Skip to main content

Adding Clients

Clients reach your practice in lots of ways — a phone call, your website, a GP referral, a walk-in. Praxi matches each of those with a fast path, so a record exists the moment the relationship starts and the details fill in over time.

The pattern throughout: capture the minimum now, complete the rest later. A first and last name is enough to create a client; intake forms, document uploads, and AI suggestions take care of the rest.

In the app​

The + New button (and keyboard shortcuts)​

The + New button at the top of the sidebar creates clients, appointments, tasks, notes, enquiries, and invoices from any page. On a phone or small screen, the same menu lives behind the Create button in the bottom tab bar.

Keyboard users: press c anywhere to open the New Client form, or ⌘K and type "new client". The quick-add form needs only a name; date of birth, contact details, and a funding type are optional. Duplicate detection runs as you type and links you to existing matches.

If your practice has a default intake form pack configured, the form offers a Send intake forms tick-box — the client gets their paperwork by email or SMS the moment they're created.

While booking an appointment​

Taking a booking over the phone for someone new? Don't stop to create them first. In the calendar's quick-add appointment dialog, search for the client — if there's no match, choose New client, confirm their name and mobile, and they're created and selected in one step. The full appointment form has the same + New client shortcut beside the client selector.

Logging an enquiry​

For a phone or walk-in enquiry that isn't ready to book, use + New → New enquiry. This logs the person into the intake inbox (Intake in the sidebar) with their contact details and what they're looking for, where your team can triage: accept (they become an active client), waitlist, or decline.

From your website​

Online bookings​

When online booking is enabled, new clients who book through your booking page are created automatically — matched against existing clients by email, phone, and name so you don't get duplicates. The booking page can be:

  • linked directly (app.praxi.au/booking/your-practice),
  • embedded on your own website as an iframe,
  • shared as a QR code (on cards, posters, or referral packs), or
  • shown on your Praxi practice page (praxi.au/p/your-practice).

Website enquiry form​

Your Praxi practice page includes a "Not sure where to start?" message form. Submissions land in the intake inbox as website enquiries; when the sender gives their full name, an enquiry-stage client record is created and linked automatically. One click converts a message-only enquiry into a client.

From phone calls​

With the Practice Phone, callers who reach voicemail appear in your unified inbox. Any voicemail that isn't linked to a client yet has a Create client action that pre-fills the caller's number (and the voicemail transcript for context), then links the voicemail to the new record.

From documents (AI-assisted)​

Upload a referral letter, discharge summary, or specialist letter to a client's Files tab and Praxi's AI reads it for profile details — contact information, Medicare details, emergency contacts, and more.

Anything that's missing from the profile, or different from what's on file, appears as a suggestion on the client's Overview tab showing:

  • the current value and the suggested value side by side,
  • how confident the AI is, and
  • the exact sentence from the document the value came from.

Nothing is applied until a team member clicks Accept — the AI never changes a profile on its own. Suggestions require the client's AI processing consent, and the feature can be switched off practice-wide under Settings → Clients → AI document analysis.

Automating the paperwork​

Under Settings → Clients → Intake Forms you can choose a default intake form pack and switch on Auto-send on new client. Every new client with an email or mobile — however they were created, including online bookings — gets their intake paperwork immediately. Completed forms write straight back to the client's profile.

Importing existing clients​

Moving from another practice management system? Use Settings → Data Migration to import your client list in bulk. See client records for what a complete profile holds.