The problem
In-house plan fees paid by standing order lapse quietly, and the practice finds out when the patient arrives for a hygiene visit they think is covered. If 300 patients pay $21£16€19A$31C$30 a month and 15 payments a month go missing, that's $319£240€286A$461C$451 a month of plan fees for care the practice is still providing, plus reception time checking statements.
What the AI does
GoCardless collects subscription, membership and installment payments by Direct Debit, with no monthly subscription on its Standard, Advanced and Pro plans. The practice sets the plan up as a monthly subscription and patients sign up online, so collections no longer depend on each patient's standing order. On the Advanced plan, Success+ automatically retries failed payments. What the plan covers, and its price, stay the practice's decision.
A worked example
A 3-surgery practice in Chester has 300 patients on an in-house plan at $21£16€19A$31C$30 a month, paid by standing order. Reception moves patients to GoCardless Advanced as each plan renews.
Before
About 15 lapsed payments a month, found at the next visit: $319£240€286A$461C$451 plus 4 hours of checking
After
About 12 of those collected or followed up in time, and 1 hour a month of checking
What it's worth
About $311£234€278A$449C$440 a month: about 12 of 15 missed $21£16€19A$31C$30 plan payments collected ($255£192€228A$369C$361 fees for care the plan already covers, so counted in full) plus 3 hours of reception time saved at an assumed $19£14€17A$27C$26 an hour ($56£42€50A$81C$79). GoCardless Advanced fees are about $160£120€143A$230C$226 a month on 300 payments (1.25% + 20p, 40p each), plus VAT, which a VAT-exempt dental practice can't reclaim: about $192£144€171A$276C$271.
How to set it up
- Check GoCardless's pricing page: Advanced is 1.25% + 20p a payment, capped at $7£5€6A$10C$9 and Standard 1% + 20p, capped at $5£4€5A$8C$8 both excluding VAT.
- Set the plan up as a monthly subscription and send patients the sign-up link at their next visit or renewal.
- Make the plan terms say what's included, what isn't, and what happens if a payment fails.
- Each week, check failed and canceled payments in GoCardless and update the patient's plan status in your practice system before their next appointment.
- Ask each patient to cancel their old standing order once the Direct Debit is set up, so nobody pays twice.
What goes wrong
- A plan that covers unexpected treatment or emergencies can count as insurance. Keep it to the routine care you provide, or take compliance advice first.
- GoCardless charges VAT on its fees, and a practice whose treatment is VAT-exempt can't reclaim it. Budget for the extra 20%.
- Moving 300 patients takes months, and until the last one moves you're checking standing orders and Direct Debits side by side.
- Automatic retries through Success+ are on Advanced and Pro only. On Standard, every failed payment needs a person to follow it up.