Add Your First Client
This guide walks you through creating your first client record in Praxi. By the end, you'll have a complete client profile ready for scheduling and clinical work.
Prerequisites
- You've completed registration and first login
- Your account has the Practitioner, Practice Manager, or Practice Owner role
Step 1: Open the New Client form
You can add a client from anywhere in Praxi:
- Click the + New button at the top of the sidebar and choose New client, or
- Press c on your keyboard from any page, or
- Open the Clients list (Essentials section of the sidebar) and click the + button in the top-right corner.
All three open the same quick-add form. Only a first and last name are required — everything else can be completed later, by you or by the client through their intake forms. For every other way clients can be created (online bookings, website enquiries, phone calls, document uploads), see Adding clients.
Step 2: Fill in Personal Details
Complete the required fields:
| Field | Notes |
|---|---|
| First name | Legal first name as it appears on Medicare card |
| Last name | Legal surname |
| Preferred name | Optional — used in communications and the session greeting |
| Date of birth | Required for Medicare claiming and minor consent rules |
| Gender | As per Australian Institute of Health and Welfare categories |
| Pronouns | Optional — displayed on the client profile for clinical notes |
Step 3: Add Contact Details
Add at least one contact method:
- Email — used for appointment reminders, invoices, and the client portal
- Mobile — used for SMS reminders (Australian format: 04XX XXX XXX)
- Address — residential address (useful for referral letters and reports)
contact**. Praxi applies Family Law Act 1975 consent rules automatically based on the client's age. :::
Step 4: Configure Medicare and Funding
If the client has a Medicare card or other funding source, add it now:
- Medicare number — the full card number and IRN (Individual Reference Number)
- Medicare expiry — card expiry date
- DVA number — if the client is a DVA card holder
- Funding source — select from Medicare, DVA, NDIS, Private, EAP, WorkCover, TAC, or other options
You can add multiple funding sources. The primary funding source is used as the default when creating invoices.
authorised practitioners. :::
Step 5: Set Clinical Preferences
Optionally configure:
- Referral source — how the client found your practice (GP referral, self, website, etc.)
- Referring practitioner — link the referring GP or specialist
- Primary practitioner — assign the client to a specific practitioner in your practice
Step 6: Save the Client
Click Save to create the client record. You'll be taken to the new client's profile page.
What Happens Next
Once the client is created, Praxi automatically:
- Creates a client profile with a unique identifier
- Applies consent defaults based on the client's age and your practice settings
- Makes the client available for appointment scheduling and invoicing
Next Steps
From the client profile, you can:
- Schedule an appointment — see navigation guide for finding the scheduler
- Send intake forms — use the Forms tab to send consent and intake questionnaires
- Write a clinical note — see Write your first clinical note
- Create an invoice — see Create your first invoice
Tips
- Intake pipeline: If your practice uses an intake pipeline, new clients enter the pipeline automatically. Check Practice settings to configure intake stages.
- Consent forms: Send digital consent forms before the first session. Praxi tracks consent status and reminds you if consent is outstanding.
- Duplicate detection: Praxi checks for duplicate clients when you enter a name and date of birth. If a match is found, you'll be prompted to review the existing record.