down is greyed out while it is off.
Patients already tracked this way are not removed when you untick the box. They keep their current type. Re-apply rules to existing patients leaves them as they are, and the EMR sync stops updating those memberships (their status and autopay dates stay as they were at the last sync). If you no longer want them in the portal, archive them on the patient page, or add a rule that matches their membership name.
Membership names seen on the last sync
When the EMR has synced at least once, a fold-out line appears: Membership names seen in {your EMR} on the last sync (N). Click it to open a table:
| Column | What it shows |
|---|---|
| {EMR} membership | The exact membership name as the EMR sent it. |
| Patients | How many patients hold it. |
| Mapped to | The type it became, or not tracked in grey. |
The note under it: Mapping shown is from the last sync; save rule changes and run a sync to refresh it. Clicking Re-apply rules to existing patients also refreshes this table.
Use this table to write rules: copy the exact words from the first column.
Re-apply rules to existing patients (no EMR call)
What it does: applies your saved rules and type switches to every patient right now, instead of waiting for the next morning sync. It does not contact the EMR. Afterwards it runs a full re-check of reorders, follow-ups and alerts.
- It changes each EMR patient's membership type and their reorders / follow-ups switches to match the rules.
- It never changes saved medications.
- It never changes a per-patient follow-up switch that staff set by hand.
- For OptiMantra clinics it also re-reads the tags last seen on each patient against the new rules, which can add or end memberships.
Who: owner and admin (Run the EMR sync / sweep). The button is hidden without it.
Important: it uses the saved rules. Click Save membership types & rules first.
What you see: a green message such as Re-applied rules to 412 patients, 9 changed type, 3 match no rule. For OptiMantra you may also see From stored tags: 2 memberships added, 1 ended.
The daily EMR sync does the same re-typing every morning anyway, so this button is optional.
When changes take effect
| Change | When it takes effect |
|---|---|
| Rules, types, Track memberships that match no rule | EMR patients: at the next morning sync (8:50 AM Eastern), or right away with Re-apply rules to existing patients. |
| Reorders / Follow-ups switches | Same as above for EMR patients. The dashboard and reminders follow on the next hourly check. |
| Auto-reorder | On the next automatic check (morning run or hourly check), and only if Auto-prepare prescriptions is on. |
| Reorder interval | For new memberships, and the next time a reorder date is worked out. Existing reorder dates are not moved. |
| Amount / First cycle / Cycle | For memberships that start after you save. Existing patients keep their own billing schedule; change those on the patient page. |
Questions people ask
Q: I changed the membership-type rules and saved, but patients still show the old type.
A: The daily EMR sync re-types every synced membership each morning, so the change appears tomorrow on its own. To see it now, click Re-apply rules to existing patients (no EMR call).
Q: My "HRT + Tirzepatide" patients show up as plain Tirzepatide.
A: Add a rule with both words, like hrt + tirz (or whatever words your EMR really uses, check the Membership names seen table). A rule with more + words always beats a rule with fewer.
Q: Two rules both match. Which one wins?
A: The one with more + words. If they have the same number, the one higher in the list. Use ↑ or ⇈ to move a rule up.
Q: The Auto-reorder box is greyed out.
A: Reorders is off for that type. Turn Reorders on first.
Q: I ticked Auto-reorder but nothing is being prepared.
A: Check three things: (1) Auto-prepare prescriptions must be on under Pharmacies; (2) the reorder must be due (within the Reorders come due N days before window); (3) auto-reorder may be switched off on that patient's page.
Q: How do I stop VIP credit or facial memberships from getting reorders and follow-up calls?
A: Give them their own type (or use an existing billing-only type), then untick Reorders and Follow-ups for it. Save, then click Re-apply rules to existing patients.
Q: Can I merge Semaglutide, Tirzepatide and another product into one "Weight Loss" type?
A: Yes. Point their rules at one type. Note they then share that type's settings (reorder interval, auto-reorder, default product). Patients' own saved medications are not changed.
Q: Why are there patients that say "not tracked" in the names table?
A: Their membership name matches no rule and Track memberships that match no rule is off. Add a rule or turn tracking back on.
Q: What does "Regex" mean? Should I tick it?
A: Almost never. Regex is a special pattern language for advanced matching. Leave it unticked and type normal words. (OptiMantra tag mapping creates regex rules for you automatically, leave those as they are.)
Q: What happens if I remove a type that patients are using?
A: Those patients keep the type name. Change their type on the patient page, or add a rule so the next sync re-types them.
Q: The Amount boxes don't seem to change anything for my Zenoti patients.
A: Correct. Zenoti reports real autopay amounts, so these boxes are only used for OptiMantra and hand-added patients.
Q: I see "Remove" missing on my last type.
A: The clinic must keep at least one type, so the last one cannot be removed.