Wellness Plans are essential to many veterinary clinics' offerings. They provide clinics with a steady, predictable revenue stream while helping pet parents manage the costs of routine care. These plans encourage consistent, proactive pet care, making it easier for pet parents to keep up with vaccinations, check-ups, and treatments. Offering wellness plans deepens the relationship between clinics and their clients and ensures pets receive the care they need, helping prevent larger health issues down the road.

With Digitail's Wellness Plans (DWP), you can easily create and manage custom plans for your clients.

In this article, we are going to cover one major topic.

Creating and Managing Wellness Plans

Explanation of benefit and discount associations (how benefits and discounts are tied to services/products)
General explanation about benefits (what they are, how they renew, etc.)

Create a new wellness plan

Go to Administration→ Wellness Plans to start creating your Plans.

To add a new Plan, simply click on the teal top-right "Add New Plan" button.
Fill in all the required information, such as the:

Name of the Plan (use something unique and easy to identify).
Choose the tax amount.
Choose the plan recurrence (monthly or annually).
- Plans that will be entirely paid in advance should have an annual recurrence
- Plans that will be paid in monthly installments should have a monthly recurrence.
Depending on the recurrence you chose, define a price for the recurrence.
Plan duration: 1 year or "no end date".
- If the one-year option is chosen, the plan's benefits (if defined) will not renew. The plan will stop (switch to a canceled status) after one year and the client will not be billed
- If the "no end date" option is chosen, the plan will continue to be charged until it is manually canceled. The plan's benefits (if defined) will be renewed yearly.
Define an upfront fee that you can charge when signing up a new patient. (detailed in a separate subsection).

Example: if you add $60 monthly, the client's card will be automatically charged 60$ every month.

The description is an optional field, but we highly recommend including a brief overview of what the plan is about in this field.

This field will be included in the confirmation email sent upon enrollment as well as the pet portal.

Define a plan upfront fee

To help clinics protect themselves from bad payment behavior - Digitail now supports charging an upfront fee at the time of plan activation.

One-time charge collected with the first subscription payment. (upfront fee + the first installment).
If the plan is canceled and later reactivated, the upfront fee will be charged again

Associate Benefits and Discounts

You can associate benefits with plans.

A benefit is any service, product, or product category included in a wellness plan, either fully covered or discounted.

You can add:

Individual Services (e.g., Wellness exam)
Individual Products (e.g., Simparica Trio)
Entire Categories via AAHA Codes (e.g., 5001 "Vaccine revenue" , 5010 "Exam Revenue")

AAHA Codes can serve as:

Filters to find a specific item
Categories to associate an entire group of items with the plan

Setting Up Benefits

Add benefits by clicking on the "plus" icon on the right side of the Add New Plan modal.

Delete a benefit by clicking on the bin icon on the right side of the Add New Plan modal.

When adding benefits to a plan:

Use the dropdowns to choose whether you're adding by:
- AAHA Code
- Service name
- Product name
- Entire Product Category
Apply a percentage discount (if not fully covered)
- Discounts can only be percentage-based
- Configure it at 100% if it's fully covered

Pro Tip: Make sure the services, products, and AAHA codes you add to the plan have a Client-facing name filled in. Pet parents will see this name instead of the internal code or service name, which makes the benefit easier to understand and improves plan usage. See Make benefits readable for pet parents below for how to manage Client-facing names.

When associating entire AAHA codes with a plan the discount that you defined will be paired with every item (service or product) under that AAHA code.

AAHA codes example - Let's say that I want to give 5 diagnostics for free within one year.
I will choose 5030, Diagnostic Services Revenue. I will not select anything in the services field. That means anything that is associated with the AAHA code 5030 will get the 100% discount up to 5 items added in a calendar year.

Discounts on other Items (new)

In addition to specific benefits, you can apply a single discount across all products or all services in your catalog. This is useful when you want a wellness plan to give a flat "member discount" on everything not already listed as a specific benefit.

