Member profiles with points, wallet and membership in one place
Points, wallet credit, membership and visits on one profile, showing the same points and credit your patients see in their app.
A member profile in Velarya is where a patient’s loyalty lives: their points balance, their wallet credit, their membership, and their visits and purchases. Your team sees it in the dashboard. The patient sees the same balances in the app, along with their points activity, so the number at the front desk and the number on their phone are the same number.
What sits on a member profile?
Loyalty programs usually fall apart at the front desk, when a patient asks about a balance and the answer lives in three places. In Velarya every piece of the program writes to one profile.
On the profile | Where it comes from |
|---|---|
Points balance | Treatment visits, referrals, sign-up and birthday rewards, and staff adjustments |
Wallet credit | Points the patient turned in, membership credits, welcome credit and top-ups taken at the front desk |
Membership | The membership the patient is on and the treatments it includes, for staff whose role includes memberships |
Treatments to book | Treatments the patient recently bought in the app and has not booked yet |
Visits and purchases | Bookings, checkout and the app |
Contact details | The patient in the app, and your team in the dashboard |
Tags | Your team, who can reuse any tag from one shared list for your business |
Because these sit on one profile rather than in separate places, a question like whether a member has enough credit to cover a treatment has one answer, ready at the moment somebody is standing at the desk asking it.
How the wallet works
The wallet is stored credit a patient spends with your practice. Patients spend it in the app at checkout, on treatments, memberships and purchases, and it holds two kinds of credit.
Kind of credit | Where it comes from |
|---|---|
Promotional credit | Points the patient turned in, membership credits, welcome credit and credit your team adds |
Paid credit | A top-up your team takes on the patient’s card at the front desk |
Promotional credit is spent first, so the value you gave away is used before the money the patient paid in. Patients turn points into wallet credit in the app at one fixed rate for your whole business, and you set the earning rate in points per dollar. That is the whole redemption model, and it is simple enough for a patient to explain to a friend.
Points have a history
The points a patient earns from visits, referrals and rewards, and the points they turn into wallet credit, are entries in their points history with the reason each one happened, and patients can read that history in the app. That sounds like bookkeeping and is actually the difference between a program your front desk trusts and one they quietly stop mentioning, because a patient can see where their points came from rather than having a balance defended to them.
Staff who hold the wallet permission can make a manual adjustment when something needs fixing, and every adjustment is saved to the audit log with the person who made it. Points, patient check-ins and referrals each have their own log in the dashboard.
What patients see in the app
The member profile has a patient-facing side. In the app, patients see their points balance and activity, turn points into wallet credit, check their membership and claim the benefits on it, share their referral code, and keep their email address up to date.
That self-service matters more than it looks. A patient who can see a balance growing has a reason to come back, and a patient who can answer their own question never has to ask the front desk it. More on how points are earned is on the rewards and points page.
Finding the right patients
The patient list filters by status, membership, wallet balance and join date, and a filtered list can be saved as a view to open again later.
Who can see and change what
What | How it is protected |
|---|---|
Member profiles | Opened by staff whose role includes patient access |
Points and wallet adjustments | A separate permission, with every adjustment recorded |
Charts and clinical notes | Encrypted, behind permissions of their own |
Profile views and changes | Kept in an audit and access history |
A loyalty program knows who your patients are and what they buy, so it holds patient data. Velarya is built for HIPAA and signs a Business Associate Agreement with every practice. The detail is on our security page.
Why the profile belongs with the loyalty program
A loyalty program is judged at two moments: when a patient opens the app to see what they have earned, and when they ask about it at the desk. Both answers come from the same profile, so the patient and your team see the same points and the same credit. Memberships, referrals and booking in the app all write to it, and a patient who visits more than one of your locations keeps one profile across all of them.
Frequently asked questions
What is a client wallet?
Stored credit a patient spends with your practice. In Velarya the wallet holds credit from points the patient turned in, membership credits, welcome credit and top-ups taken at the front desk, and patients spend it in the app at checkout.
Can patients see their points and wallet balance?
Yes. The app shows their points balance and history, their wallet credit, their membership and the benefits left on it, and an invite that shares their referral code with friends. Your team sees the same points and credit balances on the member profile, so nobody has to argue about a balance.
How do points turn into wallet credit?
Patients turn their points into wallet credit in the app, at one fixed rate for your whole business, and spend that credit at checkout on treatments, memberships and purchases. You set the earning rate in points per dollar.
Can staff adjust a patient’s points?
Yes, with the right permission. Staff who hold it can make a manual adjustment to a patient’s points, and every adjustment is saved to the audit log with who made it, so every goodwill gesture has a record behind it.
What happens to membership benefits a patient has not used?
They wait in the app as benefits to claim, and the app’s home screen prompts members to claim them. Staff whose role includes memberships see the patient’s membership and the treatments it includes on the member profile.
Can I export member data?
Yes. The patient list exports as CSV with each patient’s wallet balance, points balance and join date, and rows from the check-in and referral logs export as CSV too.
Who on my team can see a patient’s profile?
Staff whose role includes patient access, and profile views are saved to the audit log. Charts and clinical notes sit behind permissions of their own and are encrypted, and Velarya signs a Business Associate Agreement with every practice.
Is Velarya an EMR?
While Velarya is primarily a patient loyalty platform, it also has charting built in: visit notes, chart templates, signed charts with review and amendments, intake and consent forms, before-and-after photos, medical alerts and lot-tracked products, with clinical records encrypted, access to them limited by role and logged, and a signed Business Associate Agreement. So you can run Velarya as your primary EMR if you need to, or keep the EMR you have and run Velarya beside it. The member profile is where the loyalty relationship lives: points, wallet credit, membership and visits.