Front Desk Training: Getting Started in Prospyr
Welcome to Prospyr. This guide is your starting point as a front desk team member. It walks you through the four things you'll do every day — knowing your way around a patient profile, scheduling appointments, checking patients in, and checking patients out — and links you to the detailed article for each step.
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 and your schedule set up the way you'll actually use 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.
Managing Schedule Filters — Set up your calendar view so you only see the providers, locations, and rooms you need.
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 — The first thing to try if something looks broken or out of date.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
Nearly everything you do starts from a patient profile. Start with the overview articles, then learn how to create and maintain records.
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.
Overview: Patient Profile Tags — How tags flag important information about a patient at a glance.
Overview: Patient Wallet — Where a patient's credits, packages, memberships, coupons, and gift cards live. You'll use this constantly at checkout.
How to See Patient History — Review past visits, treatments, and notes before a patient arrives.
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 phone call or a walk-in.
Updating Patient Info In Prospyr — Update contact details, address, and payment methods on file.
How to Merge Duplicate Patient Profiles — Clean up when the same patient ends up in the system twice.
How to Invite Patients to the Patient Portal — Give patients access to their own records, forms, and photos.
How to Use the Patient Table — Search, sort, and filter your whole patient list.
3. Scheduling an appointment
This is the core of the front desk role. Learn the booking flow first, then the appointment statuses that drive everything else.
How to Create, View, and Edit an Appointment — 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 — these statuses are how the whole practice tracks where a patient is.
How to Edit or Delete an Appointment — Reschedule, change a service or provider, or cancel.
How Scheduling Intervals and Appointment Duration Work — Why certain time slots are or aren't available.
How to Create a Scheduling Block — Block off time on the calendar for meetings, lunches, and closures.
When the schedule is full
How to Use the Waitlist — Add patients to the waitlist and fill openings when they come up.
How to Join the Waitlist from the Online Booking Page — What patients see when they add themselves.
Reminders and confirmations
How to Set Up Messaging in Prospyr: Video Walkthrough — What Prospyr sends patients automatically, and when.
How to Use Conversations in Prospyr — Text and message patients directly from Prospyr.
4. Checking a patient in
Check-in means confirming the patient's information is current, making sure their forms and consents are complete, and then moving the appointment to Checked In — which tells the provider the patient is ready.
Appointment Statuses in Prospyr — How to move an appointment to Checked In, and what each status means to the rest of the team.
Using and Configuring Consents — Review outstanding documents and use Complete All Outstanding to get a patient signed before their visit.
How to Add an Additional Form/Consent to an Appointment — Attach a form on the spot when a service requires one.
Sending Forms and Consents without an Appointment — Send paperwork ahead of time so check-in is quick.
Updating Patient Info In Prospyr — Confirm contact details and card on file while the patient is in front of you.
Including Digital Intake In Automated Appointment Reminders — How intake forms get delivered with reminders.
5. Checking a patient out
Checkout is where you build the invoice, apply anything the patient has already paid for, take payment, and send the receipt.
The core workflow
Completing a Checkout in Prospyr — The end-to-end walkthrough: create the invoice, adjust line items, take payment, send the receipt. Start here.
How to Checkout an Appointment with Multiple Services and Providers — For visits that involve more than one provider or service.
How do I create, send, and manage invoices in Prospyr? — Working with invoices outside of a checkout.
How do I set up a payment terminal in Prospyr? — Connect and use the card reader.
Applying credits, discounts, and gift cards
Redeeming Prepaid Services and Package Credits — Apply what a patient has already paid for.
Redeeming Service Credits from Packages, Memberships, and Promotions — Where each credit type comes from and how it applies.
Checking Out and Using a Gift Card in Prospyr — Redeem a gift card as payment.
Managing Patient Coupons — Find and apply coupons in the patient's wallet.
Custom Discounts for Any Line Items — Apply a dollar or percentage discount to a specific item.
Fixing and finishing
How to Refund a Payment — Issue a refund on a completed payment.
Edit Paid Invoices — Correct an invoice after it's been paid.
How to Clear the Incomplete Appointment List — Close out appointments that were never fully checked out. Make this part of your end-of-day routine.
You'll also run into these
Not day-one material, but common enough that you'll want to know where to find them.
Charging a No-Show Fee or Forfeiting a Deposit — When a patient doesn't show or cancels late.
Selling Prepaid Services in Prospyr Using Packages — Sell a package at checkout.
Managing Prepaid Services and Packages in Prospyr — Track what a patient has remaining.
Selling Gift Cards in Person (to be redeemed later) — Sell a gift card at the front desk.
Creating and Using Invoice Templates — Speed up repeat invoices.
View a Patient's Product Purchase History Before Checkout — See what they've bought before.
How to Send Digital Quotes — Quote a treatment plan for a patient to approve.
How to Split Gratuity Between Providers — Divide a tip across the team.
How to Onboard a Patient and Process a Payment with PatientFi — Patient financing.
How to Export a Patient Record — Provide records on request.
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.