Screen 9 of 14
The clinic admin console coming
What it is for: one screen holding every practice on the software, the state of each subscription, what has been sent to whom, and whether payments are running.
The screens before this one show what the software does inside a practice. This one is the view from our side of it, across all of them.
The five states, in order
A subscription is always in exactly one of these. A practice moves one step at a time, and never skips a step.
current The bill is paid and nothing is happening. Payments run.
reminded A payment did not go through. A first email goes to everyone at the clinic. Payments run.
warned Time has passed and the bill is still unpaid. The email says plainly what stops, and what to do so that it does not. Payments run.
grace The last window before anything changes. It runs for five days. MODELLED Payments run.
suspended The software stops taking new payments for that practice. Payments already scheduled for a family still go through, the practice keeps working in its own software, and the state reverses the moment the bill is paid.
Two of the five share a colour, and none of them is carried by colour: every row on this screen prints its state as a word, and the number beside it says how far down the ladder it is.
Every practice, one row each coming
One card per practice, in ladder order, so the practices that need a person are at the bottom where they are easy to find.
Horizon City Orthodontics
Horizon City, Texas
current
| Ladder | Step 1 of 5 |
|---|---|
| Reminders sent | 0 |
| Last reminder | None sent |
| Payments | on |
Mesa Verde Orthodontics
El Paso, Texas
current
| Ladder | Step 1 of 5 |
|---|---|
| Reminders sent | 0 |
| Last reminder | None sent |
| Payments | on |
Rio Bravo Family Braces
Socorro, Texas
reminded
| Ladder | Step 2 of 5 |
|---|---|
| Reminders sent | 1 |
| Last reminder | 2 days ago |
| Payments | on |
Sun City Braces
Anthony, Texas
warned
| Ladder | Step 3 of 5 |
|---|---|
| Reminders sent | 3 |
| Last reminder | Yesterday |
| Payments | on |
Fabens Family Orthodontics
Fabens, Texas
grace
| Ladder | Step 4 of 5 |
|---|---|
| Reminders sent | 4 |
| Last reminder | Today |
| Payments | on |
The history behind this one is further down this screen, as a timeline.
Tornillo Orthodontic Center
Tornillo, Texas
suspended
| Ladder | Step 5 of 5 |
|---|---|
| Reminders sent | 5 |
| Last reminder | 6 days ago |
| Payments | off |
Payments already scheduled for a family still go through, and the state reverses the moment the bill is paid.
Every practice, person, address, reminder count and step number on this screen is invented for the walkthrough. MODELLED Horizon City Orthodontics is the mock practice used on all fourteen screens.
Fabens Family Orthodontics, opened
Every practice card opens into this: the whole history, in order, with what was sent, who it went to, and what a person said on the phone.
Who the emails went to
Every account holder at the clinic, on every reminder. Not one person, and not one address that somebody may have stopped reading.
| Office manager | manager@example.com |
|---|---|
| Doctor | doctor@example.com |
| Billing | billing@example.com |
Invented addresses on a reserved example domain, so nothing on this page can reach a real inbox.
The terms, printed inside every email
$0 to install. No processing fees. Software $149 a month, cancel any time. MODELLED
The condition on "no processing fees": when the family carries the processor’s rate; TRX confirms.
Beside the price and its condition, the same four lines each time:
- What is owed, and the date it was due.
- What happens next, and in what order.
- How to pay it, and who to call.
- That the families’ payments keep running while this is sorted out.
The software price above is the same string this walkthrough shows everywhere else, and it carries the same label everywhere it appears.
The history, in order
-
Day 1. The payment did not go through
The card on file was declined. Nothing changed for the practice, and nothing changed for any family.
-
Day 1. First email, to everyone at the clinic
The three people above, the terms printed in full, and a line saying nothing stops today.
-
Day 4. Second email, same people, same terms
Nothing new is asked for and nothing is threatened. The same email, sent again.
-
Day 8. A person calls
A person at NextRev called the office manager and spoke to them for six minutes. What was said, and what was agreed, is written into this record the same day.
-
Day 11. The warning
An email that says plainly what stops, what does not stop, and how much time is left. It goes to the same three people.
-
Day 15. Grace
It runs for five days. Nothing is switched off, and the families’ scheduled payments still go through.
-
Only then, suspension
A person decides it, with everything above in front of them, and the software stops taking new payments for that practice. It reverses the moment the bill is paid.
The shut-off is the last step of a documented process, never the first.
Every step above is recorded, with the time it happened, who it went to and who sent it, because “we told them and they did not pay” has to be provable later, by somebody who was not there.
What this screen cannot do
- It cannot reach into the practice’s own software, and it never touches a patient record.
- It cannot cancel a family’s scheduled payment.
- It cannot skip a step: a practice reaches suspended by passing through the four states above it, or not at all.
And it cannot do any of it today, because it is not built. This card is a design like the rest of the screen.