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Practice Owner Quick Start: Your First Week

As a practice owner, you have full administrative access to Praxi. This guide takes you through the setup and management features you need to get your practice running, organised across five days.

Switching from Another System?​

If you are migrating from Cliniko, Halaxy, Zanda, Splose, or another practice management system, import your existing data before setting up the rest of Praxi:

  • Import your client records -- Praxi supports direct import from 10+ systems with AI-powered column mapping and Australian healthcare field validation. See the full Switching to Praxi guide.
  • Import in phases -- bring across clients first, then appointments and clinical notes. Set up billing fresh in Praxi rather than importing invoices.
  • Verify your data -- spot-check imported records against your old system before going live.

Day 1 -- Practice Setup and Branding​

Configure your organisation's core details and make Praxi feel like your own.

  • Complete your organisation profile -- enter your ABN, practice name, locations, and contact details. See Organisation Settings.
  • Set up your first login -- verify your account, enable two-factor authentication, and complete your personal profile. See First Login.
  • Configure public holidays -- add Australian state-specific public holidays so your calendar blocks them automatically. See Public Holidays.
  • Learn the navigation -- the sidebar is organised into four sections: Essentials (always visible), Clinical, Practice, and Development (all collapsible). Settings are in the Essentials section. As a practice owner, you have access to all sections. See Navigation.

Day 2 -- Team Management and Permissions​

Invite your team and control what each role can access.

  • Add staff members -- invite practitioners, receptionists, and other team members to your practice. See Team Management.
  • Configure roles and permissions -- Praxi has 12 built-in roles from practice owner to external referrer. Assign the right level of access to each team member. See Permissions and Roles.
  • Set up leave management -- allow staff to request leave and manage approvals. See Leave Management.
  • Review contracts and timesheets -- track contractor agreements and working hours. See Contracts and Timesheets.

Day 3 -- Billing and Payment Gateways​

Configure your practice's financial infrastructure.

  • Understand the billing system -- Praxi supports Medicare, DVA, NDIS, WorkCover, and private billing natively. See Billing Overview.
  • Connect a payment gateway -- set up Stripe for online payments or Tyro for in-clinic EFTPOS. See Stripe Setup and Tyro Setup.
  • Link your accounting software -- sync invoices to Xero or MYOB for seamless bookkeeping. See Xero Setup and MYOB Setup.
  • Configure Medicare credentials -- enable online claiming for your practitioners. See Medicare Setup.

Day 4 -- Compliance and Audit​

Meet your regulatory obligations with Praxi's built-in compliance tools.

  • Review compliance features -- understand how Praxi helps you meet Privacy Act, AHPRA, and ATO requirements. See Compliance Overview.
  • Explore the audit log -- every action in Praxi is recorded in an immutable audit trail retained for seven years. See Audit Logs.
  • Understand data retention -- learn how Praxi handles record retention, archiving, and right-to-erasure requests. See Data Retention.
  • Review AHPRA requirements -- ensure your practice meets clinical governance and registration standards. See AHPRA Compliance.

Day 5 -- Workflows and Advanced Settings​

Automate repetitive tasks and fine-tune your practice configuration.

  • Create workflows -- automate appointment reminders, follow-up sequences, and intake processes. See Workflows Overview.
  • Set up triggers and conditions -- define when workflows run based on events, schedules, or client actions. See Triggers and Conditions.
  • Configure notification preferences -- control how your team receives alerts across email, SMS, and in-app channels. See Notifications.
  • Customise AI settings -- choose which AI features are enabled for your practice and configure agent behaviour. See AI Settings.

Medicare administration​

As practice owner, you have the full Medicare access set. Your role lets you:

  • View your own Medicare claims.
  • Submit claims for your own clients.
  • Submit and view claims across every practitioner in the practice.

One-time setup responsibilities​

  • PRODA organisation provisioning -- create the practice's PRODA org, register a B2B Unattended device, and link Praxi's vendor application (Praxi1.0). Praxi handles RSA keypair generation and rotation.
  • Minor ID allocation per location -- each clinic site needs an SA-issued Minor ID (AAANNNNN). Praxi allocates them sequentially under the vendor account, then you link each one in the PRODA UI before claiming begins.
  • MBS item enable / disable -- choose which items appear in your practitioners' submit sheets; retire items you do not use.
  • Claiming defaults -- set the default DB4 consent method (verbal, written, or digital), default bulk-bill behaviour, and per-location simulation toggles.

Cross-practitioner visibility​

You see every claim, every BPRW / BPYW / DVRW / DVYW report, and every reconciliation across the practice. Use the Medicare pages (Settings -> Medicare) for the cross-practitioner view.

HW027 lifecycle​

Each practitioner-location pair must have an HW027 lodged with Services Australia to link that provider number to the site's Minor ID. As practice owner you approve the queue, track lodgement, and re-lodge when a practitioner adds a new site.

Failed-claim triage​

The Failed Claims page surfaces rejected or pendable claims across all practitioners. You can reassign ownership, resubmit (PCIW pendable flow), or mark for write-off.

Next Steps​

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