Managing Clients

Praxi provides a comprehensive client management system designed for healthcare practices.

Creating Clients

Quick Create

1. Press Cmd+K to open the command palette
2. Type "new client"
3. Enter basic details:
   • First name and last name
   • Date of birth
   • Contact information
4. Click Create Client

Full Registration

For comprehensive client intake:

1. Go to Clients in the sidebar
2. Click New Client
3. Complete all sections:
   • Personal details
   • Contact information
   • Emergency contacts
   • Funding sources
   • Referral information
4. Click Save

Client Statuses

Each client has a status that reflects where they are in the treatment journey:

Status	Description
Enquiry	Initial contact, not yet confirmed for treatment
Forms Sent	Intake forms have been sent and are awaiting completion
Forms Completed	Intake forms returned, ready to book
Waitlist	Confirmed but waiting for a suitable appointment
Booked	First appointment booked but not yet attended
Active	Currently receiving treatment
Inactive	No longer attending but not formally discharged
Discharged	Treatment has formally concluded via discharge workflow
Awaiting Record Destruction	Retention period ending; record queued for destruction

Praxi enforces valid transitions between statuses. For example, an Enquiry can move to Waitlist or Active, but not directly to Discharged.

Contact-Only Profiles

You can also create contact-only profiles for non-client contacts such as GPs, schools, and employers. These profiles cannot have appointments, clinical notes, invoices, or portal access.

Client Information

Personal Details

Required fields:

• First name and Last name
• Date of birth (required for Medicare)

Optional fields:

• Preferred name (displayed in appointments and communications)
• Gender
• Pronouns
• Presenting issue

Contact Information

• Email -- For reminders and communications
• Mobile -- For SMS reminders (Australian format validated)
• Phone -- Secondary contact
• Address -- Street, suburb, state, postcode, country

Emergency Contacts

At least one emergency contact is recommended:

• Name and relationship
• Phone number

Healthcare Identifiers

• Medicare number -- 10-digit number with checksum validation
• Medicare position (IRN) -- 1 to 9
• DVA number -- For Veterans' Affairs clients (format validated)
• IHI -- Individual Healthcare Identifier (16-digit, Luhn validated)

Searching Clients

Quick Search

1. Press / or click the search bar
2. Type any of:
   • Client name (first, last, or preferred)
   • Email address
   • Phone number
   • Client number
   • Medicare number
3. Select from results

Advanced Search

For complex queries:

1. Click Advanced Search
2. Build conditions using fields such as:
   • Status (enquiry, waitlist, active, inactive, discharged)
   • Practitioner assigned
   • Funding source (Medicare, DVA, NDIS status)
   • Risk level (low, medium, high, critical)
   • Age, gender, tags
   • Date ranges (created, last appointment, next appointment)
   • Total sessions and referral source
3. Combine conditions with AND or OR logic
4. Click Search

You can save searches for repeated use and share them with your team.

Filtering and Sorting

Quick Filters

Filter	Description
My Clients	Clients assigned to you
Active	Currently in treatment
Inactive	No longer attending
Waitlist	Waiting for availability
Enquiry	Initial contact, not yet booked
Discharged	Treatment formally concluded

Sort Options

Sort by one or more columns:

• First name or last name (A-Z, Z-A)
• Date of birth
• Client number
• Date created
• Status
• Last session date

Tags and Categories

Organise clients with tags:

Creating Tags

1. Open a client profile
2. Click Add Tag
3. Select existing or create new
4. Tags appear on client cards

Common Tags

• NDIS - NDIS participants
• Medicare - Medicare Mental Health Plan
• DVA - Department of Veterans' Affairs
• WorkCover - Work injury claims
• Youth - Under 18 clients
• Couples - Part of couples therapy

Filtering by Tags

1. Go to Clients
2. Click the tag filter
3. Select one or more tags
4. View filtered results

Client Profile

Each client profile is organised into eight main tabs, plus a More menu with role-gated tabs -- Assessments, Treatment Plan, and Pathways for clinical staff, and Behaviour Support for NDIS behaviour-support roles:

Overview tab

The overview is the first view when opening a client record. It provides an at-a-glance summary of the client's current status:

• Metrics strip -- Next appointment, last contact, outstanding balance, and pending forms
• Alert banners -- Expiring Medicare plans, unsigned notes, overdue tasks, and other time-sensitive items
• Activity timeline -- Chronological feed of recent sessions, messages, invoices, and file uploads
• Quick actions -- Start Session, Schedule, Quick Note, and Send Message buttons for common tasks

Profile tab

Client background information in stacked sections:

Section	Contents
Personal Details	Contact information, demographics, emergency contacts
Care Team	Assigned practitioners and their roles
Family & Relationships	Partner, family member, and guardian links
Consent	All consent records -- treatment, data sharing, AI, recording
Treatment Episodes	Episodes with start/end dates and discharge summaries
Referrals & Funding	Referral history, current referral status, and funding details
Portal & Communication	Client portal access, messaging preferences, communication opt-ins

Notes tab

Clinical notes for the client, in reverse chronological order. Create, view, and sign session notes from this tab.

