Checking out a patient in Prospyr is simple and efficient. Follow these steps to create invoices for appointments, apply payments, and send receipts—all from the same workflow.
Step 1: From the schedule, click on the appointment you want to check out.
Step 2: Click the dollar sign ($) to open the invoicing options.
Step 3: If no invoice exists, click Create Invoice to generate one. If an invoice has already been created, it will show in the list and you can click on it to access it.
Step 4: Review the invoice page. All services for the appointment appear here. Add more products, services, memberships, packages, gift cards, or deposits as needed by clicking on the corresponding button.
If you need to adjust the quantity of a service/product, you can do so on the applicable line item. You can also adjust the price if the service/product is set to custom pricing:
Step 5: To add a line item discount to a specific service/product, click the 3 dots and then select Add Discount
In the dropdown, select if the discount is a flat dollar amount or a percentage, and enter the discount. Click Apply Discount.
Step 6: If you would like to add a note that’s visible to the patient, you can enter it under invoice message.
Step 7: Add internal notes (for staff only), if needed.
Step 8: Apply applicable coupons under Item Coupons. Patient wallet coupons appear at the top of the list when available; these coupons are exclusive to the current patient being checked out. General coupons (usable by anyone) will show below wallet coupons.
Step 9: Toggle the coupons you want to use and click Apply Changes.
Step 10: When ready, click Pay now to move to the payment screen.
Step 11: Choose a payment option and enter the collected amount. Click record payment. Prospyr supports split payments, so use multiple methods if necessary.
For options like Alle and Cherry, you will still need to take payment in their respective systems separately—these options are for reporting purposes only in Prospyr.
Step 12: For credit card payments: The Card Present option allows you to send a payment to the terminal. Click the applicable terminal, click send to terminal, and prompt the patient to tap or swipe their card on the device.
Step 13: Enter a new card manually under New Card, or select Saved card if the patient has a card on file that they'd like to use
Step 14: Once the invoice is paid, review the summary screen. Here, you will see everything that the patient purchased along with a summary on the right.
Step 14: Click Send Receipt to email the receipt to the patient.
Step 15: Click the three lines to print a PDF copy of the receipt.
Completing checkouts in Prospyr keeps your records organized and ensures every patient leaves with proper documentation of their visit. Use these steps to streamline your workflow and enhance the patient experience.