In the Add/Edit Plan modal, scroll down to Discounts on other Items. You'll see three options:

Product Categories: Apply a different discount to each product category you select. Use this when categories should have different rates - otherwise use "All Products with Exclusions".
All Products with Exclusions - apply a single percentage discount to every product. Use the Except categories picker to exclude specific product categories (e.g. controlled substances, prescription diets).
All Services - apply a single percentage discount to every service. There are no exclusions at this level because services don't use categories.

Pet parents see these as two benefit lines in the Pet Portal, with default friendly names:

"Member discount on other products" for the All Products toggle.
"Member discount on other services" for the All Services toggle.

You can override these names in the plan's benefit lines if you want different wording.

💡 The product category exclusions are an operational detail for the billing system - they are intentionally not shown to pet parents in the Pet Portal. Pet parents see the positive framing ("Member discount on other products"), not the list of what's excluded. If a pet parent asks why a particular product wasn't discounted, your Terms & Conditions cover the rules.

Discount Behavior

Wellness plan discounts will be granted as line item discounts in the SOAP.

DWP discounts are designed to work alongside other discounting rules:

if they have a wellness plan discount + a cost-based discount (for a line item) are they both applied
Minimum pricing can work with the wellness plan discount, but not Volume Discounting + DWP (because both are setting a discount on the line item, so in this case, the wellness discount will take precedence

Configure limits for the benefits

You can now configure limits for both individual services and products included in a wellness plan:

Services: Define how many times a service can be used within a benefit cycle. Example: 1 Annual Exam per year.
Products: Set limits per subunit. Example: 24 Simparica Trio tablets/year.

When the limit field is left blank, that means that the particular benefit will be unlimited - the discount associated to that benefit will be granted every time that benefit is added to the soap.

These limits help ensure plan value while keeping benefit usage predictable.

Make benefits readable for pet parents (Client-facing descriptions)

Some plan benefits are added using AAHA codes (e.g. 5010 "Exam Revenue") or are wrapped in catch-all toggles ("All Services", "All Products with Exclusions"). By default, pet parents would see raw codes or generic labels. The Client-facing description field lets you replace those with plain-language descriptions pet parents actually understand.

Don't skip this! Clinics that fill in Client-facing names across every benefit see meaningfully higher plan sign-ups and benefit usage than clinics that leave them blank.

Where to set Client-facing descriptions

You can set a Client-facing description in three places, and they all stay in sync — change it anywhere and it updates everywhere the underlying item is used.

On the AAHA code — go to Administration → Inventory → AAHA Codes. Each AAHA code has a "Client facing description" column with an edit icon. Edit it once here, and the description applies anywhere that code is used as a benefit.
On the service or product — go to Administration → Inventory → Services (or Products), open the item, and fill in the Client-facing description field. The description applies anywhere this service or product appears as a benefit.
Inline in the Add/Edit Plan modal — when you add a benefit line, you can edit the Client-facing description in the field right below the row. Changes here sync back to the underlying AAHA code, service, or product record. [Screenshot placeholder.

Defaults shipped with Digitail

Digitail ships pre-populated Client-facing descriptions for all standard AAHA revenue codes - for example:

5000 "Professional Services Revenue" → "Veterinary Care Services"
5001 "Vaccine Revenue" → "Vaccinations"
5010 "Exam Revenue" → "Wellness & Sick Exams"
5025 "Fluid Therapy Revenue" → "IV Fluids & Hydration Therapy"

You don't start from a blank slate - you can use the defaults or override them with your own wording.

Wellness plan table

Here you can see a list of all your existing Plans, with their descriptions, prices, recurrences, as well as status and the number of Plans associated (how many patients are on the specific Plan).

You can use the filters to search for a specific plan by name or by status.

A plan can have one of two statuses: Active, meaning it's available for staff to select, or Disabled, which removes it from the 'Available Plans' dropdown when assigning a plan to a patient.

Manage Plans

From the plans table, you can easily manage all your Plans.

Edit Plans

You can edit a Plan by clicking on the 'Edit' icon under the action column in the Plans table.
You can edit only the name and description if the Plan has already been assigned to at least one patient.