Gift Card Management

Introduction

The Gift Card Management feature in zHealth enables clinics with zHealth Pay to create and issue digital gift cards that can be delivered electronically to purchasers via their registered email address, mobile number, or both. It also provides clinics' ability to track gift card balances and process redemptions directly on the invoice or on the patient's credit screen, all within the zHealth system.

Note: The Gift Card feature may be disabled in your system. To enable it, your clinic must have zHealth Pay feature activated. For more information, please contact zHealth Support.

A. Watch the Gift Card Video

B. How to Use the Gift Card Feature

1. Introduction to the Gift Card Screen

1. Navigate to the Explore icon at the top right of the screen and select the "Gift Card" option.

2. When the user clicks the Gift Card option from the Explore window, they are taken to the Gift Card page, which is structured into three main sections:

The top header displays facility specific important information for the current fiscal year and includes the following five items:

Total Gift Card Sold
Total Card Value
Fully Redeemed Cards
Partially Redeemed Cards
Outstanding Card Value

The central section, which includes the following three tabs:

Create Gift Card
Gift Card Recent Activities [currently unavailable]
Gift Card Analysis [currently unavailable]

The right side of the Gift Card section includes the following three subsections:

Check Gift Card Status
Today's Card Sales
Card Created Today

3. To view the status of a Gift Card, enter the 16-digit Gift Card number in the "Quick Gift Card Status Check" field. If the entered Gift Card number is valid, the system will display a pop-up window presenting the following information:

Card Number: 16-digit Gift Card number is displayed
Recipient Name: The name of the Card Recipient, showing who the card was initially sent to, will be displayed.
Balance: The remaining balance on the card that can be redeemed.
Card Status: It displays the card status:

Active: When the card has an available balance
Inactive: When the card has $0 amount available balance
Expired: When the card reaches its expiry date while still holding a balance
Blocked: [currently unavailable]

Expiry Date: When creating the Gift Card, if an expiry date is entered.
Recent Transactions: It provides a record of all transactions using this card

Transaction Details

Invoice: Invoice ID and Date of Visit/Date of Server (DOS)
Patient Credit: Date of Credit (DOC)

Amount Redeemed
Redemption Date
Redeemed By

Note: When the card number entered is invalid or not generated by your clinic, the system prompts an error message.

2. Gift Card Creation Process

1. To generate a Gift Card, the clinic must provide the following information:

Sender Information: Enter the details of the Gift Card purchaser. There are two ways to do this: the clinic can search for the buyer if they are already registered as a patient, or the user can manually enter the sender's name, email address, and phone number. This information is required to send the purchase details to the buyer or sender.
Choose Delivery Option: This allows the clinic to select one of two options:

Self (for personal use): Select this when the purchaser is buying the Gift Card for themselves.
Send as a Gift: Select this when the purchaser is buying the Gift Card for someone else, like a friend or family member.

Note: When "Send As A Gift" is selected, the system will prompt you to choose a delivery method: Email, Text, or Both. This allows the clinic to select how they want to digitally send the Gift Card to the recipient.

Recipient's Details: The clinic should enter the information of the person to whom the sender/purchaser wishes to send the Gift Card. Recipient's Details: The clinic should enter the information of the person to whom the sender/purchaser wishes to send the Gift Card. There are two ways to enter the recipient's details: either by searching for an existing patient in the system or by manually entering the recipient's name, email address, and phone number. This information is required to send the Gift Card details.

Note: If the Delivery Option selected is "Self (for personal use)", the recipient details are not required. As a result, the Recipient Details field will be greyed out, since the system will send both the purchase and Gift Card information to the sender's email.
Gift Card Details: Enter the $ amount the purchaser wants for the Gift Card.
Expiration Date: This feature allows the clinic to set a card validity period when generating a new gift card. Once the gift card is created with an expiration date, the system will prevent users from redeeming it after that date.
Gift Message: This optional field allows the user to enter a message that the purchaser wants to send to the recipient. The message will be sent to the recipient along with the gift card details.
Payment Mode: To generate a new gift card, the clinic must complete a successful payment. The Gift Card feature supports the following payment modes:

Cash
zHealth Pay
Patient Credit
Issue Gift Card Against A Refund

Create Gift Card: Once all the above required field and the payment mode is selected. Click the "Create Gift Card" button to complete the payment. Once the payment is successful, the system will generate a new Gift Card.

Note:

Gift cards generated by the clinic are not tied to any specific patient chart. A card can be redeemed in any patient’s file as long as it is active and has an available balance.
If the sender and/or recipient is not an existing patient, manually entering the details will not create a new patient file.

2. Once a new gift card is generated, the system sends two notifications via email, text, or both, depending on the delivery method selected by the clinic.

Notifications to Sender/purchaser: A notification with the Subject: "Your Gift Card Purchase is Confirmed. Thank You!" will be sent to the sender's Email ID or Phone Number.
Notifications to Recipient: A notification with the Subject: "Your NATIONAL FREE HEALTHCARE CENTRE Gift Card is Ready!" will be sent to the recipient's Email ID or Phone Number.

Note: If the sender/purchaser is buying the gift card for personal use, both notifications- the purchase details and the gift card information will be sent to the sender's/purchaser's email address or phone number.

3. Gift Card Redemption Process

1. The clinic can redeem an active gift card either at the patient's credit level or at the invoice level. To redeem a gift card, the user must click the "Redeem Gift Card" button located in the invoice section or on the patient's credit screen.

2. To redeem, click the "Redeem Gift Card" button to open a modal window. Enter the 16-digit gift card number and click "Search". If the system finds the gift card, it will be displayed and provide the following information:

Gift Card Number: Will display the 16-digit card number
Purchase Date: Will display the date the Gift Card was generated
Recipient Name: Name of the person who received the Gift Card
Gift Card Value: $ amount of the Gift Card
Remaining: Displays the $ amount available in the card that can be redeemed
Status: Active/Inactive/Expired/Blocked
Amount To Redeem: If the card status is "Active", the user can redeem the amount. If the card is inactive, expired, or blocked, this option will be greyed out.

3. When a gift card is successfully redeemed, a payment line item will be added.

Redeemed at the Invoice Level: The line item will display the redeemed amount, the portion paid by the patient, and the payment method as "Gift Card". In the Check/Note section, the last four digits of the redeemed gift card will be displayed, helping the clinic identify which gift card was used for the payment.
Redeemed at the Credit Level: The line item will display the redeemed amount, the portion paid by the patient, and the payment method as "Gift Card". The last four digits of the redeemed gift card will appear in both the Check/Note section and the credit description, allowing the clinic to track which gift card was used for the payment.

Note: Once a gift card has been partially or fully redeemed, it cannot be deleted or refunded to the gift card. Also, just so you know, the redeemed card is not tied to the patient's chart.

4. When a gift card is redeemed, the recipient receives an email or text notification with the subject "Your Gift Card Has Been Redeemed", containing details of the redeemed amount, the remaining balance, and other relevant information.

Have any questions? Feel free and write it to us at support@zhealthehr.com