Post-Import Data Migration Guide: Assigning Memberships

Once your patient and payment data has been successfully imported into SigmaMD, the next step is to ensure that all patients are properly assigned to the correct membership plan. This guide walks practice administrators through the next steps for configuring memberships and managing billing continuity.

1. Create Membership Plans

Before attaching memberships to patients, make sure that the correct membership plans are set up in your SigmaMD account.

• To create retail membership plans, follow the steps outlined in this article.
• To create employer membership plans, refer to this article.

2. Attach Memberships to Imported Patients

To attach a membership to each patient, follow the steps in this guide.

Make sure to:

• Select the correct membership plan
• Choose the appropriate payment method
• Check each patient's imported membership, balance and payment method against your previous system before enabling autopay
• Enable autopay
• Disable enrollment fee
• Disable enrollment notifications if patients have already consented to membership terms

3. Choose the Correct Membership Start Date

To prevent patients from being charged twice for the same membership cycle (once in your old billing platform and again in SigmaMD), it’s important to set a start date that aligns with their next billing cycle.

Example:

If a patient (and their family) was last billed on May 1, covering care through May 31, you should set the membership Start Date in SigmaMD to June 1.

This ensures:

• Their current billing cycle completes in the old system
• The next billing cycle begins on SigmaMD
• No overlap or duplicate charges

Repeat this for each patient or family, based on their last billing date in the previous system.

When a membership start date is set in the future, the membership will be placed in a Deferred status until that date.

Impact on Self-Scheduling

By default, patients with a Deferred membership can't self-schedule appointment types limited to members. To let them book during this time, turn on Allow deferred memberships on those appointment types.

Let migrated patients self-schedule

To keep self-scheduling working before memberships become Active:

1. Go to Practice Settings > Scheduling > Appointment types.
2. Hover over an appointment type and click Manage appointment type.
3. Under Patient Self-Scheduling, in Patient memberships, choose All memberships or Selected memberships.
4. Turn on Allow deferred memberships.
5. Repeat for each appointment type migrated patients should be able to book.

For the full list of self-scheduling settings, see Steps to Configure and Enable Self-Scheduling. This setting is per appointment type, not practice-wide. Under Selected memberships, it applies only to the plans you picked. Once memberships become Active, you can turn it off again.

Note: A patient added to an existing membership with a future start date doesn't get Deferred status, so this setting doesn't help them.

Need Help?

If you’re unsure about how to align the start date with your previous billing platform or have any questions about the import, reach out to our support team.