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Intake: Using the Prospects Module

This article provides a walkthrough of the Prospects Module and its related dashboard features in PM.

Overview

This article provides a walkthrough of the Prospects Module and its related dashboard features in PM. You'll learn how to use prospects alerts, interpret key dashboard metrics, manage your prospect list, add new prospects, and work through onboarding workflows. Whether you're new to the module or looking for a quick reference, this guide will help you get the most out of prospecting in your day-to-day work.

Why This Matters

The Prospects Module gives your team a centralized place to manage potential patients from first contact through onboarding. By tracking each prospect's status, workflow progress, and key metrics in one place, your staff can stay organized, respond quickly to outstanding tasks, and give leadership the visibility they need to make staffing and onboarding decisions with confidence.

Prospects Dashboard Overview

When you open the dashboard, you'll see several prospects-specific elements that give you a quick snapshot of your pipeline at a glance.

Prospect Alerts

Prospect alerts work the same way as other dashboard alerts throughout the system, so if you're already familiar with alerts, this will feel comfortable right away. These alerts help keep your team informed about:

  • The current status of patients as they move through onboarding stages.
  • Any tasks or information that may be overdue, based on your organization's workflow logic.
  • Who each alert is assigned to, so nothing falls through the cracks.

Tip: Alerts are a great daily check-in tool for staff who are responsible for specific stages of the onboarding process. Encourage your team to review their assigned alerts regularly to keep prospects moving forward.

Dashboard Metrics

Below the alerts, you'll find three key prospecting metrics that help inform operational and staffing decisions:

  • Total Active Prospects — The number of prospects currently in your pipeline.
  • Prospect Conversion Rate — The percentage of prospects who have successfully converted to active patients.
  • Average Time to Convert — How long it typically takes to move a prospect from initial contact to becoming an active patient.

These metrics are especially valuable for leadership when evaluating how quickly onboarding is moving and whether additional staffing may be needed to support intake demand.

Prospect Pipeline Graph

The dashboard also includes a visual prospect pipeline, showing how many prospects are currently in each stage of your onboarding workflow. A companion conversion rate graph lets you compare performance across months, giving you a clear picture of trends over time.

Tip: If your average time to convert is increasing, that's a signal worth investigating. It may indicate a bottleneck in a specific workflow step or a need for additional support in your intake process.

The Prospects Module

To dig deeper into your prospects, navigate to the Prospects Module by hovering over the black M icon in the top-left corner. Here you'll find a full list of your prospects with the following information at a glance:

  • Patient name and location
  • Date added to the system
  • Current status (e.g., In Progress, Wait List, Non-Responsive, Declined)
  • Current workflow step

Filtering Your Prospect List

If your list of prospects grows, the filter options at the top of the module become very helpful. You can filter by:

  • Status — Useful for staff who focus on specific stages of onboarding.
  • Office — Helpful for organizations with multiple locations.
  • Workflow Step — Great for staff who are assigned to specific steps in the process.

Tip: Encourage staff to use filters to create a focused view of just their assigned prospects. This can help reduce overwhelm and improve follow-through on outstanding tasks.

Adding a New Prospect

To manually add a new prospect, select Add Prospect within the module. You'll see a form with a number of fields to complete. Here's what to keep in mind:

  1. Fill in all required fields, indicated with an asterisk (*). These fields will map over automatically if and when this prospect becomes an active patient, saving your team from re-entering information later.
  2. Assign a status to the prospect. Options typically include: In Progress, Wait List, Non-Responsive, and Declined.
  3. Complete any additional demographic and intake information in the other sections of the form. This information will also carry over when the patient becomes active.

Note: You do not need to complete every field at once. Your team can return to a prospect's record at any time to add or update information as it becomes available.

Working with Prospect Workflows

When you open an existing prospect's record, you'll be able to see the onboarding workflow that has been assigned to them. A typical workflow might include steps such as:

  • Initial Contact
  • Information Review
  • Benefits Assessment
  • Final Review
  • Patient Created

Depending on your organization's configuration, some workflow steps may be automatically assigned based on where the prospect is in the process.

The Workflow Timeline

Below each workflow, you'll find a timeline that gives your team a clear audit trail of activity. The timeline shows:

  • When each step was added
  • Who the step is assigned to
  • The projected completion date for each step (which may vary based on your workflow settings)

Advancing Through Workflow Steps

To move a prospect forward to the next workflow step manually, simply select the arrow on the current step. From within each step, your team can also:

  • Attach relevant files (such as intake forms, insurance documents, or authorization paperwork).
  • Add notes that will be visible to the rest of the team in the workflow view and timeline.

Tip: Notes and file attachments are a great way to keep everyone on the same page, especially for prospects who have a longer or more complex onboarding journey.

Starting a New Workflow

If you are working with a new prospect who does not yet have a workflow, you can create one by selecting New Workflow at the top of the prospect's record. Once created, the first workflow step will appear and you can begin moving through the process from there.

Quick Reference: Prospect Statuses

  • In Progress — Actively being onboarded.
  • Wait List — Interested but waiting for availability.
  • Non-Responsive — Contact has been attempted but no response received.
  • Declined — The prospect has been declined or has opted out.

 

Last Updated: 5/22/26 by Tatum Winslow