1. Discuss the benefits of QCM Auto Renew with the patient. Adding this option allows the patient to save on their annual membership fees, avoid a lapse in benefits, and takes away the hassle of remembering to renew in-office.

    Although this option is convenient for both the patient and the practice, it’s not the right fit for everyone. For example, if the patient is going to be relocating or signing up for a traditional insurance plan within the next 12-18 months, signing up for the Year to Year option will make more sense.

  2. Have the patient sign the appropriate QCM Consent in Flex. As featured below, Flex has a consent built out for both the Auto Renew and the Year to Year Plan. This should be signed every time a patient signs up or renews their QCM.

step by step

3. Capture their credit card information in Open Dental. You will be running their card for today’s transaction, as well as capturing their card information for their renewal next year. Although Flex will store the card information, you will still write the information in the indicated box, located in the patient’s Open Dental Account. You will want to confirm the card they’d like to auto debit for their renewal will be valid 13 months from now.

4. Set up recurring payment in Flex. From the Flex Dashboard, you will click the “Payments” ($) tab on the upper task bar, navigate to “Recurring Payments” and establish the patient’s auto debit for their renewal for next year.

4. Set up recurring payment in Flex. From there, you will search for the patient’s name, enter the renewal amount, and indicate that the plan should run annually with the renewal date indicated under “Starting.” Generally, the date the plan will renew, and therefore the card should run, is the 1st of the month proceeding the plan expiration (I.E. a patient signs up in June, auto renew would be for July 1st the following year).

Once this has been established, you can elect to utilize a card on file by clicking “Manage Cards” or swipe a new card on a terminal by clicking “Use New Card.” Once your card information is established, you can click “Submit” to save the recurring payment.