Overview
Birthday Offers are automated promotions practices send to patients on their birthday. They are tied to the birthdate on each patient's profile and delivered through SMS and in-app notifications. Practices control what the offer includes, how long it lasts, and how it can be redeemed. This article explains how Birthday Offers work and walks through the most common questions and issues your team will see.
Before You Start
You must have Administrator or Manager access to the RepeatMD Admin Panel to view or edit Birthday Offers.
Each Birthday Offer needs at least one eligible service, product, or discount attached. Offers with nothing attached cannot be redeemed.
Patients must have a birthdate saved in their profile to receive the offer.
Birthday messages are sent once per day to patients whose birthday matches the current date.
Why It Matters
Birthday Offers are one of the easiest ways to drive repeat visits and create a personal touch for your patients. A well-configured Birthday Offer reminds clients you are paying attention, gives them a reason to book, and turns a routine date on the calendar into recurring revenue. When the offer is set up correctly, the entire flow runs on autopilot. When it is not, your front desk inherits the cleanup, so it is worth understanding how the feature works end to end.
How Birthday Offers Work
Birthday Offers run on a simple cycle. The practice configures the Birthday Offer in the Admin Panel, RepeatMD looks at each patient's saved birthdate, and on the day of the patient's birthday the system sends the offer through SMS and an in-app notification. The patient can then redeem the offer either in-office or in-app, depending on how the offer is set up.
A few rules to keep in mind:
Patients who create their RepeatMD account after their birthday in a given year will not receive the offer until their next birthday. Practices can manually issue the offer if they want the patient to receive it sooner.
Birthday Offers cannot be stacked with other discounts, offers, or rewards at checkout. Patients pick one promotion per transaction.
The practice decides everything about the offer: what is included, how long it is valid, and whether it is redeemed in the office or inside the app.
Step-by-Step Instructions
Verify or Edit a Birthday Offer
Log in to the Admin Panel.
Go to the Automated Offers section.
Click Birthday Offers.
Locate the Birthday Offer you want to review.
Confirm that an eligible service, product, or discount is attached to the offer.
Adjust the expiration window, eligible services, or messaging as needed.
Click either Create Birthday Offer or Edit Birthday Offer to apply your changes.
Switch a Birthday Offer Between In-Office and In-App Redemption
Open the Birthday Offer in the Admin Panel.
Review the current Redemption Method.
To switch from in-office to in-app, confirm which services or treatments should be eligible inside the app.
Update the offer or contact RepeatMD support to enable in-app redemption if the option is not available in your view.
Click Edit Birthday Offer to confirm the change.
Best Practices and Pro Tips
Always attach a service or discount. An offer with nothing attached will appear in the patient app but cannot be redeemed. This is the single most common reason patients report issues with Birthday Offers.
Set realistic expiration windows. Give patients enough time to book without letting the offer drag on so long it loses urgency. A 30 to 60 day window works well for most practices.
Train your front desk on the redemption flow. Whether your offer is redeemed in-office via QR scan or selected in-app before the visit, your team should know what to expect when the patient arrives.
Audit your Birthday Offer quarterly. Pricing, services, and promotions evolve. A quick check every few months keeps your offer aligned with what your practice currently sells.
Use Birthday Offers as a retention tool. Pair the offer with a follow-up call or text from your front desk to invite the patient in. The automation gets attention, but a personal touch closes the booking.
Common Mistakes and FAQs
Q: The offer is visible in the app but cannot be redeemed. What is wrong?
A: The offer most likely has no eligible service, product, or discount attached. Open the offer in the Admin Panel, attach the right items, and click Edit Retention Offer.
Q: A patient did not receive the offer on their birthday. Why?
A: The most common cause is that the patient created their RepeatMD account after the daily birthday send for that date. They will receive the offer on their next birthday, or you can manually issue it from their profile.
Q: The offer expired before the patient could redeem it. Can I extend it?
A: Yes. The expiration date is controlled by the practice. Open the offer in the Admin Panel and adjust the expiration window, or manually reissue the offer to the patient.
Q: Can patients combine the Birthday Offer with another discount?
A: No. Discounts, offers, and rewards cannot be stacked at checkout. Patients choose one promotion per transaction.
Q: Why does the Birthday message link send patients to the Book Now page?
A: The offer is configured for in-office redemption, so the link prompts the patient to book an appointment. Staff redeem the offer in the app during the visit.
Q: How does a patient redeem a Birthday Offer in office?
A: The patient opens the offer inside the RepeatMD app and shows it to clinic staff at their appointment. Staff then redeem it on the patient's behalf.
Q: Can I change a Birthday Offer from in-office to in-app redemption?
A: Yes. Confirm which services or treatments should be eligible in the app, then update the offer in the Admin Panel or contact RepeatMD support if you need the option enabled.
Next Steps and Support
Review your full list of Automated Offers in the Admin Panel to keep automated offers aligned with your current pricing and services.
Train your front desk team on how to redeem in-office and in-app offers consistently.
Explore other automated promotions, such as sign-up bonuses and seasonal offers, to build a steady cadence of patient outreach.
Need help? Email support@repeatmd.com.