Clients, Cases, and Appointments

A practical guide to managing clients, cases, relationships, billing details, and appointments.

Clients, cases, and appointments sit at the center of most day-to-day work in PracticeRunner.

1. The Client List

Open Clients from the main menu to see your client list.

Status indicators help you spot who is active, a prospect, or archived.
Filters let you switch between active and prospect clients, archived clients, or everyone.
Two-person cases can be shown together when they are connected in the record. This includes couples and other two-person clinical work, such as co-parents, siblings, roommates, or business partners.

2. Client Details

When you open a client or case, the page is organized into sections that keep clinical, scheduling, and billing details together.

Overview

Contact information such as phone numbers and email addresses
Upcoming appointments
Quick actions for scheduling, billing, and portal-related tasks
Workflow summary for lifecycle status, next steps, onboarding checklist items, billing arrangements, and open attention items

Clinical

Diagnoses for current clinical coding
Documents and notes for uploaded records and written clinical documentation
Client forms for completed questionnaires, signed documents, and submitted responses

Billing

Invoices for paid and unpaid balances
Superbills for insurance reimbursement
Payment methods for saved cards or bank accounts when available

Relationships

Emergency contacts
Links to other clients, such as spouse, partner, parent, or child
Representatives or approved helpers, such as a parent, guardian, dependent-adult representative, personal assistant, or care coordinator

To add a relationship, click + Relationship, choose the relationship type, and search for the existing client.

Use relationships to keep access clear when someone acts for the client. A verified representative may sign forms for a child or dependent adult when appropriate. An approved helper may manage appointments for a client when the practice allows that access. Keep each access decision specific to the role, such as forms, scheduling, billing, portal access, or messages.

3. Choosing a Case Type

Use Individual when the work belongs to one client.

Use Couple / two-person case when the work belongs to exactly two people. The relationship does not need to be romantic. Choose the relationship label that best fits the case, such as spouses, partners, co-parents, siblings, roommates, colleagues, or business partners.

Use Family when the work involves a family system or more than two people in the same case.

Use Therapy group when the service is a psychotherapy group. Therapy groups usually have participant-level attendance and billing rather than one shared two-person or family case.

Use Clinical consultation group when several clinicians or consultation clients receive professional consultation together. Consultation groups support scheduling, attendance, billing, communication, and consultation notes without diagnosis, treatment plan, insurance claim, or superbill workflows by default.

Use Workshop / skills group for trainings, coaching groups, relationship skills workshops, therapy business workshops, or other group services that are not billed as psychotherapy. Workshop members are group participants, not clients receiving therapy for that workshop. Workshop groups can use services in the Other category and support invoices, receipts, attendance, messages, shared forms, and group notes.

4. Creating Appointments

You can schedule from the Calendar or from the client or case page.

Click a time slot on the calendar.
Choose the client or relationship.
Pick the service. This can fill in the usual duration and fee.
Confirm the location or session format.
Set up a recurring series if needed.

After the appointment

Once the appointment exists, you can use it as the home base for:

attendance and status updates
notes that fit the type of work, such as progress notes, consultation notes, group notes, psychotherapy notes, or internal appointment memos
billing actions such as creating an invoice

5. Billing Integration

Appointments connect directly to billing.

Invoices can be created from appointments and usually pull the fee from the selected service.
Superbills can be created for a date range and include service and diagnosis detail when insurance reimbursement applies.
Statements summarize billing activity over time.
Good Faith Estimates can be shared for self-pay care that will not use insurance claims.