Appointments tab

All scheduled and past appointments for the client. Book new appointments or reschedule from this tab.

Billing tab

A two-column layout for financial management:

• Left column -- Medicare / MHCP tracking (session count, GP review status, referral expiry) and attendance summary statistics
• Right column -- Invoices, payments, and funding source details

Documents tab

A consolidated file browser for all documents associated with the client. Filter by type using the chips at the top:

Filter chip	Contents
All Files	Everything on the client record
Documents	Uploaded files, correspondence, client-provided items
Clinical Reports	Clinical assessment reports
NDIS Reports	Progress reports and NDIS plan documents
Letters	Generated letters to GPs, schools, and other parties
Forms	Completed intake forms, assessments, and questionnaires
Referral Documents	Referral letters and supporting documentation

Use the search bar to find files across all categories. Click Upload to add a file or Generate to create a letter or report from a template.

Client Tools tab

Prescribed forms, questionnaires, and other client tools. Send new forms or review completed responses from this tab.

Compliance tab

Compliance records relevant to this client, including consent status and regulatory requirements.

Assigning Practitioners

Clients can be assigned to one or more practitioners:

1. Open the client profile
2. Go to the Profile tab and expand Care Team
3. Add practitioners who can view and treat the client
4. Set the primary practitioner (used for billing)

Access Control

Role	Access Level
Primary Practitioner	Full access
Secondary Practitioner	View and notes
Receptionist	Booking only
Accountant	Billing only

Merging Duplicate Clients

If duplicates are created accidentally:

1. Go to Clients and use Check Duplicates
2. Praxi scans for potential matches by name, date of birth, phone, or email
3. Select the primary record to keep
4. Review the merge preview showing how data from both records will be combined
5. Click Confirm Merge

Merging is Permanent

Always verify before confirming. All appointments, notes, and billing transfer to the primary record. Every merge is recorded in the audit trail and cannot be undone.

Discharging Clients

When treatment concludes, use the formal discharge workflow:

1. Open the client profile
2. Click Discharge Client
3. Review the discharge checklist -- Praxi validates that all requirements are met (unsigned notes resolved, outstanding invoices addressed, referral details provided where needed)
4. Select a discharge reason (treatment complete, client request, non-attendance, transfer of care, moved away, financial, or other)
5. Write a discharge summary (minimum 50 characters)
6. Add follow-up instructions and recommendations (optional)
7. Click Complete Discharge

Discharged clients:

• Are hidden from default views
• Retain all records (7-year retention requirement under the Privacy Act 1988)
• Can be reactivated if they return for future treatment

Inactive vs Discharged

Set a client to Inactive if they have stopped attending but may return. Use Discharge for a formal end of treatment with a documented summary.

Importing Clients

For bulk import from other practice management systems:

1. Go to Clients and click the Import Clients button in the toolbar
2. Select your source system — Praxi has built-in support for Cliniko, Halaxy, Zanda (formerly Power Diary), Splose, Nookal, CorePlus, Jane App, PracSuite, Carepatron, SimplePractice, and Generic CSV
3. Upload your CSV file (up to 50 MB)
4. Review the column mapping — Praxi maps columns automatically for recognised systems, or uses AI-assisted mapping for generic CSVs
5. Choose how to handle duplicates (skip, merge, or overwrite)
6. Praxi validates each row for formatting, duplicates, and required fields (including Medicare numbers, Australian phone formats, and postcodes)
7. Review the validation summary and resolve any issues
8. Click Execute Import to create the records

For a detailed walkthrough including how to export from each system, see the Switching to Praxi guide.

Duplicate Detection

During import, Praxi checks for matching Medicare numbers, email addresses, mobile numbers, and name-plus-date-of-birth combinations to identify potential duplicates before they are created.

Exporting Client Data

For backups or transfers:

1. Go to Clients
2. Select clients (or use bulk selection)
3. Click Export
4. Choose format (CSV, Excel, PDF, or JSON)
5. Optionally include related data (appointments, notes, documents, invoices)
6. Download

Privacy and Consent

Privacy Statement

When creating clients, ensure:

• Privacy policy is provided
• Consent for record-keeping obtained
• Communication preferences set

Communication Preferences

Clients can opt in/out of:

• Email reminders
• SMS reminders
• Marketing communications
• Telehealth invitations

Tips

1. Keep contacts current - Verify details regularly for reliable reminders
2. Use tags consistently - Establish practice-wide tagging conventions
3. Add emergency contacts - Critical for risk management
4. Complete Medicare details - Required for bulk billing
5. Set preferred name - Improves client experience

Keyboard Shortcuts

Shortcut	Action
/	Focus search
N	New client
E	Edit selected
Cmd+K	Command palette

Related

• Consent Management
• Funding Sources
• Couples and Families

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