Creating Your Account
Step 1: Create User Account
Enter your personal information to create your Flow account:
First Name and Last Name: Your legal name
Username: Choose a unique username for login
Password: Create a strong password (must match in both fields)
Email: Your professional email address
Mobile Phone: Your contact number for account verification
Step 2: Login
Use your newly created credentials to access Flow:
Enter your Username
Enter your Password
Click Login
Practice Setup Selection
Choose how you want to set up your practice:
Join Existing Practice: Select this if your practice account manager has provided you with an invite code
Create New Practice: Select this to set up a new practice and begin the Practice Setup Wizard
Quick Tip: If you're unsure whether your practice already exists in the system, contact your practice administrator before creating a new account.
Practice Setup Wizard
Page 1: Account Information
This page is already pre-filled with your account information from registration. Simply click Next to proceed.
Page 2: Practice Information
Enter your practice details and set operating hours:
Practice Info:
Practice Name: Your dental practice's legal business name
Street Address: Physical practice location
City, State, Postal Code: Complete address information
Country: Select United States - US
Phone Number: Main practice phone line
Fax: Practice fax number (if applicable)
Practice Hours:
Toggle each day to Open or Closed
Set Start Time and End Time for each open day
Default hours are 8:00 AM to 5:00 PM
Page 3: Provider Information
Enter the primary provider's information:
Quick Tip: You can add additional providers later through Lists > Provider List
Provider Info:
Code: Leave blank (auto-generated)
First Name, Middle Initial, Last Name: Provider's full legal name
Email: Provider's professional email
Home Phone and Mobile Phone: Contact numbers
Address:
Complete address fields if different from practice address
Additional Info:
Credentials: Professional credentials (e.g., DDS, DMD)
Specialty: Select from dropdown
Appointment Color: Choose a color for calendar display
Page 4: Communication Settings
Configure how your practice will communicate with patients:
Timezone Info:
Timezone: Select America/Denver (or your local timezone)
Do Not Send Messages Before/After: Set quiet hours for automated communications
Date and Time Formats:
Date Format: Choose how dates appear (e.g., M/dd/yyyy)
Time Format: Select 12-hour or 24-hour format
Page 5: Payment Processing (Prahsys Setup)
This is the most important step for setting up payment processing. The required fields vary based on your business structure.
Required Information by Business Structure
Business Structure | Required Fields |
Sole Propriertership | Business Name, DBA, Tax ID, Location Info, Owner Info (including SSN) |
Partnership | All Sole Prop fields + Financial Controller Info + All Partners (25%+ ownership) |
LLC | All Partnership fields + Primary Contact Info |
Corporation | All LLC fields + Payment Card Industry Contact |
Field Explanations and Examples:
Legal Information:
Business Name: Your practice's legal registered name
Example: "Smile Dental Associates, LLC"
DBA (Doing Business As): The name customers know you by
Example: "Prahsys IT"
Location Name: Specific branch or location identifier
Example: "Main Street Office"
Street/City/State/Postal: Physical business address
Taxpayer ID: Your Federal EIN or SSN (for sole proprietors)
Example: "12-3456789"
Business Entity: Select your structure from dropdown
Business Category: Select Retail or MOTO
Retail - Select this option if most transactions will happen with physical cards present (i.e., in office)
MOTO - Mail Order/Telephone Order - Select this if most transactions will happen without the physical card present (i.e., online transactions)
Business Phone Number: Main business line
Business Email: Official practice email
Date of Incorporation: When your business was legally formed
Website: Your practice website URL
Owners Section:
For Partnerships, LLCs, and Corporations Only: Add all owners with 25% or greater ownership stake:
Title: Owner's role (e.g., "Managing Partner", "CEO")
First/Last Name: Legal name
Percentage: Ownership percentage (must total 100%)
Date of Birth: MM/DD/YYYY format
Social Security Number: Required for background check
Phone Number: Direct contact
Email: Owner's email address
Address: Personal address (not business address)
Check Controls Financials if this owner manages finances
Check Primary Contact for main business contact
Check PCI Contact for payment security compliance contact
Bank Account Information:
Financial Institution Name: Your bank's name
Example: "Wells Fargo Bank"
Routing Number: 9-digit bank routing number
Confirm Routing Number: Re-enter to verify
Account Number: Your business checking account number
Confirm Account Number: Re-enter to verify
Important: All financial information must match your bank records exactly. Mismatched information will delay account approval.
Sales Information:
Business to Business Transaction %: Percentage of B2B sales (typically 0-10% for dental)
Business to Consumer Transaction %: Percentage of patient sales (typically 90-100%)
Average Transaction Price: Your average charge amount
Example: "306"
High Ticket Price: Your highest typical charge
Example: "2500" (for major procedures)
Average Monthly Volume: Expected monthly credit card processing
Example: "44925"
Average Yearly Volume: Expected annual processing
Example: "539100"
Financial Controller Information (Partnerships & Above) If different from owners, add the person responsible for financial decisions:
Financial Controller Information (Partnerships & Above) If different from owners, add the person responsible for financial decisions:
Complete all personal information fields
This person will be the primary contact for payment processing issues
Primary Contact Information (LLCs & Corporations) Day-to-day contact for operational matters:
Primary Contact Information (LLCs & Corporations) Day-to-day contact for operational matters:
May be office manager or administrative staff
Complete all contact fields
Payment Card Industry Contact (Corporations Only) Person responsible for PCI compliance:
Payment Card Industry Contact (Corporations Only) Person responsible for PCI compliance:
Often IT manager or compliance officer
Will receive security-related communications
Page 6: Review
Review all entered information carefully before submission. Click Back to make corrections or Next to submit your application.
Next Steps
After submitting your application:
Prahsys will review your information (typically 1-2 business days)
You'll receive an email confirmation once approved
Test transactions can begin immediately upon approval
Contact support if you haven't heard back within 3 business days
Need Help? Contact Prahsys Support at [email protected] or call 1 (833) 222-6834 for assistance with your application.