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Quick Start for Practice Managers

Your first session as a practice manager: configure the essentials, invite your team, and prepare your practice to see patients.

As a practice manager, you are responsible for the administrative backbone of your DPC practice. DPC Pro gives you full access to billing, settings, staff management, reports, and patient enrollment. This guide walks you through the setup priorities so you can get your practice operational as quickly as possible.

If a clinician or administrator has already completed initial setup, skip ahead to the sections that still need attention.

Before You Begin

Section titled “Before You Begin”

Make sure you have:

  • Your DPC Pro login credentials (check your welcome email)
  • Your practice’s legal name, address, and phone number
  • Tax ID (EIN) for payment processing setup
  • At least one membership plan’s pricing decided (you can adjust later)
  • Names and email addresses for team members you plan to invite

Step 1: Complete Initial Setup

Section titled “Step 1: Complete Initial Setup”

If your practice is brand new in DPC Pro, work through these foundational steps first:

  1. Log in and orient yourself: Follow the Your First 15 Minutes guide to get acquainted with the dashboard, navigation, and core features.
  2. Configure your practice profile: Enter your practice name, address, branding, and office hours in Setting Up Your Practice.
  3. Connect payment processing: Navigate to Billing → Payment Setup and connect your Stripe account so you can collect membership payments.

Step 2: Create Membership Plans

Section titled “Step 2: Create Membership Plans”

Membership plans are the billing foundation of your practice. Set up at least one plan before enrolling patients.

  1. Navigate to Billing → Membership Plans.
  2. Select Create Plan and configure the plan name, price, billing cycle, and eligibility.
  3. Repeat for any additional plans (family, employer group, pediatric).

For detailed plan configuration, see Creating and Managing Plans. For family-specific options, see Family Memberships. For employer groups, see Employer Group Plans.

Step 3: Invite Your Team

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Add providers and staff so they can start using their areas of DPC Pro.

  1. Navigate to Staff → Invite Staff Member.
  2. Enter each team member’s name, email, role, and practice assignment.
  3. Configure permissions for each person based on their responsibilities.

See Adding Providers and Staff for the full invitation process and Staff Roles and Permissions for the role and permission reference.

Step 4: Enroll Your First Patients

Section titled “Step 4: Enroll Your First Patients”

With plans and team members in place, begin adding patients:

  1. Navigate to Patients → Add Patient.
  2. Enter patient demographics, assign to a membership plan, and send an invitation.
  3. For family enrollments, link dependents under the same account holder.

For the complete enrollment workflow, see Adding a New Patient and Inviting Your First Patient.

Step 5: Configure Scheduling

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Set up provider calendars and visit types so your team can start booking:

  1. Configure each provider’s availability and default visit duration in their staff profile.
  2. Review visit types to make sure they match your practice’s services.
  3. Decide whether to enable Patient Self-Scheduling.

See How Scheduling Works and Provider Calendars for setup details.

Step 6: Review AI and Communication Settings

Section titled “Step 6: Review AI and Communication Settings”

DPC Pro includes an AI assistant and messaging tools. Review these settings before going live:

  1. Navigate to Settings → AI Assistant to review AI Guardrails and Preferences.
  2. Check messaging and notification defaults in SMS and Email Notifications.
  3. Configure After-Hours Communication if your practice has specific policies for off-hours messages.

Your Manager Checklist

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Use this checklist to track your progress:

  • Practice profile complete (name, address, hours, branding)
  • Payment processing connected
  • At least one membership plan created
  • Team members invited with correct roles
  • Provider credentials and scheduling settings configured
  • First patients enrolled and invited
  • AI assistant settings reviewed
  • Messaging and notification defaults confirmed

For the full pre-launch checklist, see Go-Live Checklist.

Key Areas for Practice Managers

Section titled “Key Areas for Practice Managers”

As a practice manager, these are the sections of DPC Pro you will use most:

AreaWhat You Do There
DashboardMonitor daily activity, billing alerts, and practice metrics
BillingTrack revenue, manage failed payments, run financial reports
StaffManage team members, roles, and permissions
ReportsAccess revenue, membership, and compliance reports
SettingsConfigure practice profile, locations, and feature settings
PatientsEnroll patients, manage families, and oversee the roster
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Need Help?

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