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.
Search the knowledge base
Scan titles, summaries, categories, and article content.
58 articles
Basics
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.
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.
Trouble Logging In
How to choose the right PracticeRunner sign-in page for provider, staff, and client portal access.
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.
Tasks and Needs Attention
How PracticeRunner creates, assigns, filters, and resolves tasks for inquiries, billing issues, supervision, missing notes, intake, and imported records.
Practice Model
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.
Group Consultation
How to use a consultation group for consultation clients receiving professional consultation services together.
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.
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.
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.
Representatives, Billing Contacts, and Approved Helpers
How to handle situations where someone other than the client helps with billing, scheduling, forms, or portal access.
Practice Management for Couples, Families, and Groups
How PracticeRunner organizes couples therapy, family therapy, groups, consultations, scheduling, notes, billing, portal access, and communication.
Portal
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.
Secure Messaging with Clients
How PracticeRunner keeps client-provider messages inside the portal while sending generic email notifications.
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
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.
Online Scheduling and Inquiries
How PracticeRunner handles public inquiry scheduling, provider booking links, locations, services, and follow-up in Conversations.
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
Clients, Cases, and Appointments
A practical guide to managing clients, cases, relationships, billing details, and appointments.
AI Assistant Settings
How to enable optional Session Brief, note drafting, note revision, source-material, recording, and transcription tools in PracticeRunner.
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.
Notes and Source Material
How to use the Session Workspace for source material and note drafting, then review, edit, save, and sign notes.
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.
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.
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.
Billing
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.
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.
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
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 Document Editor
Learn how to create client-facing documents, upload PDFs, require acknowledgement or signature, and format content with Markdown.
Using the Documents & Forms Editor
Learn how to build questionnaires, choose question types, organize sections, and understand how forms appear for clients.
Reports
Security
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.
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.
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.
Choose a Color Theme
Choose a fixed PracticeRunner workspace palette or an adaptive theme that follows your device's light and dark appearance setting.
Customize Email, Call, and Text Buttons
Choose which desktop and mobile apps PracticeRunner opens when you email, call, or text a contact.
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, VCF, PracticeRunner JSON, and FHIR R4 formats for contact and case import/export.