Approval Workflows

Praxi uses a tiered approval system to ensure that sensitive or high-impact actions are reviewed by an appropriate person before they execute. Every action in the registry has an assigned approval tier that determines whether it runs immediately or waits for authorisation.

Approval Tiers

Tier	Who Can Approve	Example Actions
NONE	No approval needed — executes immediately	View client, open calendar, search
PRACTITIONER	Any practitioner or above	Sign clinical note, approve document, submit Medicare claim
OWNER	Practice owner only	Delete client record, modify billing settings, export data

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There is also a small number of ADMIN-tier actions reserved for Praxi platform operations. These are not visible to practice users.

Who Can Approve at Each Tier

Tier	Practice Owner	Supervisor	Practice Manager	Practitioner	Intern	Receptionist
NONE	--	--	--	--	--	--
PRACTITIONER	Yes	Yes	No	Yes	No	No
OWNER	Yes	No	No	No	No	No

How Approval Requests Are Routed

When you execute an action that requires approval, Praxi creates an approval request and routes it to the appropriate person:

1. PRACTITIONER tier: The request is sent to the practitioner associated with the record (e.g., the treating practitioner for a clinical note). If unavailable, it escalates to supervisors.
2. OWNER tier: The request is sent to all practice owners. Any owner can approve.

Routing Priority

For PRACTITIONER-tier approvals, Praxi follows this routing order:

1. The practitioner who owns the record
2. The practitioner's designated supervisor
3. Any available supervisor in the organisation
4. Any practice owner

Each level is tried in order. If no response is received within your practice's configured timeout, the request escalates to the next level.

Viewing Pending Approvals

Pending approvals appear in several places:

• Command Palette: Press Cmd+K and look for the Pending Approvals section at the top
• Activity Feed: Approval requests appear as action items in your feed
• Notifications: You receive in-app, email, or SMS notifications (based on your preference settings)
• Dashboard widget: The "Approvals" widget shows a count of pending items

Approval Request Details

Each request shows:

• Action -- what will happen if approved
• Requested by -- who initiated the action
• Parameters -- the specific data involved
• Requested at -- when the request was created
• Expires -- when the request will auto-escalate or expire

Approving and Rejecting

From Notifications

Click the approval notification to see the full request. Choose:

• Approve -- the action executes immediately
• Reject -- the action is cancelled, and the requester is notified
• Request Changes -- send the request back with a note (e.g., "Please use item 80010 instead of 80110")

From the Command Palette

1. Press Cmd+K
2. Navigate to Pending Approvals
3. Select a request to review
4. Approve, reject, or request changes

More Than Approve or Reject

Opening a request gives you more options than a straight yes/no:

• Request changes -- send it back to the requester with feedback
• Delegate -- hand the decision to another approver
• Snooze -- defer the decision until a time you choose

Practice Owner Bypass Rules

In some situations, a practice owner can bypass the normal approval flow:

Single-Owner Self-Approval

If you are the sole practice owner in your organisation, OWNER-tier actions that you initiate are automatically approved. This prevents a deadlock where the only person who can approve is also the person requesting.

Multi-Owner Organisations

In practices with multiple owners, OWNER-tier actions require approval from a different owner. You cannot approve your own OWNER-tier requests.

AI Actions and Approval

All AI agent suggestions require human approval regardless of the action's normal tier. This is a PsyBA 2025 compliance requirement.

Normal Tier	When Executed by You	When Suggested by AI
NONE	Executes immediately	Requires your approval
PRACTITIONER	Requires practitioner approval	Requires your approval + practitioner approval
OWNER	Requires owner approval	Requires your approval + owner approval

For PRACTITIONER and OWNER-tier actions suggested by AI, two approvals are needed: first you confirm the suggestion, then the action goes through normal tier-based approval.

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AI suggestions are logged in the audit trail whether approved or rejected, in compliance with AHPRA record-keeping requirements. These records are retained for 7 years.

Approval Timeouts

If an approval request is not actioned within the configured timeout, one of the following occurs:

Timeout Action	Behaviour
Escalate	Route to the next level in the approval chain
Auto-reject	Cancel the request and notify the requester
Expire silently	Cancel without notification (used for low-priority items)

Timeouts are configured by your practice owner.

Configuring Approval Settings

Practice owners can customise the approval system at Settings > Approval Settings:

• Timeout durations per tier
• Escalation paths (who gets notified next)
• Notification channels (in-app, email, SMS)
• Batch approval enable/disable
• Auto-reject rules for expired requests

Related

• Command Palette -- Where approval requests surface
• AI Agents & Actions -- Why AI actions always need approval
• Undo & Recovery -- Reversing approved actions
• Workflow Builder -- Adding approval gates to workflows

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