Cliniko doesn't currently support "official" gift vouchers, but some clinics have been able to create a bit of a makeshift voucher that can work well enough. Take a look over this article if you'd like to learn more on how to set up and use vouchers at your clinic!
There will be three parts to the process:
Step One: Setting Up Gift Vouchers
This is the first thing you'll do before you sell any gift vouchers!
Create a new product and call it "Gift Voucher":
Next, create a letter template, and call it "Gift Voucher":
Then, create a new patient and call it "Gift Voucher Sale":
This "patient" would then look like this:
That's now the first step completed!
Step Two: Selling Gift Vouchers
This is what you'll want to do when someone—either a patient or a "walk-in"—wishes to purchase a gift voucher.
Create a new invoice. There are going to be four things you'll want to be sure to do:
- If you're selling this to a "walk-in" (i.e. not a patient at your clinic), you can raise the invoice for the patient called "Gift Voucher Sale". If you are selling this to an actual patient, just use their name!
- Remove the billable item field from the invoice (this only applicable if the only item on this invoice will be a gift voucher).
- Add the product called Gift Voucher to the invoice.
- Adjust the price if needed.
The invoice would look something like this, while you're creating it:
Click the Create invoice button, and then record the method of payment.
The "saved" invoice would then look like this, in Cliniko:
☝️ Note: Be sure you take note of the invoice number!
Now that you've created the invoice for the gift voucher, you'll want to record its sale. To do this, find the patient called "Gift Voucher Sale", and create a new letter for them by clicking Letters, and the the Add letter button:
Select the letter template called Gift Voucher, and input the invoice number, the expiration date, and adjust the price if needed:
Click the Create letter button at the bottom, and then you'll be able to email or print it off to give to the person who bought it.
Step Three: Redeeming Gift Vouchers
This is what you'll want to do when a patient brings in the gift voucher they've received, and want to apply it towards their appointment!
Presumably, the patient will show you the gift voucher document that they were given—this would be the letter that you created in step two, and would have the invoice number (as the "reference number") on it.
Find the specific invoice that was used to create this particular voucher. This is why you recorded the invoice number in step two!
On the Invoice page, you can type the invoice number ("reference number") into the search field at the top to find the relevant invoice:
Click the invoice number (this will bring you to the invoice), and then click the Edit button:
☝️ Note: Only Administrators and Power Receptionists can edit invoices. If you don't see the "Edit" button, please talk with the owner of your account for assistance!
When in "edit" mode, find the Notes field on the invoice, and then add the date of redemption:
Click the Update invoice button.
You're almost finished—just one last step! You need to now create another invoice—one for the service that the gift voucher was redeemed for, under the name of the patient who redeemed the voucher.
To do that, create a new invoice for the patient who redeemed the voucher, and before you create/save it, change the value of the product or service that they redeemed the voucher for to $0.
You can do this by adding a discount for either a percentage or dollar amount, or adjusting the unit price:
Add a note to say that it was paid for by the gift voucher, and create the invoice.
☝️ Note: As mentioned, this is a workaround—Cliniko does not currently have support for "official" gift vouchers, but we hope that this works in the meantime!