How Corporate Vouchers work with Healthengine Follow

Corporate vouchers work seamlessly within Healthengine's booking flow to allow customers to pay for a service using a unique voucher code. 

 

How to book an appointment with a voucher code 

Corporate voucher codes are entered on the last page in the booking flow. 

Please note: not all appointment types are set up to accept voucher payments. If you notice this option isn't available and would like it turned on, please contact us at corporate@healthengine.com.au 

 

Select 'Use voucher code' and enter the voucher code. Finalise the booking by selecting 'Pay and book now'.

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Please ensure you update the appointment status to 'Attended' to ensure you are paid for the voucher.

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How to add a voucher code to an existing booking

If a patient has not entered their voucher code at the time of booking, you can easily do this by opening up their booking details.

In the payment section at the bottom of the booking details, select 'Pay in-store with voucher', enter the voucher code and select 'Redeem voucher'.

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What if I encounter a voucher error?

Voucher errors can occur for many reasons when a customer or a store tries to redeem a voucher. Below is a comprehensive list of the error message and what they mean.

 

Errors during the booking form

"This voucher is not currently enabled"

The voucher cannot be redeemed as the voucher campaign has not started yet.

"Voucher has already been used the maximum number of times"

The voucher has already been redeemed.

* Check that the customer has cancelled any prior bookings made with the voucher code before redemption.

"This voucher has expired"

The voucher cannot be redeemed as the voucher campaign has expired.

"This voucher cannot be used for this appointment type"

The voucher cannot be redeemed for this particular appointment type.

"This voucher is invalid"

The voucher code cannot be found in the voucher system. This commonly indicates an incorrect voucher being entered.

"This voucher is not valid at this practice"

The voucher cannot be redeemed at this particular store.

"This voucher cannot be used for this specialty"

The voucher cannot be redeemed for this particular specialty type.

"Unable to validate this voucher at this time"

This error commonly indicates that there may be a temporary failure to validate a voucher. Retrying at a later time is advised.

 

Errors in Practice Admin

"This voucher cannot be used for this specialty"

The voucher cannot be redeemed for this particular specialty type.

"This voucher cannot be used for this appointment type"

The voucher cannot be redeemed for this particular appointment type.

"This voucher cannot be used at this practice"

The voucher cannot be redeemed at this particular store.

"This voucher has expired"

The voucher cannot be redeemed as the voucher campaign has expired.

“This voucher is not yet valid”

The voucher cannot be redeemed as the voucher campaign has not started yet.

“The voucher campaign is not currently enabled”

The voucher cannot be redeemed as the voucher campaign is currently disabled.

"Voucher has already been used the maximum number of times"

The voucher has already been redeemed.

* Check that the customer has cancelled any prior bookings made with the voucher code before redemption.

“An error occurred when attempting to validate this voucher”

This error commonly indicates that there may be a temporary failure to validate a voucher. Retrying at a later time is advised.

“Voucher does not exist”

The voucher code cannot be found in the voucher system. In some cases, this may be caused by a  temporary failure to validate a voucher. Retrying at a later time is advised.

 

 

How do I print a voucher report for reconciliation?

You can do this in Bookings > Bookings. Apply any relevant filters and select 'Export to CSV'.

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Once the download has been completed, click on 'Download CSV' to download the file to your computer. This can generally be found in your 'Downloads' folder.

Please note: this can take 5-10 mins to load depending on the number of bookings you are trying to download.

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You can find the voucher code listed in the second to last column as shown below. From here you can filter and reconcile as you normally would.

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FAQ:

What happens if I cancel or reschedule an appointment that has a voucher redeemed?

The voucher will be carried to the new booking time.

 

The appointment time has already passed, how can I cancel the appointment to book a new one?

Unfortunately, you can't cancel or reschedule an appointment if the time has already passed. A new appointment will have to be created. Usually, this means the customer will have to go back to their corporate group and request a new voucher code.

Alternatively, it is the store's discretion whether you wish to honour the redeemed voucher and continue with the new booking, as stores will generally be paid for the redeemed voucher code regardless if the patient attended their appointment.

 

How do I get paid for my vouchers?

Your head office will have its own reconciliation process and payment deadlines. Please contact your BDM or head office directly for more information.

 

 

 

 

 

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