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.
Basics
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.
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.
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.
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
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.
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.
Secure Messaging with Clients
How PracticeRunner keeps client-provider messages inside the portal while sending generic email notifications.
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.
Scheduler
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.
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.
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
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.
Notes and Source Material
How to use the Session Workspace for source material and note drafting, then review, edit, save, and sign notes.
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.
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
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.