Petly Plans Integration and Discount Details
With integrated Petly Plans with Cornerstone, a button for the Petly Plans widget is added to the Patient Clipboard, Estimate, Patient Visit List, and Invoice windows. Use the widget to see the patient’s plan status, view available items, and even enroll patients.
Before you start
Setup
- Plan item classification and Wellness Plan (WP) items: Lists > Invoice Item Class, Lists > Invoice item.
- Petly Plan account settings validated: Lists > Practice > Login / Password Management > Petly Wellness Plan.
- Petly Plans defaults set for discounts: Controls > Defaults > Practice and Workstation > Petly Plans
Important!
- All patients will be listed with a status of Not Enrolled until the integration is activated.
How plan status integration works
Upon activation, a patient’s Petly Plans status is displayed with a color-coded paw print icon on the following windows:
- Patient Clipboard: Patient Information tab
- Estimate
- Patient Visit List
- Invoice
Hovering over or clicking the icon displays information or opens related windows based on the plan’s status. The information is provided from Petly and represents cached information from the previous night’s data, with updates based on posted invoice information and changes to client and patient information.
| Patient Status | Hover text* | Petly Plan status options | Upon clicking |
 | Plan name, such as Canine Gold | In progress Changed | Opens Plan Details window so you can view available items and quantities. Cached data is updated nightly. |
 | Opens Plan Details window so you can view available items and quantities (cached data updated nightly) | Planned Completed Renewal On hold Canceled | Opens Petly Client Summary page so you can review and update information to reactivate plan.** You may be required to log in first. |
 | Enroll patient in a Petly Plans | Not enrolled | Add plan page to enroll the selected patient.** Petly login page may appear first, requiring log in prior to opening the Add Plan page. |
 | Refresh to update plan status | Unknown | Refreshes status |
* Plan names (based on clinic setup) are displayed for active or inactive patients.
** Enrolling a patient or updating an inactive plan to active will change the patient plan status to Active. To see the updated status, leave the Petly site and then right-click in the Cornerstone window and select Refresh.
How automatic discounting integration works
Activating Petly Plans creates a Petly Plans 100% Discount. Setting Petly Plans discounting defaults will automate the application of the discount when billing patients with a Petly Plan.
Plan items are entered on an Estimate, Patient Visit List, or Invoice. You can view available items and quantities by clicking the Active plan icon.
- Click the Petly Discount button.
The patient’s plan status is verified, available items and available quantities are evaluated.- If the request meets the criteria (available items and quantities), the discount is applied.
- These discounts will display as a paw print icon in the Disc column of these windows, as well as print on the invoice or estimate.*
- If the request does not meet the criteria, the Petly Plans discount is not applied. (paw print will not be displayed in the Disc column).
- In this case, you should remove the plan item and use the equivalent nonplan item instead.
- You can manually apply any other discount, if applicable, by clicking the box in the Disc column for the line item(s).
If plan items are available but exceed the requested quantity (ex: two doses of flea medication are added when only one is available), a warning is displayed. Follow these recommended steps to reconcile:
- Click the patient’s plan details to determine the available quantity for the item.
- Change the quantity of the plan item to a quantity that is available.
- Add another line item(s) for the corresponding nonplan service equivalent(s) and use the differing quantity.
- If other discounts are applicable to these nonplan items, add them manually by clicking the box under the Disc column for each applicable line item.
- Reapply Petly discounts to plan items by clicking the Petly Discount button.
When posting an invoice, there is a final check for the availability of any plan items present. Discounts are applied or removed accordingly.
- A message notifies you if any changes were made. You can:
- Click Yes to view the changed.
- Click No to proceed with posting the invoice.
- In the event an item is available, but the quantity on the invoice exceeds what is available, you will be required to reconcile before posting the invoice. See above, for details.
*Based on Petly Plans discount default settings, previously applied Petly Plans discounts may not transfer from a finalized estimate to the Patient Visit List or from the Patient Visit List to the invoice. You can click the Petly Discount button at any time to check for and apply the Petly Plans discount to available plan items.
How Petly Plan discounts work with other discounts
Once the Petly Plans discount is applied to available plan items (WP codes), additional discounts are not permitted, and are removed, if present. The Petly Plans discount cannot be selected or deselected from the Disc column.
- Other preset discounts attached to plan items (not recommended) that are linked to a client will apply to the item until the Petly Plans discount is applied. At that point, the other discounts are not permitted, and only the Petly Plans discount applies.
- If a Petly Plans discount does not apply to an item, any other preset discounts are retained.
- If a Petly Plans discount is applied and then removed from an item, the other preset discounts are not reapplied. Example: Plan items on an older estimate that is finalized, but items no longer available.
Petly Integration and Discounting FAQ’s
If available plan items are added, and the entered quantity is also available, notice will occur only after you click Post on the invoice.
- You are notified if any changes were made and asked if you want to review the changes.
- Click Yes to review the applied (or removed) Petly Plans discount(s).
- Do this by looking for the paw print icon in the Disc column for each eligible plan item.
- Click Post.
Note: If a plan item price is already $0 pre-discount, the Petly Plans discount will not be applied. The item will not display with a paw print icon on the invoice.
I enrolled a patient, but the plan status is still showing as Not Enrolled
Right-click the plan status and click Refresh to refresh the cached information.
