🎟️ Patient packages

Before you start

Confirm the patient and the service being provided. Check that the package item, remaining uses, value and expiry cover this visit. Package purchase, usage and refund are separate records.

📸 This example uses a fictional Chronic Care Review Plan bought for $1,600.00. It starts with five uses. Its example values are not clinic pricing advice.

1. Purchase a package

In Checkout, add the correct Package charge, review quantity and price, and complete the intended payment record. Check that a usable package becomes available for the correct patient.

Do not select Add Deduction to sell a new package. That action uses an existing patient package.

2. Select an available patient package

1. Open the correct bill in Checkout.
2. Under Package Deduction, select Add Deduction.
3. Review the package name, Balance, Uses left and Expires.
4. Select the correct package. No active packages are available means you need to check ownership, payment, expiry, status and permissions before proceeding.

Step 1 — Check the patient package’s value, uses and expiry. Click the image to enlarge it on this page.

Step 1 — Check the patient package’s value, uses and expiry.

3. Choose the package item and quantity

1. In the draft row, select the correct Package Item.
2. Check Qty and Deducted at.
3. Review the calculated Recognized Value.
4. Select Add on this row. Cancel leaves the draft without recording the deduction.

Step 2 — Select the package item and review its recognized value. Click the image to enlarge it on this page.

Step 2 — Select the package item and review its recognized value.

5. Confirm the saved row and Recognized total.

Step 3 — Confirm the saved deduction and recognized total. Click the image to enlarge it on this page.

Step 3 — Confirm the saved deduction and recognized total.

This example deducts one Chronic Disease Consultation and recognizes $320.00. The bill's Total Amount and Total Paid stay $2,632.00. A package deduction is not an additional cash collection.

4. Check uses and value separately

Open Add Deduction again to inspect the remaining available package, then leave the selector without adding another use.

Step 4 — Review remaining uses and value after the deduction. Click the image to enlarge it on this page.

Step 4 — Review remaining uses and value after the deduction.

The example changes from 5 uses / $1,600.00 to 4 uses / $1,280.00. Do not assume that remaining value and remaining uses are interchangeable. Check both values and the expiry date.

5. Revert an incorrect deduction

1. Find the exact package-use row.
2. Select its Revert Deduction arrow.
3. In Revert Package Deduction, read that the action restores the deduction's units and value.
4. Enter Reason.
5. Select Revert Deduction, or Cancel to leave the use unchanged.

Step 5 — Enter a reason before reverting this deduction. Click the image to enlarge it on this page.

Step 5 — Enter a reason before reverting this deduction.

6. Confirm the row shows Reverted, and review Recognized total and the package balance again.

Step 6 — Review the reversed row and restored totals. Click the image to enlarge it on this page.

Step 6 — Review the reversed row and restored totals.

In this example, recognized total returns to $0.00. The selector again shows 5 uses / $1,600.00. No cash refund was recorded by this reversal.

6. Find the patient's package list

1. Open Patients and select the correct patient.
2. Select the Packages tab.
3. Check Package, Uses left / Total, Valid until and Status.
4. Open Status Active to change the filter. Choose the status you need, or Clear to remove the status filter.

Step 7 — Start from the correct patient's Packages tab. Click the image to enlarge it on this page.

Step 7 — Start from the correct patient's Packages tab.

Step 8 — Clear the status filter before assuming a package is missing. Click the image to enlarge it on this page.

Step 8 — Clear the status filter before assuming a package is missing.

Status	What to check
Active	Review uses, value, item coverage and validity before use.
Exhausted	Review the usage history and remaining uses.
Expired	Review the validity and expiry history.
Closed	Review the closure or refund history and reason.

An Active-only list hides closed packages. It does not delete their history.

7. Read package details and history

1. Select the package row.
2. Check the patient at the top again.
3. Review Uses left / Total, Valid until, Package items, Remaining value, Total value, Refunded value and Purchased at.
4. Read History, including Recorded at, Operation and Reason. Compare purchase, deduction and reversal entries.

Step 9 — Read the current balance together with its history. Click the image to enlarge it on this page.

Step 9 — Read the current balance together with its history.

