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 was recorded as Paid or Gift. The patient receives a text notification and sees the updated balance in the Patient App Wallet.
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 Patients 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. Gift:
Paid — Use when the patient paid for the balance being credited (for example, converting a purchased gift card for in-app use).
Gift — Use when the practice is granting credit at no charge (for example, a loyalty thank-you or service recovery).
Patient notification. After you submit, the patient receives a text message and sees the new balance in the Patient App Wallet.
RepeatCash Activity Report. The RepeatCash Activity Report in the Admin Panel lists all manual additions and deductions by back-office users, plus RepeatCash earned from banking rewards or memberships and RepeatCash spent by patients. Administrators and managers can open linked patient profiles directly from the report.
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 Patients 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
Open the RepeatCash Activity Report in the Admin Panel.
Filter or scan for manual additions and deductions.
Click through to a patient’s profile when you need full context on a specific entry.
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. Gift consistently. Paid credits reflect money the patient provided; Gift credits reflect practice-funded goodwill. Consistent categorization keeps reporting 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.
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 Gift?
A: Paid records a credit tied to money the patient provided (for example, a gift card conversion). Gift records practice-funded credit (for example, a loyalty reward or service recovery).
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.
A: Does manual RepeatCash work the same as reward conversion?
Q: 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).
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.