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Managing Patient Tags & Discounts

Group patients with tags such as staff, family, or membership tiers, then link discounts to those tags so every tagged patient is priced correctly at checkout. Covers creating and applying tags, setting up discounts, and how they appear on an invoice.

Overview

Patient tags let your practice group patients into categories and automatically apply discounts at checkout. You create a tag (e.g., "Employee", "VIP", "Senior"), assign it a color, and optionally associate fixed-amount or percentage discounts for specific product types. Once a tag is assigned to a patient, the system applies the configured discounts when invoices are generated.

When to Use

  • You need to offer recurring discounts to a defined group of patients (employees, seniors, loyalty members).

  • You want discounts applied automatically at invoice time without manual entry.

  • You want patients identified by a visible colored pill on their record and in search results.

  • You want to filter your patient list by tag to quickly find specific groups.

Prerequisites

  • At least one product type enabled for your practice (Prescriptions, Nutraceuticals, Laboratory, Procedures, Appointments, or Coverage).

  • An understanding of your practice's discount policy for each product type.

Accessing Tag Management

  1. Navigate to Administration in the sidebar.

  2. Select Patient Tags from the administration menu.

  3. The tag list view loads, showing all active tags with their names, colors, and associated discount counts.

Creating a New Tag

  1. Click + Create Tag on the tag list page.

  2. Fill in the tag details:

    • Name (required): The display name for this tag, e.g., "Employee".

    • Abbreviation (required): A short code displayed on the tag pill, e.g., "EMP". Maximum 5 characters.

    • Description (optional): A note describing who this tag applies to.

    • Color (required): Select a color for the tag pill. Available options: Green, Navy, Amber, Red, Gray, Teal, Blue, Purple, Pink, Orange.

  3. Click Save to create the tag.

Adding Discounts to a Tag

Discounts are configured directly on the tag form. Each discount links a product type to a discount amount or percentage.

  1. Open the tag for editing by clicking its name in the tag list.

  2. Scroll to the Discounts section at the bottom of the form.

  3. Click + Add Discount.

  4. For each discount, fill in:

    • Discount Name (required): A label for this discount, e.g., "Employee Rx Discount".

    • Product Type (required): Select the product category this discount applies to:

      • Prescriptions — Applies to medication orders.

      • Nutraceutical — Applies to nutraceutical product orders.

      • Laboratory — Applies to lab orders.

      • Procedures — Applies to procedure charges.

      • Appointments — Applies to appointment fees.

      • Coverage — Applies to coverage-related charges.

    • Discount Type (one required):

      • Fixed Amount: Enter a negative dollar amount, e.g., -5.00 for $5 off.

      • Percentage: Enter a value between 0 and 100, e.g., 15 for 15% off.

  5. To add more discounts, click + Add Discount again and repeat.

  6. To remove a discount, click the remove icon next to the discount row.

  7. Click Save to persist all discounts.

Note: You can configure multiple discounts on a single tag — one per product type. The system validates that each discount has a valid fixed amount or percentage.

Assigning a Tag to a Patient

  1. Navigate to the Patients list.

  2. Open the patient record you want to tag.

  3. Click the tag area (or the Change Tag button on the tag pill) to open the tag assignment modal.

  4. Select the appropriate tag from the list of available tags.

  5. Click Save to assign the tag.

  6. The colored tag pill now appears on the patient's record.

Note: A patient can have one active tag at a time. Assigning a new tag replaces the previous one.

Viewing Tag Details and Discounts

  1. On the patient record, click the colored tag pill.

  2. The tag info modal opens, displaying:

    • Tag name, description, and color.

    • A list of all configured discounts with their amounts and product types.

  3. Click Change Tag to reassign, or Close to dismiss.

Filtering Patients by Tag

  1. Navigate to the Patients list.

  2. Locate the Tag Filter field above the patient table.

  3. Click the filter field and select one or more tags from the dropdown.

  4. The patient list updates to show only patients with the selected tag(s).

  5. Click Clear or deselect all tags to reset the filter.

Editing an Existing Tag

  1. Go to Administration > Patient Tags.

  2. Click the tag name you want to edit.

  3. Modify the name, abbreviation, description, color, or discounts as needed.

  4. Click Save to apply changes.

Note: Changes to tag discounts take effect on future invoices. Existing invoices are not retroactively modified.

Deactivating a Tag

  1. Open the tag for editing.

  2. Click Deactivate (or toggle the status to inactive).

  3. Confirm the deactivation.

Deactivated tags are removed from the tag list (filtered by default), the tag assignment modal, and the filter dropdown. Patients already assigned the tag retain it visually, but the discounts no longer apply to new invoices.

How Discounts Apply at Invoice Time

When an invoice is generated for a patient with an assigned tag:

  1. The system checks each invoice line item against the patient's tag discounts.

  2. For each match (same product type), the discount is applied:

    • Fixed amount: Subtracted from the line item total.

    • Percentage: Calculated as a percentage of the line item total.

    • Mixed: Both fixed and percentage are applied.

  3. The discounted amounts appear on the invoice automatically.

Note: Discounts are applied per product type. If a patient's tag has a 15% Prescriptions discount and a $5 Nutraceutical discount, those apply to their respective product categories independently.

Error Resolution

Issue

Likely Cause

Resolution

Tag pill does not appear on patient record

Tag not assigned or patient data not refreshed

Reassign the tag and refresh the patient view.

Discount not applied at checkout

Tag not assigned, discount not configured, or product type mismatch

Verify tag assignment, check discount configuration, confirm product type matches the invoice item.

Tag not visible in filter dropdown

Tag is inactive

Reactivate the tag in Administration > Patient Tags.

Best Practices

  • Use clear, descriptive tag names and abbreviations so staff can quickly identify patient groups.

  • Choose distinct colors for different tag categories to improve visual recognition on patient records.

  • Configure one discount per product type per tag to keep discount logic straightforward.

  • Use negative values for fixed-amount discounts (e.g., -10.00 for $10 off).

  • Review discount configurations quarterly to ensure they reflect current practice policies.

Frequently Asked Questions

Q: Can a patient have more than one tag?

A: No. Each patient can have one active tag at a time. Assigning a new tag replaces the existing one.

Q: Do discounts apply retroactively to past invoices?

A: No. Discounts only apply to invoices generated after the tag is assigned.

Q: What happens if I deactivate a tag that patients are still assigned to?

A: Patients retain the tag visually, but the associated discounts no longer apply to new invoices.

Q: Can I offer both a fixed-amount and percentage discount on the same product type?

A: Yes. Configure both a fixed amount and a percentage on the same discount entry. Both values are applied at invoice time.

Q: Is there a limit to the number of discounts per tag?

A: No hard limit, but each discount must target a distinct product type. Configuring multiple discounts for the same product type on one tag is not supported.

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