Overview
Practice admins can manually add RepeatCash to a patient’s Wallet from the patient’s profile in the Admin Panel. Manual additions support loyalty credits, goodwill adjustments, and in-practice conversions (for example, applying an in-office gift card balance in the app).
Every addition is logged with who added it, when, why, and whether it counts as Paid or Gifted. The patient receives a text notification and sees the updated balance in the Patient App Wallet. You can see how much of any patient's RepeatCash is Paid and how much is Gifted on their profile and in the RepeatCash report.
Before You Start
You need the Add RepeatCash to patient wallets permission. Admins configure this in Manage Staff Members & Permissions in the Admin Portal.
Open the patient from Client Profiles in the left-side navigation.
A reason is required for every addition. The reason is visible to the patient in their app.
An internal note is optional and visible to your team in the Admin Panel only.
Choose Paid or Gift before submitting. This distinction affects how the addition is categorized in reporting.
To deduct RepeatCash (separate from adding), a user needs the Manage patient accounts permission.
Why It Matters
Manual RepeatCash adjustments give your team a controlled way to credit patients without rebuilding rewards or special offers:
Resolve in-practice scenarios such as converting a physical gift card or honoring a front-desk agreement in the Patient App.
Reward loyalty with a documented credit instead of an off-platform IOU.
Maintain an audit trail so managers can review who added funds, when, and why.
Set clear patient expectations because the reason you enter appears in the patient’s Wallet activity.
How It Works
Where to add RepeatCash. From a patient’s profile, click the RepeatCash balance at the top right, then select Add RepeatCash.
Required fields. You must enter an amount and a reason. The reason displays to the patient. Use the optional internal note for staff-only context (for example, a chart note reference or manager approval).
Paid vs. Gifted: Every dollar of RepeatCash is tracked as one or the other.
Paid is money the patient paid for. This includes purchased gift cards and gift card conversions, and membership benefits and deposits.
Gifted is everything the practice gave for free, such as rewards a patient converts to RepeatCash, Bonus Cards and promotional gift cards, and credit a staff member gifts (for example, a loyalty thank-you or service recovery).
Where you see Paid and Gifted: On a patient's profile, the RepeatCash card shows the total and a line such as Paid $1,600.00 · Gifted $75.00, with the Current balance below. In Reports → RepeatCash, the Ledger has a Paid / Gifted column on every line, and the Current balances tab shows Total, Paid, and Gifted for each client.
When a patient spends RepeatCash: If a redemption uses both Paid and Gifted RepeatCash, the ledger shows it as two lines, one for each type.
Patient notification. After you submit, the patient receives a text message and sees the new balance in the Patient App Wallet.
RepeatCash Activity. Go to Reports → RepeatCash to open RepeatCash Activity. It has two tabs. The Ledger lists every RepeatCash entry: manual additions and deductions by back-office users, RepeatCash earned from banked rewards or memberships, purchases and gift cards, and RepeatCash spent by patients. The Current balances tab shows what each client holds right now. Use Filters and Search to narrow either tab, and export to CSV.
Permissions summary:
Add RepeatCash — Requires Add RepeatCash to patient wallets.
Deduct RepeatCash — Requires Manage patient accounts.
Step-by-Step Instructions
Add RepeatCash to a patient’s Wallet
Log in to the Admin Panel.
Click Client Profiles in the left-side navigation.
Search for and open the patient’s profile.
Click the RepeatCash balance at the top right of the profile.
Select Add RepeatCash.
Enter the amount.
Enter a reason (required; visible to the patient).
Optionally enter an internal note (practice-only).
Select Paid or Gift.
Click Add RepeatCash.
The patient receives a text notification and sees the updated balance in their Wallet.
Review RepeatCash activity
Go to Reports → RepeatCash in the left-side navigation. The Ledger tab opens.
Filter or scan for manual additions and deductions.
Check the Paid / Gifted column to see whether each line was Paid or Gifted. The Activity column shows where it came from, such as Gifted by Staff, Added by Membership, or Purchase.
Click through to a patient’s profile when you need full context on a specific entry.
See how much of a patient's RepeatCash is Paid or Gifted
Click Client Profiles in the left-side navigation and open the patient's profile.
