Best Practices for Processing Plan Benefits

To make the most of your Clients' Care Memberships and ensure a smooth experience at checkout, here are some essential best practices to follow before and during the process of consuming plan benefits through Flow.

✅ Best Practices to Follow Before Consuming Benefits

Following these steps will help prevent errors, missed benefits, or billing issues:

1. Always Ask the Client How Much of Their Instant Account Credit (IAC) They Want to Use

Not all Clients want to use their full IAC every time! Confirm with the Client how much they'd like to apply toward today's invoice before you begin the process in Flow.

2. Double-Check That an Exam is on the Invoice (If You Plan to Use One)

Before selecting exams during the Calculate Benefits flow, ensure that the corresponding exam fee is included on the invoice in your PIMS. Benefits can’t be applied without matching invoice items.

3. Ensure the Invoice is Saved in Your PIMS

Flow pulls invoice details directly from your PIMS (if integrated). Make sure the invoice is saved and finalized in your practice software before you go to apply benefits in Flow.

4. If You’re Using an Integrated PIMS (Cornerstone, Avimark, Impromed), Make Sure the Invoice Has Written Over to Flow

To avoid errors, wait a few moments after saving the invoice to ensure it appears in Flow. If needed, refresh your Flow Dashboard to see the updated invoice.

🛠️ How to Consume Benefits in Flow

Once your invoice is saved and ready in your PIMS, follow these steps:

1. Open your Flow Dashboard
   Locate the patient whose benefits you'd like to consume.

2. Go to the Care Tab > Click “Calculate Benefits”
   This will launch a pop-up window to walk you through applying plan benefits.

3. Invoice Selection

   • If your PIMS is integrated (Cornerstone, Avimark), the invoice should automatically appear in the pop-up for you to select.

   • If not integrated, you can manually enter the invoice total.

4. Select Exams (If Applicable)

   • Enter any exams you wish to apply from the plan and their retail price.

   • The system will display how many exams are remaining.

5. Apply Instant Account Credit (IAC)
   Confirm the amount of IAC the Client wants to apply to this invoice.

6. Review the Benefit Breakdown
   Flow will show a summary of all benefits being used: exams, IAC, and if applicable, bonus discount.

7. Apply Benefits
   Click "Apply Benefits" to proceed.

8. Final Checklist Reminder
   A final checklist will appear:

   • Confirm there is no remaining balance and the invoice is closed in your PIMS, or

   • Confirm that you've collected any remaining balance and closed the invoice.

By following these best practices and steps, your team can confidently and efficiently apply plan benefits while ensuring Clients receive the full value of their membership.