Promo codes

Promo codes let you offer discounts on eligible online bookings and eligible self-pay invoices. Owners and admins manage promo codes in Settings. Patients then enter a code in the promo code field when Ona shows it during booking or payment.

How do promo codes work on the booking page?

On the online booking page, patients use promo codes at Review and book. The promo code field shows only when promo codes are switched on for your organization and the booking includes something the patient is paying for online now.

A booking can use a promo code only for one of these at a time:

• a membership the patient is joining
• a package the patient is buying that requires payment to book
• a visit that requires payment to book

If a visit is already covered by a membership, the patient will not see the promo code field for that visit.

1. The patient moves through the booking flow with Continue and Pick a time until they reach Review and book.
2. In the promo code field, they enter the code and select Apply.
3. If the code is valid, Ona shows the code, the discount, and the updated amount due.
4. If the code is not valid, Ona shows the reason next to the field.
5. If the patient changes the service, package, or membership after applying a code, Ona checks the code again and removes it if it no longer applies.

Patients do not need to sign in before applying a promo code on the booking page. If they type a code and go on to confirm the booking without selecting Apply, Ona applies the typed code first so it is not lost.

For more about the booking page itself, see Your website and online booking page.

How do promo codes work on patient invoices?

In the patient portal, patients use promo codes on eligible invoice payment screens before they pay. Ona shows the promo code field only when the invoice is eligible.

An invoice is eligible only when all of these are true:

• it has at least one line item
• every line item is self-pay
• it includes a visit or a service package purchase
• it does not already have a promotion adjustment

1. In the promo code field, the patient enters the code.
2. They select Apply.
3. If the code is valid, Ona adds it as a promotion adjustment and lowers the balance due.

If the patient types a code and continues to pay without selecting Apply, Ona applies the typed code first. When a promo code covers the full balance, the invoice is settled.

For more about patient-facing billing, see Invoicing patients and collecting payments and What patients see in the portal.

How do owners and admins manage promo codes?

In Settings, owners and admins control whether your practice accepts promo codes at all, and they manage the individual codes your practice offers.

In the left sidebar, click Settings. In the settings menu, under Billing, click Promo Codes.

Promo codes are off until your organization switches them on. While they are off, Ona does not show the promo code field on the booking page.

The admin actions this feature supports are creating a promo code, editing a promo code, enabling a promo code, and disabling a promo code.

Use the Promo codes on/off (1) switch to turn promo codes on or off for the organization. Use New code (2) to create a new promo code. ANNUAL50 (3) is an existing promo code row. Use Edit ANNUAL50 (4) to edit that code, and Switch off ANNUAL50 (5) to disable it.

Because promo-code checking on the booking page is public, patients can apply a code before they sign in.

What happens when a promo code changes the amount due?

On the online booking page at Review and book and on eligible patient invoice payment screens, Ona updates the amount due as soon as a promo code is accepted.

For visits, packages, and invoices, a valid code can reduce the amount due all the way to zero. When that happens for a visit or package booking, the patient can finish the booking without paying for that item online. When it happens on an eligible invoice, the invoice is settled.

Memberships work a little differently. A membership promo code can reduce the first payment, or it can reduce every membership payment. Ona shows that in the booking summary. Even if a membership promo code reduces the first amount due, the patient still completes the membership join through Stripe.

What can't I do here?

For promo codes in Settings, on the online booking page at Review and book, and on eligible invoice payment screens, access and behavior are limited in these ways:

• Only owners and admins can manage promo codes in Settings.
• Staff and clinicians cannot manage promo codes in Settings.
• Patients can use only one promo code at a time during booking.
• Patients cannot apply a promo code to a booking unless they are paying for an eligible visit, package, or membership online at that point.
• Patients cannot apply a promo code to an invoice that already has a promotion adjustment.
• Patients cannot apply a promo code to an invoice unless every line item is self-pay.
• Promo code entries are limited to 40 characters.

Common questions

Do patients need to sign in before they apply a promo code on the booking page?

No. Ona checks booking promo codes before sign-in, so a patient can apply a code first and sign in later to finish booking.

What if a patient types spaces or lowercase letters in the code?

Ona trims extra spaces and converts the code to uppercase before checking it.

What happens if a patient changes what they are booking after they apply a code?

Ona checks the code again against the new service, package, or membership. If the code no longer applies, Ona removes it.

Can a promo code cover the full price?

Yes. A promo code can reduce an eligible visit, package, or invoice balance to zero. If a membership promo code reduces the first payment, the patient still completes the membership join through Stripe.

Can a membership promo code discount more than the first payment?

Yes. Some membership promo codes reduce every membership payment, not only the first one.