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Practice Manager Quick Start: Your First Week

As a practice manager, you oversee the day-to-day operations of your practice -- from staff scheduling to compliance reporting. This guide covers the features most relevant to your role, organised across three days.

Day 1 -- Staff Management and Rosters​

Get a handle on your team's availability and working arrangements.

  • Log in and complete your profile -- set up your account and familiarise yourself with the navigation sidebar. As a practice manager, you primarily use the Practice section (staff, compliance, workflows) and billing features under the Essentials section. See First Login and Navigation.
  • Manage your team -- view all staff members, their roles, and contact details. Invite new team members and deactivate departing staff. See Team Management.
  • Handle leave requests -- review and approve leave applications, and see how approved leave blocks out calendar availability. See Leave Management.
  • Track timesheets and contracts -- monitor working hours for contractors and review contract terms. See Timesheets and Contracts.

Day 2 -- Reports and Compliance​

Understand how Praxi helps you meet regulatory obligations and track practice performance.

  • Review compliance posture -- get an overview of your practice's compliance status across Privacy Act, AHPRA, and ATO requirements. See Compliance Overview.
  • Explore the audit log -- every user action is recorded in an immutable trail retained for seven years. Use filters to investigate specific events. See Audit Logs.
  • Monitor financial reports -- track revenue, outstanding balances, and aged receivables to keep the practice financially healthy. See Financial Reports.
  • Understand data retention rules -- learn how Praxi handles record archiving, retention periods, and erasure requests under the Privacy Act. See Data Retention.

Day 3 -- Workflows and Automation​

Reduce manual work by automating common practice processes.

  • Explore workflows -- Praxi's workflow engine lets you automate appointment reminders, intake sequences, follow-up emails, and more. See Workflows Overview.
  • Create your first workflow -- build a simple automation such as a new-client welcome sequence or an overdue-invoice reminder. See Creating Workflows.
  • Configure triggers and conditions -- set workflows to fire on events (e.g., appointment booked), schedules (e.g., daily at 9 AM), or manual triggers. See Triggers and Conditions.
  • Set up approval workflows -- require practitioner or owner sign-off for sensitive actions like bulk billing or record changes. See Approval Workflows.
Practice managers have broad access to administrative features but cannot

view clinical note content. If you need to verify that notes have been signed on time, use the compliance dashboard rather than opening individual records. :::

Medicare oversight​

As practice manager you have organisation-wide claiming visibility without the configuration responsibilities of the owner. Your role lets you:

  • View your own Medicare claims (if you also see clients).
  • View and submit claims across every practitioner in the practice.

Cross-practitioner visibility​

You see every Medicare and DVA claim, every BPRW / BPYW / DVRW / DVYW report, and every reconciliation result. The Medicare pages (Settings -> Medicare) give you the cross-practitioner dashboard.

What you cannot do​

Two setup tasks are restricted to the practice owner:

  • PRODA organisation provisioning -- the device, vendor link, and RSA keypair belong to the owner
  • Minor ID allocation -- the per-location SA-issued site identifier (AAANNNNN) is owner-only

If you need either, ask the practice owner to action it from Settings -> Medicare -> PRODA or the location settings page.

Day-to-day responsibilities​

  • Reconciliation oversight -- review BPYW and DVYW payment reports daily; investigate any rejected services from BPRW.
  • Failed-claim triage -- the Failed Claims page lists pendable PCIW submissions, rejected services, and stuck async claims. Reassign, resubmit, or escalate.
  • HW027 lodgement coordination -- each practitioner-location pair needs an HW027 lodged with Services Australia. You coordinate the paperwork; the owner approves and tracks completion.

Next Steps​

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