Using the Document Editor
Learn how to create client-facing documents, upload PDFs, require acknowledgement or signature, and format content with Markdown.
Use the document editor when you want to create a page for clients or staff to read, sign, or acknowledge. Examples include office policies, consent forms, portal terms, and other handouts.
The library can also include generated documents such as the Good Faith Estimate. A Good Faith Estimate is appropriate for clients who will not use insurance claims for the care covered by the estimate, such as self-pay clients. It should not be used instead of a superbill or insurance claim document when the client is using insurance or seeking out-of-network reimbursement.
Open the document editor
- Go to Settings.
- Open Documents & Forms.
- Create a new item or open an existing one.
- Choose Format: Document.
Document settings
At the top of the editor, you can control how the document is used.
- Name for Staff: Internal name used inside your practice.
- Title Clients See: The title shown to clients.
- Category: Where the item appears in your library.
- Include in Intake: Adds it to intake automatically.
- Share with Practice: Makes it available to other users in your organization.
- Can Be Shared With Client: Allows it to be sent through the client portal.
Add document content
Documents can be set up in one of two ways:
- Markdown document: No PDF is uploaded. The text entered in the editor is the document clients review.
- PDF document: A PDF is uploaded. The PDF is the main document, and the text entered in the editor is shown first as a preamble, instructions, or context for the PDF.
If you upload a PDF, PracticeRunner treats the PDF as the document. If you remove the PDF, PracticeRunner treats the Markdown text as the document again.
For example:
- Use a Markdown document for a simple policy, consent statement, letter, or notice you want to edit directly in PracticeRunner.
- Use a PDF document when you already have a finalized handout or form layout.
- Add a short preamble to a PDF document if clients need instructions before reviewing the PDF.
Template variables
You can insert template variables into document text when the wording should use details from the practice, provider, client, recipient, case, or practice policy. Use the variable picker in the editor to insert a variable at the cursor.
The preview uses your practice and provider details when available. Client and case details are shown with sample names until the document is sent.
Template variables are useful for reusable agreements, including the provided consultation agreement template. When a consultation agreement is delivered through intake or the client portal, variables can fill in details such as the practice name, provider, consultation client or recipient, case name, service, fee, cancellation notice, and payment terms. This reduces one-off editing, especially when a group practice has multiple clinicians using the same agreement.
Some generated documents, including the Good Faith Estimate, are completed during the send flow rather than edited as ordinary reusable document text. Preview and save those details before sending so the client receives a snapshot of the estimate.
Practice variables
| Variable | What it shows |
|---|---|
{{practiceName}} | Practice name |
{{practiceAddress}} | Practice office address |
{{practiceMailingAddress}} | Practice mailing address |
{{practicePhone}} | Practice phone number |
{{practiceEmail}} | Practice email address |
{{practiceWebsite}} | Practice website |
Provider variables
| Variable | What it shows |
|---|---|
{{providerFullName}} | Provider full name |
{{providerLicense}} | Provider license |
{{providerEmail}} | Provider email address |
{{providerPhone}} | Provider phone number |
Client and recipient variables
| Variable | What it shows |
|---|---|
{{clientFullName}} | Client or consultation client full name |
{{clientPreferredName}} | Client preferred name, or first name if no preferred name is saved |
{{recipientFullName}} | Recipient full name when a representative or selected recipient is completing the document |
{{caseName}} | Case name when available |
Case, fee, and policy variables
| Variable | What it shows |
|---|---|
{{casePreferredServiceName}} | The case preferred service name |
{{casePreferredServiceFee}} | The case-specific fee for the preferred service, or the service default fee |
{{casePreferredServiceDuration}} | The preferred service duration |
{{effectivePaymentTerms}} | The effective billing timing, such as daily, weekly, monthly, or monthly in advance |
{{effectivePlannedAbsenceCount}} | The case planned absence allowance, falling back to the practice policy when enabled, or 0 |
{{cancellationNoticeHours}} | The practice cancellation notice converted to hours |
{{cancellationNoticeDays}} | The practice cancellation notice converted to days |
{{today}} | The date the document is rendered |
If a variable cannot be resolved when the document is sent, it is left blank.
Require a client response
You can turn on Require Client Response for both Markdown documents and PDF documents.
This gives you two options:
- Simple acknowledgement: The client confirms they have read the document.
- Electronic signature: The client confirms and types their full legal name.
Use acknowledgement for general notices. Use signature when you need a more formal record of agreement.
For PDF documents, PracticeRunner applies the signature to the uploaded PDF when possible. If the PDF cannot be stamped directly, PracticeRunner stores a signed acknowledgement PDF. For Markdown documents, PracticeRunner stores the acknowledgement or typed electronic signature with the completed document record.
Markdown cheat sheet
The text editor uses Markdown. Markdown is a simple way to format headings, lists, links, and emphasis without needing a full word processor.
For a fuller reference, see Formatting Documents with Markdown.
Common examples
# Main heading
## Section heading
### Smaller heading
This is a normal paragraph.
**Bold text**
*Italic text*
- Bullet item
- Another bullet
1. First step
2. Second step
[Link text](https://example.com)
> Quoted or highlighted note
---
What those do
#creates a large heading.##and###create smaller headings.**text**makes text bold.*text*makes text italic.-starts a bulleted list.1.starts a numbered list.[text](url)creates a link.>creates a quoted callout line.---creates a divider line.
Use the preview
The Preview area shows how your document will look when rendered. This is the best place to confirm:
- headings and spacing
- list formatting
- emphasis
- links
- overall readability
Good document-writing tips
- Keep the title short and clear.
- Break long content into sections with headings.
- Use bullets for policies, expectations, or instructions.
- Keep paragraphs short so they are easier to read on mobile.
- If the client must take action, say exactly what they need to do.
When to use a document instead of a questionnaire
Choose a Document when the client mainly needs to read, acknowledge, or sign something.
Choose a Questionnaire when the client needs to answer a series of questions.