I have saved invoices set to close at End of Month. Will Petly Plans discounts be automatically applied?
Only previously applied Petly Plans discounts are retained with the End of Month closing process. An additional check for and application of a Petly Plans discount will not occur.
I voided an invoice that had plan items, and I’m not seeing the voided items as available on the patient’s plan details page.
In the event an invoice is voided or a corrected invoice is posted using negative quantity plan items, these items must be manually added back to the pet’s plan through the Petly website.
How often is the patient information in Cornerstone brought into Petly to update plan status and available items/quantities?
Information is cached every night. Therefore, posting multiple invoices in a day for the same patient is not recommended and can result in missed charges (over-discounting) on items that may no longer be available.
If I copy items from one patient with discounted plan items to another patient on the invoice, will the discounts on the second pet be retained?
If plan items on the initial patient already have the Petly discount applied, the second pet will appear to have the discount already applied as well. However, clicking the Petly Discount button or the Post button on the invoice will create a final check of all patients and items on the invoice.
- Petly Plans discounts will be applied or removed accordingly, based on item availability and the patient’s plan status.
- You will be notified if changes were made and asked if you want to review the changes. Click Yes or No.
Note: If the quantity requested exceeds the quantity available (quantity available must be >0), you will be forced to reconcile the quantity discrepancy before you can post the invoice.
My practice uses co-pays, which are set up as a plan item but should not be discounted 100%. How do I manage these?
While Petly Plans tracks the use of co-pays, current integration with plan items has plan items discounted 100%. To correctly account for the use of co-pays and to collect the co-pay amount at the time of invoice:
- Add your co-pay plan item (set up as a $0 fee) to the invoice.
- Create a nonplan co-pay item to generate the appropriate fee and also add that to the invoice.
Tip: It’s best to add both the plan and nonplan co-pay items to a group code, so as not to miss adding either to the invoice. For more details, refer to Setting up Petly Plan groups in Cornerstone.
Note that the plan item will not reflect the Petly Plans discount (paw print icon on the invoice), since it is already a $0 priced item.
A patient is present now and needing services that a renewed plan will cover. The current plan is still considered active and scheduled to complete at the end of the month. What should I do?
You can initiate an early renewal on Petly.com. This will do the following:
- Mark the current plan as completed and any remaining items will no longer be available.
- Enable use of items from the renewed plan before the renewed plan’s start date. This would be the day after the prior active plan’s end date.
- On your Petly Plans web page, from the pet’s current plan, go to Plan Administration and select Activate Renewal.
- Renew the plan in accordance with your practice’s policies
- In Cornerstone, refresh the patient’s plan status by right-clicking the plan status widget on the Patient Clipboard and selecting Refresh. The plan status should now be Active.
- Invoice the patient as usual, using plan items that have the Petly Plans discount automatically applied when plan items and requested quantities are available. The plan items will be deducted from the patient’s plan during the nightly data sync.
A patient had an active plan but canceled it a few months ago. The owner now wants to reactivate it to receive services today. What should I do?
You can add a plan and then invoice the patient with the appropriate plan items.
- In Cornerstone, click the patient’s Petly Plans status widget to open your practice’s Petly Plans page.
- Add a plan in accordance with your practice’s policies.
- In Cornerstone, refresh the patient’s plan status by right-clicking the plan status widget on the Patient Clipboard and selecting Refresh. The plan status should now be Active.
- Invoice the patient as usual, using plan items which will have the Petly Plans discount automatically applied when plan items and requested quantities are available. The plan items will be deducted from the patient’s current plan during the nightly data sync.
Some plan items are subject to sales tax at time of sale. Since plan items are discounted automatically 100%, how do I include the tax on the invoice?
The process involves three key steps for the client invoice:
- Add the plan item as usual for correct deduction from the patient’s current plan during the nightly data sync. (Do not link this item to deplete inventory.) Some plan items are subject to sales tax at time of sale. Since plan items are discounted automatically 100%, how do I include the tax on the invoice?
- Add the nonplan equivalent item to the invoice to generate the sales tax.
- Add a tax credit invoice item to deduct the base price of the nonplan equivalent item. This tax credit invoice item should be set up in advance. For more details, download the quick reference guide on collecting sales tax on Petly Plan items.
Additional information
Discounting integration
- The Petly Plans discount cannot be edited under Controls > Discounts. It also cannot be manually added or removed from invoice items in these locations:
- Lists > Invoice Item >Tax/Discount tab
- Tools > Mass Markup > Discounts
- Estimate
- Patient Visit List
- Invoice
- When using Petly Plans discounting defaults, it is recommended that you remove any previous 100% discounts from plan items. This avoids:
- Discounting unavailable items for active plan participants
- Applying discounts in error to nonplan participants.
- If you opt out of using the automatic discounting feature, this discount will be inactivated, and you will need to manage plan item discounts manually. Petly Plan discount defaults are managed under Controls > Defaults > Practice and Workstation > Petly Plans.
- If plan items have other discounts attached (not recommended) and the client also has the discount applied to their account, these discounts will be applied dependent on plan item availability and use of the Petly Plans Discount. For more information see How Petly Plans discounts work with other discounts.
Related reports
- EOP Discount Reports
- Itemized Audit Trail
- Invoice Item Setup Information report
