Help Center
Practical guides for the workflows around therapy and consultation services, including scheduling, billing, secure communication, intake, supervision, client follow-up, and cases.
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41 articles
Basics
Searching PracticeRunner
How to use app search to find clients, cases, appointments, billing documents, settings, and help articles without leaving your current workflow.
Pilot Onboarding and Migration Support
How PracticeRunner can help pilot practices move from another EHR, organize existing records, or start using an EHR for the first time.
Tasks and Needs Attention
How PracticeRunner creates, assigns, filters, and resolves tasks for inquiries, billing issues, supervision, missing notes, intake, and imported records.
Admin Role and Acting on Behalf of Providers
How the Admin role works in PracticeRunner, including delegated provider access for scheduling, billing, settings, reminders, portal setup, and other provider-specific workflows.
Getting Started with PracticeRunner
A practical guide to setting up your organization, understanding the main areas of PracticeRunner, and configuring the first settings most practices need.
Practice Model
Workshop and Skills Groups
How to use workshop groups for trainings, skills groups, coaching groups, and other group services that are not billed as psychotherapy.
One Workflow for Therapy, Consultation, and Group-Based Care
How PracticeRunner uses the same scheduling, documentation, billing, and communication workflows across therapy, consultation, and workshop cases.
Individual Consultation
How to use an individual consultation case for one clinician or professional receiving consultation services, with consultation appointments, invoices, payments, messages, documents, and consultation notes.
Group Consultation
How to use a consultation group for clinician participants or consultation clients receiving professional consultation services together.
Representatives, Billing Contacts, and Approved Helpers
How to handle situations where someone other than the client helps with billing, scheduling, forms, or portal access.
Why Cases Matter
How PracticeRunner organizes individual, couple, family, group, and consultation work around the relationship or service being provided, not only around one client record.
Portal
Planned Absence Allowances and Client Cancellations
How to set planned absence allowances, case overrides, and portal cancellation behavior.
Subscribe to Your Appointment Calendar
How to add your PracticeRunner appointment calendar as a subscription so future appointment changes can update automatically.
Using the Client Portal
What the client portal is, how clients access it, and how the portal supports messages, appointments, payments, forms, and future client self-service.
Secure Messaging with Clients
How PracticeRunner keeps client-provider messages inside the portal while sending generic email notifications.
Scheduler
Prospect Tracking and Inquiry Outcomes
How to track inquiries, manually add phone or email inquiries, follow up in Conversations, and record what happened with each prospect.
Setting Availability by Location and Session Format
How to create availability that matches providers, locations, session formats, services, and scheduling audiences.
Online Scheduling and Inquiries
How PracticeRunner handles public inquiry scheduling, provider booking links, locations, services, and follow-up in Conversations.
How Availability Powers Client Scheduling Requests
How provider availability controls the times shown to prospective clients and existing clients who request new sessions, rescheduling, or cancellations.
Client calendar feeds and appointment reminders
How client calendar feeds and automated email reminders help clients keep track of appointments without extra busywork.
Clinical
Clients, Cases, and Appointments
A practical guide to managing clients, cases, relationships, billing details, and appointments.
Managing Your Practice Diagnosis List
How to search ICD-10-CM codes, add common diagnoses to your practice list, and archive diagnoses without changing historical records.
Supervision and Associate Workflows
How PracticeRunner supports associates, supervisors, case-level review assignments, note review tasks, and billing document provider labels on Professional and Group plans.
Client and Case Workflow Summary
How the client or case page summarizes lifecycle status, workflow state, next steps, onboarding checklist items, billing arrangements, and open attention items.
Billing
Payment Disputes and Chargebacks
How disputed Stripe payments appear in PracticeRunner, when to use Stripe to respond, and what to do after a client disputes a card or bank transfer payment.
How Auto-Invoicing and AutoPay Work
A visual guide for owners and providers showing how automatic invoicing, AutoPay, saved payment methods, credit cards, bank transfers, and monthly superbills fit into flexible billing workflows.
Understanding PracticeRunner Membership Tiers
Detailed breakdown of Starter, Professional and Group plans, plus Archive guidance for existing subscribers who need a read-only pause option.
Managing Invoices, Payments, and Flexible Billing
How PracticeRunner supports manual and automated billing workflows, credit card payments, lower-cost bank transfers, recorded outside payments, invoices, statements, superbills, and CMS-1500 claim form exports.
Insurance
Intake, Documents and Forms
Sending Intake Documents & Forms to a Client
Learn how to send a full intake request, choose the forms usually included, and confirm what the client will receive.
Sending Documents and Forms to a Client
Learn how to share additional documents, forms, and assessments with a client outside of the standard intake process.
Formatting Documents with Markdown
Learn the Markdown patterns supported in PracticeRunner documents, including headings, lists, links, emphasis, dividers, and template variables.
Editing Forms with the Editable Text Format
Learn how to export a form as editable text, update it outside PracticeRunner, and import it back into Documents & Forms.
Using the Documents & Forms Editor
Learn how to build questionnaires, choose question types, organize sections, and understand how forms appear for clients.
Using the Document Editor
Learn how to create client-facing documents, upload PDFs, require acknowledgement or signature, and format content with Markdown.
Security
Settings
Importing Data from SimplePractice
How to bring a SimplePractice export ZIP into PracticeRunner, what to expect during import, and how to review the migration afterward.
Exporting Your Practice Data
How to create a full data export, choose which clients and dates to include, download the ZIP securely, and use PracticeRunner exports later.
Contact Import and Export Formats
Supported CSV and VCF formats for contact import/export, including field mappings and de-duplication rules.