Patient Enrollment

The full enrollment workflow from a manager’s perspective: add patients, assign memberships, handle families, and manage the enrollment process at scale.

Patient enrollment is one of your most frequent responsibilities as a practice manager. DPC Pro supports three enrollment paths: staff-assisted entry, email invitation, and patient self-enrollment. This page walks through each method from the manager’s perspective and covers family enrollments, membership assignment, and tips for handling bulk onboarding.

For the detailed mechanics of creating patient records, see Adding a New Patient.

Enrollment Methods

Staff-Assisted Enrollment

This is the most common method during initial setup or when converting patients from another system.

Navigate to Patients → Add Patient.
Choose or create the Billing Account (the account holder responsible for this patient).
Enter the patient’s First Name, Last Name, and Date of Birth.
Add their Email Address (required for portal access and messaging) and Phone Number (for SMS notifications).
Select the Relationship to the account holder (Self, Spouse/Partner, Child, etc.).
Select the Practice where this patient will be enrolled.
Optionally assign a Primary Provider.
Select Create Patient.

After creating the patient record, assign them to a membership plan from the account holder’s profile.

Email Invitation

To let the patient complete their own profile:

Navigate to Customers → Add Customer.
Enter the patient’s First Name, Last Name, and Email Address.
Leave Send invitation email selected.
Select Create Customer.

The patient receives an email to set up their portal account. Once they register, create their patient record and assign a membership.

See Inviting Your First Patient for the full invitation flow.

Patient Self-Enrollment

If your practice has an enrollment portal, patients can self-enroll by creating their account, selecting a membership plan, and entering payment information. Self-enrolled patients appear in your patient list automatically.

Assigning a Membership

After creating a patient record, assign them to a membership plan:

Navigate to the account holder’s profile.
Assign a membership plan that covers the patient.
Set the membership start date.
If payment processing is connected, the first billing cycle begins automatically.

For detailed plan options, see:

Individual Memberships: single-patient plans
Family Memberships: plans covering multiple family members
Employer Group Plans: employer-sponsored memberships

Family Enrollment

When enrolling a family, all members share one account holder for billing but each has their own patient record.

Setting Up a Family

Register the primary account holder (typically the parent or spouse who handles billing).
Add the account holder as a patient with relationship Self.
Add each family member as a patient linked to the same account holder, selecting the appropriate relationship (Spouse/Partner, Child, etc.).
Assign a family membership plan from the account holder’s profile.

Key Considerations

Each family member gets their own MRN and clinical record.
Scheduling, messaging, and clinical documentation are independent per patient.
Billing is consolidated under the account holder.
Adding or removing dependents may affect the membership billing amount.

For the complete family management workflow, see Managing Families and Dependents.

After Enrollment

Once a patient is enrolled, complete these follow-up steps:

Medical history: From the patient profile, enter allergies, chronic conditions, current medications, and surgical history.
Pharmacy: Add the patient’s preferred pharmacy.
Documents: Upload intake forms, consent documents, or other files.
First visit: Schedule the patient’s initial visit.
Communication preferences: Review and confirm the patient’s notification settings.

See Patient Records and Communication Preferences for these steps.

Bulk Enrollment Tips

When onboarding many patients at once (practice launch, employer group, system migration):

Prepare Your Data

Collect first name, last name, date of birth, email, and phone for each patient.
Identify account holders and family groupings in advance.
Determine which membership plan each patient should be assigned to.

Work Systematically

Create account holders first, then add patients linked to each account holder.
Assign memberships in batches by plan type.
Send portal invitations after records are fully configured.

Verify Completeness

After bulk enrollment:

Check the Active Members count on the Dashboard to confirm enrollment numbers.
Review the Membership Report to verify plan assignments.
Spot-check a few patient records to confirm data accuracy.

Membership Status Overview

As a manager, you should understand the membership statuses you will see:

Status	What It Means	Manager Action
Active	Paid and current	No action needed
Past Due	Payment failed, in recovery	Monitor failed payments
Cancelled	Membership ended	Review if patient needs re-enrollment
Expired	Reached end date	Contact patient about renewal

See Membership Status and Coverage for the full status reference.

Quick Start for Practice Managers: initial setup
Adding a New Patient: detailed patient creation
Inviting Your First Patient: invitation workflow
Managing Families and Dependents: family structure
Account Holders vs. Patients: billing relationships
Creating and Managing Plans: plan configuration

Need Help?

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