On the Overview, find the RepeatCash card.
Read the total and the Paid and Gifted amounts, such as Paid $1,600.00 · Gifted $75.00, plus the Current balance.
To add or redeem RepeatCash, click Add or Redeem on the card.
See every client's RepeatCash balance
Go to Reports → RepeatCash.
Click the Current balances tab.
Read each client's Total, Paid, and Gifted balance. Use Search to find a client.
Export to CSV if you want to reconcile balances outside the Admin Panel.
Best Practices and Pro Tips
Write patient-visible reasons clearly. The reason field is what the patient sees in their Wallet. Use plain language they will understand.
Use internal notes for staff context. Put approval references, ticket numbers, or sensitive details in the internal note, not the patient-visible reason.
Choose Paid vs. Gifted consistently. Paid credits reflect money the patient paid for, including memberships. Gifted credits reflect RepeatCash the practice gave away. Consistent categorization keeps your balances and reports clean.
Reconcile against the Activity Report. Review manual additions regularly so credits match front-desk agreements and gift card conversions.
Confirm permissions before training staff. Not every role should add RepeatCash. Limit access to trusted back-office users.
Check Current balances before promotions. The Paid and Gifted columns show how much RepeatCash your practice has given away versus how much patients paid for.
Common Mistakes and FAQs
Q: Are patients notified when I add RepeatCash?
A: Yes. They receive a text message and see the addition in their Patient App Wallet.
Q: What information is visible to the patient?
A: The reason you enter is shown to the patient in their app. The internal note is visible only in the Admin Panel.
Q: Who can add or deduct RepeatCash?
A: Users with either Staff, Manager, or Admin roles can Add and Deduct RepeatCash in patient wallets.
To add RepeatCash, a user must have the Add RepeatCash to patient wallets permission. To deduct RepeatCash, a user must have the Manage patient accounts permission.
Admins manage both permissions in the staff directory.
Q: What is the difference between Paid and Gifted?
A: Paid is RepeatCash tied to money the patient paid for, including purchased gift cards and membership benefits. Gifted is anything the practice gave for free, such as converted rewards, Bonus Cards and promotional gift cards, and credit staff gift to a patient.
Q: Can I undo a RepeatCash addition?
A: There is no undo button. If you added RepeatCash in error, deduct the amount using the Manage patient accounts permission and document the correction in the reason and internal note fields.
Q: Does manual RepeatCash work the same as reward conversion?
A: No. This article covers manual admin additions from a patient profile. Patients convert unlocked rewards into RepeatCash in the Patient App. For program-level RepeatCash settings, see Set up and manage RepeatCash (Admin Panel).
Q: Can I limit how gifted RepeatCash is used at checkout?
A: Yes. Managers and Admins can turn on Restrict gifted RepeatCash to full-price items in Manage → App Builder → Checkout. When it is on, gifted RepeatCash can’t be used with cart-wide promotions or on discounted items. The value of gift cards patients purchased and membership bank deposits is exempt. See Set up and manage RepeatCash (Admin Panel).
Q: Do membership benefits count as Paid or Gifted?
A: Paid. RepeatCash a patient receives through a membership shows as Paid in the ledger, with the activity Added by Membership.
Q: Where can I see how much Paid and Gifted RepeatCash a patient has?
A: On the patient's profile, the RepeatCash card shows Paid and Gifted amounts. For all clients at once, go to Reports → RepeatCash and open Current balances.
Q: Why does one redemption show two lines in the ledger?
A: When a patient pays with both Paid and Gifted RepeatCash, the ledger records one line for each type, so each balance stays accurate.
Q: Can I export RepeatCash activity?
A: Yes. Use the CSV export on the RepeatCash Activity page.
Next Steps and Support
Set up and manage RepeatCash (Admin Panel) — configure RepeatCash values on rewards and program rules
Patients converting rewards into RepeatCash — patient self-service conversion flow
Manage Staff Members & Permissions in the Admin Portal — grant Add RepeatCash and Manage patient accounts access
Need help? Email support@repeatmd.com or use the chat bubble in your Admin Panel.