Welcome to Prospyr. This guide is your starting point as a provider. It covers everything the front desk does — the patient profile, scheduling, check-in, and checkout — plus the clinical work that's yours alone: charting, documentation, and patient photos.
Work through the sections in order. Each linked article stands on its own, so you can also come back and use this page as a reference later.
1. Before your first shift
Get your login sorted, your availability set, and your schedule filtered the way you want it.
How do I reset my Prospyr password? — Log in for the first time or recover your account.
Clocking In and Out with Prospyr — Start and end your shift.
How to Update Provider Availability — Set the hours and locations patients can book you for.
Managing Schedule Filters — Narrow the calendar to your own patients, location, and rooms.
How do I clear my browser cache for Prospyr? — The first thing to try if something looks broken or out of date.
2. The patient profile
The patient profile is your chart. Start with the overview articles — they explain where clinical information lives.
Get oriented
Overview: Patient Profile Tabs — What lives on each tab: Activity, Appointments, Invoices, Medical Info, Photos, Notes, Tasks, Documents, Conversations, and Notices. Read this one first.
How to See Patient History — Review prior treatments, notes, and products before you walk into the room.
Overview: Patient Profile Tags — How tags surface allergies, VIP status, and other must-know details at a glance.
Overview: Patient Wallet — Credits, packages, memberships, and coupons the patient has available.
Create and maintain records
Creating a Patient Record In Prospyr — The full new-patient workflow.
How to Quick Create a Patient — The fast version for a walk-in.
Updating Patient Info In Prospyr — Update demographics, medical information, and vitals.
How to Merge Duplicate Patient Profiles — Combine records for the same patient.
How to Invite Patients to the Patient Portal — Give patients access to their records, forms, and photos.
How to Export a Patient Record — Provide records on request.
3. Scheduling an appointment
How to Create, View, and Edit an Appoitment — Book from the schedule or from a patient profile, add services and add-ons, and set up recurring visits. Start here.
Scheduling an Appointment within Prospyr — A short walkthrough of the basic booking steps.
Appointment Statuses in Prospyr — Booked, Confirmed, Checked In, In Progress, Checked Out, Completed, Canceled, and No Show. Essential reading — note that In Progress is set from the appointment record on the patient profile.
How to Edit or Delete an Appointment — Reschedule, change a service or provider, or cancel.
How to Create a Scheduling Block — Block off time for meetings, lunches, and closures.
How Scheduling Intervals and Appointment Duration Work — Why certain time slots are or aren't available.
Limit Provider Availability to Specific Services — Restrict what patients can book with you.
How to Use the Waitlist — Fill openings when a patient cancels.
4. Checking a patient in
Check-in confirms the patient's information is current and their paperwork is complete. When the appointment moves to Checked In, that's your signal the patient is ready for you.
Appointment Statuses in Prospyr — How to move an appointment to Checked In and then In Progress.
Using and Configuring Consents — Review outstanding documents and get the patient signed before you treat.
How to Add an Additional Form/Consent to an Appointment — Attach a form on the spot when a service requires one.
How to Require Provider or Witness Signatures on Consent Forms — Add your own signature to a consent.
Sending Forms and Consents without an Appointment — Send paperwork ahead of the visit.
Updating Patient Info In Prospyr — Record vitals and update medical information.
5. Charting and documentation
This is the heart of the provider role. Start with how notes work, then learn Smart Notes — the templates you'll use for most visits.
The fundamentals
Chart Note Management — How notes save, lock automatically, unlock for addenda, and get audited. Read this one first.
How to Add Notes to a Patient's Chart or Profile — The difference between appointment-level chart notes and general profile notes.
Creating Smart Notes — Build and use note templates for your common visit types.
Smart Note Titles — Name notes so they're easy to find later.
Creating and Managing Follow Up Notes in Prospyr — Document post-treatment check-ins.
Charting faster
How to Autofill Medical Intake Information into Notes — Pull intake answers straight into your note.
Available Merge Tags in Smart Notes — Auto-populate patient and appointment data.
How do I use AI Note Transcription in Prospyr? — Dictate a note instead of typing it.
Using Flowsheets within Smart Notes — Track injectables, units, and treatment areas over time.
Flow Sheet Management — Set up and maintain the flowsheets themselves.
Set Up and Use Order Set Templates — Save common orders for reuse.
Signing off and sharing
Medical Director Sign-Off In Prospyr — How notes get routed for review and signature.
Sharing Notes with Patients — Release a note to the patient portal.
6. Photos and visual documentation
Photos are part of the clinical record and the foundation of your before-and-after work. Always confirm you're uploading to the correct patient — photos can't be moved between charts afterward.
Overview: Media Archive — How patient media is organized and tagged. Start here.
How do I upload and manage patient photos? — Upload from an appointment, use ghost photo alignment for consistent angles, and control patient portal visibility.
How to Add a Visual Markup to a Patient Photo — Mark up a photo and save it into the note.
How to Record Consumable Usage with Photo Markup — Record consumables in a chart note or using photo markup, and confirm the related inventory adjustment.
Consultation View — Compare and present before-and-after photos during a consult.
Connecting to a Canon Camera — For practices using a dedicated camera.
7. Checking a patient out
Depending on your practice, you may hand off to the front desk or complete checkout yourself.
Completing a Checkout in Prospyr — Create the invoice, adjust line items, take payment, send the receipt. Start here.
How to Checkout an Appointment with Multiple Services and Providers — When you shared the visit with another provider.
Redeeming Prepaid Services and Package Credits — Apply what the patient has already paid for.
Redeeming Service Credits from Packages, Memberships, and Promotions — Where each credit type comes from.
Custom Discounts for Any Line Items — Apply a dollar or percentage discount.
How to Clear the Incomplete Appointment List — Close out appointments where charting or checkout is unfinished. Make this part of your end-of-day routine.
You'll also run into these
Labs and prescriptions
Labs Overview — How labs work in Prospyr.
Order Labs and Reviewing Results in Prospyr — Place an order and review results.
How to Enroll in ScriptSure as a Prescriber — Set up e-prescribing.
How to Prescribe Using ScriptSure — Send a prescription.
How to Create and Use Favorite Medications and Compounds — Save your go-to prescriptions.
Where to See Sent Prescriptions and Prescription History — Review what's been sent.
Patient communication
How to Use Conversations in Prospyr — Text and message patients from Prospyr.
How to Assign Conversations — Route a patient message to the right person.
How to Set Up Messaging in Prospyr: Video Walkthrough — What Prospyr sends patients automatically.
On the go
Still stuck?
Find the Latest Prospyr News & Product Updates to keep up with new features, or reach out to the Prospyr support team directly from the help center.