Digital Waiting Room
Praxi provides a single digital waiting room that works for both in-person and telehealth appointments. Waiting Room is its own item in the sidebar. The screen is a two-panel surface: a Checked in list on the left and a Session prep briefing on the right, so you can move from "who's here" to "start the session" without leaving the page.
Checking In Clients
In-Person Check-In
- Open the client's appointment from the calendar or the Today view
- Select Mark Arrived (or click the status dot)
- The appointment status changes to Arrived, a timestamp is recorded, and the client appears in the Waiting Room list
- The assigned practitioner is notified that their client has arrived
Clients can also self-check-in via:
- Kiosk Mode -- an iPad at reception (see Kiosk Mode)
- Client Portal -- on their own device
- SMS link -- by tapping a check-in link sent before their appointment
- QR code at reception -- scan a QR code, verify via SMS one-time code
- 6-digit check-in code -- enter a code sent via SMS
Whether check-in is done by reception or by the client themselves, the assigned practitioner receives an arrival notification.
Telehealth Check-In
When a client joins a telehealth session, they are automatically placed in the virtual waiting room and appear in the same Checked in list, tagged as a telehealth arrival.
- The client clicks the telehealth link from their appointment reminder
- They enter the virtual waiting room (and complete any pre-admit forms)
- The practitioner sees them in the list as Waiting
- Click Admit -- the client shows as Arriving soon while they join -- then Start session to begin
Enable kiosk mode in Settings > Kiosk Settings to set up a self-check-in station at reception. Clients can look up their appointment by phone number, name and date of birth, QR code scan, or a 6-digit check-in code sent via SMS. See Kiosk Mode for full setup instructions.
The Checked-In List
The left panel shows a real-time view of everyone who is checked in, in-person and telehealth together. Each card shows the client name, appointment time, modality (in-person or telehealth), how long they have been waiting, the session type (for example First session or Treatment plan review). A header strip summarises the day: sessions done and still to go, average wait, and no-shows.
| Status | Meaning |
|---|---|
| Scheduled | Appointment confirmed, client has not arrived |
| Confirmed | Client has confirmed attendance (optional) |
| Arrived | Client has arrived and is waiting |
| In Progress | Session is underway |
| Completed | Session has ended |
| No Show | Client did not arrive within the grace period |
The list shows clients who are Arrived (waiting) or In Progress.
Session Preparation Panel
Selecting a client opens the Session prep briefing in the right panel — the same intelligence that previously lived only inside the session screen, now available before you start. For clinical users it shows:
- A short summary of the last session and recent themes
- A treatment plan focus card with suggested focus areas
- Outcome measures (such as PHQ-9, GAD-7, or WHO-5) with the latest score and severity
- Recent notes
From here, Start session with <client> takes you straight into the session (you can also press and hold Space). The recording and microphone "ready check" still runs on the session screen as the final step before the session begins.
Who sees what (roles)
The Checked in list is shared — reception, practice managers, and practitioners all use it to triage arrivals. The clinical Session prep briefing (assessment scores, notes, treatment focus) is shown only to clinical roles. Reception and practice-manager users instead see a non-clinical triage view (arrival time, modality, contact) with no clinical information, and do not see the Start session action.
Notifications
Praxi sends automatic notifications at key points in the waiting room flow:
- Client arrives -- The assigned practitioner is notified when their client checks in, whether by reception or via any self-service method
- Long wait -- If a client has been waiting longer than the configured threshold (default: 15 minutes), the assigned practitioner is alerted (once per wait)
- Telehealth ready -- When a client enters the virtual waiting room, the practitioner is notified immediately
Configure how you receive these in your notification preferences.
Telehealth Waiting Room
The telehealth waiting room provides a comfortable experience for clients before their session begins:
- Clients see a branded waiting screen with your practice name and logo
- A message confirms their practitioner will join shortly
- Audio and video checks run automatically so the client can verify their setup
- Clients can complete any pre-admit forms while they wait
- The practitioner can see the client's connection quality before admitting them
- If you are running late, you can send the client an estimated wait update
Clients in the telehealth waiting room cannot see or hear the practitioner until they are admitted. Video and audio are not transmitted until the session begins.
To customise the waiting room message, go to Settings > Telehealth > Waiting Room Message.