This package is restored to five uses and $1,600.00 after the earlier deduction was reverted. The old deduction and its reversal remain in History.

Valid until shows the final valid calendar date. The Checkout selector can show Expires at the start of the following day. In this example, 14 Oct 2027 and 15 Oct 2027, 00:00 describe the same boundary.

8. Close a package without a refund

Use this only after the clinic has decided to close that specific patient's package. The dialog says Closing is permanent and does not issue a refund.

1. In package details, open Actions → Close package.
2. Check the package and the value shown in the dialog.
3. Enter Reason.
4. Select Close package to save, or Cancel to keep it unchanged.

Step 10 — This is patient #6's separate DEMO closure package. Click the image to enlarge it on this page.

Step 10 — This is patient #6's separate DEMO closure package.

5. Check Closed, Remaining value and the new Package closed history entry.

Step 11 — Confirm the saved closure and its recorded reason. Click the image to enlarge it on this page.

Step 11 — Confirm the saved closure and its recorded reason.

This demonstration closed patient #6's separate DEMO closure package. Its total value was $1.00 and its remaining value became $0.00. It did not record a cash refund. Patient #7's $1,600.00 package was kept Active.

6. Use the back arrow beside the package name to return to the list. Clear the Active filter to see the closed package again.

Step 12 — Clearing the status filter shows the retained closed record. Click the image to enlarge it on this page.

Step 12 — Clearing the status filter shows the retained closed record.

9. Review a package refund

1. Open the correct patient package and select Actions → Refund.
2. Read Refunding will also close this package.
3. In Create refund, review Refund amount, Receiving Account, Refunded at, Notes and Package closure reason.
4. Check the clinic's actual refund decision and amount before saving a record. Cancel leaves the package unchanged.

Step 13 — Refunding a package also has a closure effect. Click the image to enlarge it on this page.

Step 13 — Refunding a package also has a closure effect.

This screenshot is a review of patient #7's refund form. The form was cancelled; no package refund was saved in this step. Recording a refund in HelloClinic does not itself prove that an external money transfer took place. For transaction history and refund reversals, see Checkout corrections and refunds.

10. Check whether expiry extension is available

Do not expect an extension action on every package. Eligibility requires an expired package and matching expiry history; refunded or previously exhausted cases may not qualify. Changing the package's shared definition is a separate operation.

📸 Extension walkthrough to follow

The training account has a one-day purchased package. The detailed extension screenshots will be added when an eligible expired record is available. The extension save has not been tested in this example. Do not change your computer clock or create another payment just to reveal this action.

Before you leave

Check the patient, package, package item, quantity, effective time, value and remaining uses. Do not repeat Add while an earlier save is uncertain.

❓ FAQ

Does buying a package use one session?

No. Purchase adds the package charge. Add Deduction records use of an existing package.

Does Revert Deduction refund cash?

No. It restores the deduction's units and value. Use the separate refund workflow only when a refund actually needs recording.

The package has no value left. Can I assume it has no uses left?

No. Check the actual remaining uses, package items and status. Value and uses are separate fields.

Can I use a package from another patient's record?

Check the selected patient's ownership and the clinic's rules. Do not change the patient identity simply to make a package appear.

Does a package deduction automatically remove a charge item?

In this example, the deduction was a separate row and the bill total remained unchanged. Review the charge items and the service covered so the final bill matches the clinic's intended charges.

Why did a closed package disappear from the list?

The list may still be filtered to Active. Open Status and select Clear, or select Closed. The closure example remains visible when the filter includes it.

Does Close package issue a refund?

No. The closure dialog explicitly says that closing does not issue a refund. Review the remaining value and closure history separately from any actual refund.

Can I undo Close package by changing the filter?

No. The dialog describes closing as permanent. A filter only changes which records you see. It does not restore the package.

Why do Valid until and Expires show different dates?

Valid until shows the final valid day. Expires can show midnight at the start of the following day. Check the time as well as the date.

Does making the package definition inactive close my patient's package?

The tested purchased package stayed Active with its original use count and validity after the shared definition was made inactive. Check patient ownership separately. See Package settings for that walkthrough.

Next

Return to Checkout, correct a payment or refund, manage package settings, or review reports.