If your practice offers a membership plan through Plan Forward, you can use the Membership campaigns in Practice by Numbers (PbN) to invite the right patients to join. This article explains how the campaigns work, how to set them up, and who to contact for help.
Before you start: The Membership campaigns work only with plans set up through Plan Forward, in partnership with PbN. Plans from other membership providers can't be connected to PbN. Not on Plan Forward yet? Book a demo with Plan Forward. If you already run a membership plan, Plan Forward can move your existing members over.
How PbN and Plan Forward work together
PbN helps you find patients who are a good fit for your plan and invite them to join with the Membership campaigns.
Plan Forward runs your plan: plan design and pricing, enrollment, billing, renewals, and failed payments.
PbN never contacts your patients on its own. Messages go out only when you turn on a Membership campaign, and they're sent in your practice's name with a link to your membership landing page.
Find your Membership campaigns
Go to Communication > Follow-up Campaigns.
Scroll to the Membership section.
You'll see three ready-made campaigns, each aimed at a different group of patients:
Membership Enrollment – No Insurance: active patients with no insurance who have more than $1,000 in unscheduled treatment.
Membership Enrollment – Insurance: patients with limited coverage (an annual maximum under $1,000, or preventive or diagnostic coverage under 80%) who have more than $1,000 in unscheduled treatment.
Membership Enrollment – Existing Members: patients with no insurance or limited coverage who have more than $1,000 in unscheduled treatment.
Each campaign sends to the patients who match its audience settings. The list shows each campaign's status, messages sent, appointments, and revenue.
Set up a Membership campaign
All Membership campaigns start inactive, so nothing is sent until you turn one on. Click a campaign name to open it. Each campaign comes with a pre-built audience and a three-email sequence, so you can review it and turn it on, or adjust it first.
Review the audience. Under Audience, click Edit to change who receives the campaign. For minors, emails go to the patient's responsible party.
Set the send times. Use Send Between to choose the hours messages go out.
Review the follow-ups. Under Campaign sequence, click a follow-up to change when it sends and which template it uses. By default, emails go out on day 0, day 7 and day 21. Use + to add a follow-up or x to remove one.
Translate if needed. Click Translate All Templates With AI to translate every follow-up at once. Use Reset Templates to go back to the original templates.
Add skip rules. Under Owner, Closure and Expiration, click Edit to skip patients your team recently contacted, so no one hears from you too often.
Turn it on. Click Save & Activate. The campaign status changes to Active.
To check on a campaign after it's running, use the Messages Scheduled, Messages Sent, and Not Sent tabs. To pause it, click Deactivate and Save.
The Insurance campaign has its own audience filters for patients with limited coverage:
Membership email templates
The campaigns use ready-made templates written for each patient group. You'll find them under Communication > Email Templates in the Membership category.
Languages: every Membership template is available in English and Spanish.
Where the button goes: the See plans and pricing button in each email takes patients to your practice's own membership landing page. Plan Forward creates this page for you and hosts it on your practice's website. It shows all the plans your practice offers, what each one includes and what it costs, and patients can enroll right there.
Patients without insurance: Plan Introduction, Reminder and Last Reminder
Patients with insurance: Compare Before You Renew, Yearly Maximum and Enrollment Ends Soon
Patients whose coverage ended: Coverage Ended
Current members: Member Welcome, Member Treatment Discount and Member Family & Friends
Here's an example of the Plan Introduction email your patients receive:
Who to contact
PbN Support helps with anything inside PbN:
Membership campaign setup: audience, templates and timing
The landing page link in your campaign emails
PbN reports and patient lists
Your Plan Forward team helps with your plan and members:
Plan design, pricing and your fee schedule
Enrolling, changing or canceling members
Patient billing, failed payments, expired cards, renewals and receipts
Plan Forward logins and PMS setup for membership
Payment and renewal notices to patients always come from Plan Forward, not PbN. For Plan Forward questions, use the "Have a question?" form on the PbN x Plan Forward page.
Coming soon
We'll add more membership features as we expand the integration with Plan Forward, including:
More campaign templates and audience filters
Morning Huddle: see which patients on the day's schedule are members, or could be a good fit for a plan.
Patient Overview: see a patient's membership status at a glance.
Practice IQ: track membership numbers, such as active members and new enrollments.
Membership button in PbN: a direct way into membership from inside PbN.
FAQs
Can I use the Membership campaigns with a different membership plan provider?
No. The Membership campaigns work only with plans set up through Plan Forward. If you already run a membership plan, Plan Forward can move your existing members over.Does PbN message my patients automatically?
No. Membership campaigns start inactive. Messages go out only when you turn on a campaign, and only to patients who match its audience settings.A patient got a membership email. Who sent it?
Your practice did, through your Membership campaign in PbN.A member's card failed, or they want to cancel. Who handles that?
Your Plan Forward team handles billing, renewals, cancellations, and receipts.Why don't I see membership in Huddle or Patient Overview?
Those features are coming soon.Does PbN share our data with Plan Forward?
Only with your permission. PbN and Plan Forward each have their own business associate agreement (BAA) with your practice.Is a membership plan insurance?
No. It's your practice's own plan, and patients pay your practice directly.
Want a refresher on the partnership? Watch the PbN x Plan Forward webinar recording.