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DPC Pro Docs

Daily Operations

Start each day with a consistent routine: check your dashboard, review messages, monitor billing, and follow up on outstanding items.

As a practice manager, your daily workflow in DPC Pro revolves around keeping the practice running smoothly. This page outlines a recommended daily routine that covers the key areas you should review each morning and the recurring tasks that keep your practice on track.

This is a workflow guide. For detailed instructions on any feature, follow the links to the relevant documentation.

Morning Routine

Section titled “Morning Routine”

1. Review the Dashboard

Section titled “1. Review the Dashboard”

Open the Dashboard first. The manager view shows:

  • Today’s Patients: the number of visits scheduled and how many patients have checked in
  • Active Members: your current enrollment count
  • Unread Messages: messages waiting for a response across all providers
  • Revenue metrics: collected revenue, MRR, and month-over-month change

Select any stat card to go directly to the relevant section.

2. Check the Message Inbox

Section titled “2. Check the Message Inbox”

Navigate to Messages to review the practice inbox.

  • Look at the Unread count and scan for any Urgent messages that need immediate attention.
  • Assign conversations to the appropriate provider or staff member if they have not been routed automatically.
  • Star conversations that require follow-up later in the day.

For details on inbox management, see Send and Receive Messages.

3. Review Today’s Schedule

Section titled “3. Review Today’s Schedule”

Navigate to Schedule to see the full day’s visits.

  • Confirm that all expected visits are in Scheduled or Confirmed status.
  • Check for any cancellations or no-shows from the previous day that need follow-up.
  • Note any visits that need special preparation (new patients, procedures, annual physicals).

For schedule navigation, see Daily and Weekly Schedule Views.

4. Check Billing Alerts

Section titled “4. Check Billing Alerts”

Navigate to Billing to review the financial dashboard.

  • Check the Past Due membership count. Follow up on any that have been in recovery for more than a few days.
  • Review the Overdue Invoices section for invoices that need attention.
  • Glance at Recent Transactions to confirm payments are processing normally.

For billing details, see Managing Billing.

Weekly Tasks

Section titled “Weekly Tasks”

In addition to your daily routine, set aside time each week for these tasks:

Monitor Membership Health

Section titled “Monitor Membership Health”
  1. Navigate to Billing → Membership Report.
  2. Check for memberships expiring within the next 30 days.
  3. Review past-due memberships and determine if manual outreach is needed.

See Billing Reports and Revenue Visibility for details on interpreting membership data.

Review Staff Activity

Section titled “Review Staff Activity”
  1. Navigate to Staff to confirm all active team members have current access.
  2. Check that providers’ scheduling settings (availability, max patients per day) are up to date.

See Staff Roles and Permissions for managing team access.

Run Reports

Section titled “Run Reports”
  1. Navigate to Billing → Revenue Report to review the week’s collections.
  2. Check the Compliance → Audit Log for any unusual access patterns.
  3. Export data if needed for external accounting or compliance documentation.

See Reports and Analytics for the full list of available reports.

Monthly Tasks

Section titled “Monthly Tasks”

Revenue Review

Section titled “Revenue Review”
Section titled “Enrollment Trends”
  • Check the membership report for net enrollment changes (new enrollments minus cancellations).
  • Review the plan distribution to ensure your membership mix is healthy.

Compliance Check

Section titled “Compliance Check”
  • Review the Audit Log for access patterns and any flagged activity.
  • If using the AI assistant, review the AI audit log for data access patterns.
  • Verify that AI guardrails still match your practice’s policies.

Team Check-In

Section titled “Team Check-In”
  • Ask providers if they need any scheduling adjustments or permission changes.
  • Review whether any roles need updating based on staff responsibility changes.

Handling Common Situations

Section titled “Handling Common Situations”

A payment fails

Section titled “A payment fails”
  1. Check Billing → Failed Payments for the details.
  2. DPC Pro sends automatic recovery notifications on a schedule (day 0, 1, 3, 6, then every 6 days).
  3. If automated recovery has not worked after several attempts, contact the patient directly or retry manually.
  4. See Handle Failed Payments for the full workflow.

A patient needs to cancel their membership

Section titled “A patient needs to cancel their membership”
  1. Navigate to the patient’s account holder profile.
  2. Follow the cancellation process with appropriate end dates and proration.
  3. See Cancellations and Membership Changes for details.

A new staff member joins

Section titled “A new staff member joins”
  1. Send an invitation from Staff → Invite Staff Member.
  2. Assign the appropriate role and permissions.
  3. Walk through the onboarding checklist in Staff Onboarding.

A patient contacts you about a billing issue

Section titled “A patient contacts you about a billing issue”
  1. Look up the patient’s account holder profile and review their invoices and payment history.
  2. Check for failed payments, outstanding balances, or credit entries.
  3. If needed, record an offline payment, apply a credit, or adjust the membership.
  4. See Billing Reports and Payment Processing for details.
Section titled “Related Pages”

Need Help?

Section titled “Need Help?”

If you run into issues with daily operations, reach out to the DPC Pro support team at [email protected] or visit the troubleshooting guide.