Help Center

Practical guides for the workflows around therapy, consultation, and workshop services, including scheduling, billing, secure communication, intake, supervision, client follow-up, and cases.

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68 articles

Basics

Trouble Logging In

How to choose the right PracticeRunner sign-in page for provider, staff, and client portal access.

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.

Tasks and Needs Attention

How PracticeRunner creates, assigns, filters, and resolves tasks for inquiries, billing issues, supervision, missing notes, intake, and imported records.

Setting Up Services, Fees, and Procedure Codes

How to choose service types, configure fees and durations, review CPT or HCPCS codes, and distinguish therapy services from consultations and free intake calls.

Install PracticeRunner for Quicker Access

Add PracticeRunner to your phone, tablet, or computer and open it from your home screen, Dock, or taskbar.

Searching PracticeRunner

How to use app search to find clients, cases, appointments, billing documents, settings, and help articles without leaving your current workflow.

Founding Practice Onboarding and Migration Support

How PracticeRunner helps early customers move from another EHR, review imported records, and configure the system around how they work.

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.

Practice Model

Group Consultation

How to use a consultation group for consultation clients receiving professional consultation services together.

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.

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.

Representatives, Billing Contacts, and Approved Helpers

How to handle situations where someone other than the client helps with billing, scheduling, forms, or portal access.

Choosing a Case Type for Consultation, Workshops, and Groups

Choose the PracticeRunner case type that matches individual consultation, consultation groups, workshops, therapy groups, couples, and families.

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.

Practice Management for Couples, Families, and Groups

How PracticeRunner organizes couples therapy, family therapy, groups, consultations, scheduling, notes, billing, portal access, and communication.

Portal

Message Attachments

Send and receive files in messages, choose whether clients can upload through the portal, and save or delete received attachments.

Secure Messaging with Clients

Choose email or secure delivery, switch the message badge, understand delivery labels, and manage where replies and email copies go.

Using the Client Portal

What the client portal is, how clients access it, and how the portal supports messages, appointments, express payments, forms, and saved payment methods.

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.

Scheduler

Online Scheduling and Inquiries

How PracticeRunner handles public inquiry scheduling, provider booking links, locations, services, and follow-up in Conversations.

Add PracticeRunner Booking and Inquiry Buttons to Your Website

Set up embedded booking or inquiry buttons, target a specific clinician, use your website's existing button, and give accurate instructions to a developer or AI assistant.

Managing Inquiries, From First Contact to Active Client

How to move a prospect from an initial inquiry through consultation, intake, active-client status, or a clear closed outcome.

Offering Appointment Times to a Client

How to offer filtered appointment times, create a client scheduling link, and control locations, date ranges, notice, and buffers.

Google Calendar sync

How PracticeRunner's one-way Google Calendar sync works, what it sends to Google Calendar, and how it differs from a calendar feed.

Shared Busy Time Visibility Across Providers

How providers can share busy blocks across PracticeRunner organizations, show them on the calendar, and decide whether they should block online scheduling.

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.

Setting Availability by Location and Session Format

How to create availability that matches providers, locations, session formats, services, and scheduling audiences.

Client calendar feeds and appointment reminders

How client calendar feeds and automated email reminders help clients keep track of appointments without extra busywork.

Clinical

AI Assistant Settings

Enable optional AI tools, manage personal guidance in Preferences, and choose session preparation directions and note history.

AI Note Assistant

Draft or revise an appointment note from reviewed source material, choose writing guidance and a format, then review before saving or signing.

Notes and Source Material

How to use the Session Workspace for source material and note drafting, then review, edit, save, and sign notes.

Session Brief

Prepare for a session with selected note history, the active treatment plan, personal guidance, and visible source coverage.

Session Workspace and Record Audio

How to use the appointment workspace for telehealth, audio recording, audio or video upload, transcripts, source material, and note review.

Treatment Plans

Create case treatment plans, review optional AI proposals, submit plans for supervision, and manage revisions and review dates.

Clients, Cases, and Appointments

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

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.

Managing Diagnosis Codes and Client Diagnoses

How to search ICD-10-CM codes, manage the practice diagnosis list, assign diagnoses to clients, and review diagnosis details used for billing.

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

Choosing Services and Billing Codes

A practical guide to common therapy billing codes, psychotherapy time, family and group attendance, documentation, telehealth modifiers, and place of service.

Choose Which Billing Emails Clients Receive

Set automatic invoice, receipt, and payment-problem emails, and understand how client portal preferences take precedence.

Advance Payments and Superbill Timing

Allow optional session payments before or after an appointment, understand refund and payer considerations, and keep future services off superbills.

Invoice Flows, from Appointment to Payment

Follow manual invoices, scheduled billing, and AutoPay through payment, pending bank transfers, and billing corrections.

Managing Invoices, Payments, and Flexible Billing

How PracticeRunner supports invoices, portal express payments, pay-by-phone handoff, bank transfers, AutoPay, statements, superbills, and CMS-1500 claims.

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.

Setting Up Stripe for Cards, Portal Wallets, and Bank Transfers

How to connect Stripe, enable card and bank-transfer payments, and understand Apple Pay and Google Pay express options in the client portal.

Group Therapy Attendance, Participant Billing, Superbills, and Claims

How one PracticeRunner therapy-group appointment handles participant attendance, separate invoices, superbills, documentation, and the current CMS-1500 claim boundary.

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.

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.

Insurance

Who a Superbill Is For and Who Receives It

How case type, identified patient, and payer responsibility determine Superbill scope, PDF addressing, and delivery.

Superbills for Insurance Reimbursement

How to create superbill drafts, review and approve them, and configure automatic generation for client insurance reimbursement.

CMS-1500 Claims and Payer Responses

How to create, review, export, and manually reconcile CMS-1500 insurance claims in PracticeRunner.

Intake, Documents and Forms

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.

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.

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.

Formatting Documents with Markdown

Learn the Markdown patterns supported in PracticeRunner documents, including headings, lists, links, emphasis, dividers, and template variables.

Using the Document Editor

Learn how to create client-facing documents, upload PDFs, require acknowledgement or signature, and format content with Markdown.

Reports

Understanding PracticeRunner Reports

A plain-language guide to report names, accounting terms, date rules, imported records, payment details, credits, refunds, bank deposits, CSV downloads, and PDF copies.

Security

AI privacy and data use

How PracticeRunner processes clinical information for optional AI features, protects it from shared-model training, and removes temporary source material and session briefs.

Login Security and Account Recovery

How PracticeRunner handles passkeys, email links, Google and Microsoft sign-in, physical security keys, recovery codes, and organization login policies.

Client Email Privacy

How PracticeRunner sends client emails separately to reduce accidental disclosure of recipient relationships.

How PracticeRunner Uses AI Without Training Shared Models on Client Information

How optional AI-assisted features work in PracticeRunner, why media, scans, and photos are deleted after transcription or text extraction, and how PracticeRunner keeps client information out of shared and cross-practice AI training.