How to Sign Up for the Cash Discount Program in Prahsys Merchant Dashboard
Description: This guide walks dental office administrators through enrolling in the Prahsys Cash Discount Program — from enabling the feature in the Merchant Dashboard to submitting signage photos for full activation.
Video Tutorial
[Loom embed: "How to Sign Up for the Cash Discount Program in Prahsys Merchant Dashboard"]
Video Transcript
Video Transcript
Hi, and welcome to Prahsys Support. In this video, I'll show you how to sign up for the Cash Discount Program in the Prahsys Merchant Dashboard.
To get started, head to dashboard.prahsys.com and log in with your credentials. Once you're on your dashboard, look at the left-hand navigation menu and click on Settings near the bottom.
On the Settings page, you'll see a section at the top called Cash Discount Program. Click the blue Enable Cash Discount Program button.
Once you click that, a Download Signage button will appear right in the Settings page. Go ahead and download that PDF — it's a foldable sign designed to stand up at your front desk right away. You'll fold it in half and it becomes a double-sided tabletop sign. Place it next to your payment terminal.
Once your sign is displayed, take a photo of it at the front desk and submit it. You can do that right from the dashboard — there will be a banner at the top with a Submit Photos button — or you can email the image to [email protected].
Once a Prahsys admin receives and reviews your photo, they'll fully enable the Cash Discount Program on your account. You'll see the status update in Settings to show your opt-in date, your approval date, and an Active toggle.
After that, your front desk staff can turn the program on or off at any time using that toggle in Settings.
An acrylic sign with printed cardstock will also be shipped to your practice and typically arrives within about two business days. When it arrives, swap out your printed version for the acrylic stand for a more polished look at the front desk.
And that's it — that's how you sign up for the Cash Discount Program. If you have any questions, reach out to us at [email protected] or call 1 (833) 222-6834. Thanks for watching.
Quick Steps
Log in to your dashboard at dashboard.prahsys.com
Click Settings in the left-hand navigation menu
Under the Cash Discount Program section, click Enable Cash Discount Program
Click the Download Signage button that appears and print the PDF
Fold the printed sign in half and stand it up at your front desk, next to your payment terminal
Take a photo of the sign displayed at the terminal
Submit the photo via the dashboard banner by clicking Submit Photos, or email it to [email protected]
Wait for Prahsys Support to review your photo and fully activate your program
When your acrylic sign arrives (approximately 2 business days), replace the printed version
Walkthrough
Step 1: Log In to the Merchant Dashboard
Navigate to dashboard.prahsys.com and sign in. You'll land on your main Dashboard view.
Step 2: Open Settings
In the left-hand navigation menu, scroll to the bottom and click Settings.
Step 3: Enable Cash Discount Program
On the Settings page, locate the Cash Discount Program section at the top. Click the blue Enable Cash Discount Program button.
Important Note: Clicking this button submits your application for review — it does not immediately activate the program. All applications are reviewed by the Prahsys team.
Step 4: Download Your Temporary Signage
After clicking Enable, a Download Signage button will appear. Click it to download a printable PDF. The PDF is designed as a mirror-image layout — print it, fold it in half along the center, and it becomes a freestanding double-sided tabletop sign ready for immediate use.
[Screenshot: Settings page showing Download Signage button after enabling]
Quick Tip: You can get approved the same day — print and post the sign right away, then submit your photo immediately after.
Step 5: Post Your Signage and Submit a Photo
Place the folded sign visibly at your front desk next to your payment terminal. Take a clear photo of it in position, then come back to your dashboard. A banner will appear at the top with a Submit Photos button — click it to upload your photo. You can also email the image directly to [email protected].
Important Note: Your signage must be posted and visible to patients before the program can be activated. This is required for card brand compliance.
Step 6: Await Activation and Confirm Status
Once your photo is reviewed and approved, Prahsys Support will fully activate your program. Return to Settings to confirm your status shows as Active.
After activation, your front desk staff can toggle the Cash Discount Program on or off at any time from the Settings page.
Step 7: Replace with Your Acrylic Sign When It Arrives
Your acrylic sign with printed cardstock will be shipped and typically arrives within 2 business days. When it arrives, swap out the printed version for the acrylic stand.
Quick Tip: The acrylic sign contains the same compliant messaging as your printed version — no need to re-submit photos when you make the swap.
Understanding the Cash Discount Program
The Cash Discount Program allows your practice to offer a discount to patients who pay by cash or check, rather than adding a fee to card payments. This distinction matters — both legally and for card brand compliance.
How it works: Your posted prices are your standard card prices. Patients who pay by cash or check at the time of service receive a discount (3% by default). You are offering a benefit for cash — not penalizing patients for using a card.
Why this framing matters: Card networks (Visa, Mastercard, etc.) and most state laws treat surcharges and cash discounts differently. A properly structured cash discount program — where the listed price is the card price and a discount is applied for cash — is legal in all 50 states and compliant with major card brands. The Prahsys program and signage are designed specifically to meet these requirements.
Important Note: Surcharging — adding a fee on top of the listed price for card payments — is subject to state-level restrictions and card brand rules, and is prohibited in some states. A cash discount program is a separate and distinct approach. As long as your posted prices are your standard prices and you are applying a reduction for cash, you are operating a cash discount program, not a surcharge program. Consult your attorney if you have questions about your specific situation.
Setting Up Your Practice for Compliance
Running the Cash Discount Program correctly requires a few steps beyond the dashboard. These practices help protect your office and ensure patients are never surprised.
Update your fee schedule. A common approach is to incorporate card processing costs into your standard fee schedule (typically an increase of approximately 3–4%). Your posted fees become your standard fees, and the cash discount reflects the processing cost you're not incurring for cash payments.
Update your financial policy. Your financial policy should clearly state that posted fees are standard fees and that patients who pay by cash or check at the time of service receive a discount. Have patients sign this policy at intake or when the policy changes.
Post clear signage. Signage must be displayed at your front desk and point of sale — this is required for program activation and ongoing compliance. The signage provided by Prahsys is designed to meet these requirements.
Consider your insurance contracts. Some insurance provider agreements include clauses that may affect how fees are structured. If you participate in insurance networks, review your provider agreements or consult your attorney before implementing pricing changes.
Important Note: These guidelines are provided for informational purposes. Prahsys is not a legal or compliance advisor. Regulations vary by state and are subject to change. Consult a qualified attorney or compliance professional for advice specific to your practice.
Understanding Cash Discount Program Statuses
Once enrolled, you can monitor your program status from the Settings page under the Cash Discount Program section.
Opted In — The date you clicked Enable Cash Discount Program and submitted your application
Approved — The date Prahsys Support activated your program after reviewing your signage
Cash Discount Program: Active — The toggle is on and the program is available at checkout
Cash Discount Rate — The percentage discount applied when a patient pays by cash or check (default: 3.00%)
Quick Tip: To request a change to your Cash Discount Rate, contact Prahsys Support. Rate changes require updated signage — you'll need to repost new signage and submit a new photo before the rate change takes effect.
Need Help? Contact Prahsys Support at [email protected] or call 1 (833) 222-6834.