Client Workflow Summary

How the client record summarizes lifecycle status, workflow state, next steps, onboarding checklist items, billing arrangements, and open attention items.

Client workflow summary

The Workflow summary on a client record gives a quick view of what is happening with that person or case. It is meant to help staff see the next practical step without scanning every tab.

You can find it near the top of the client record.

What the summary shows

The summary can include:

Next appointment: the next future appointment, with a link back to the calendar.
Lifecycle status: the client’s current status, such as Prospect, Intake pending, Active, Waitlist, Inactive, Contact, or Archived.
Workflow state: the current action state PracticeRunner detects from the record.
Next step: a short suggestion for what to review or complete next.
Billing arrangement: who handles billing when a couple, family, group, or related contact has a separate billing contact.
Onboarding checklist: intake, payment method, first appointment, and imported-record review status when applicable.
Open attention items: tasks and relationship-verification items tied to the client.

Lifecycle status and workflow state

Lifecycle status describes where the person is in your practice. Workflow state describes what needs attention now.

For example:

A client can be Active but have a workflow state of Payment method missing.
A prospect can be Intake pending with a workflow state of Intake incomplete.
An imported client can be clinically active but still show Imported record needs review until staff checks the imported information.

Workflow states

The workflow state can show:

Ready to schedule: the person is a prospect or intake-pending client without an appointment yet.
Needs attention: open tasks or relationship-verification items are attached to the record.
Intake incomplete: intake has not been completed yet.
Payment method missing: automatic payment is expected, but the client or billing contact does not have a saved payment method.
Billing issue: a saved payment method or billing setup needs review.
Scheduling request: a client or requester has asked for a scheduling change or appointment.
Imported record needs review: imported information should be checked before routine use.
No follow-up scheduled: an active client does not have a future appointment.
Contact record: the record is being used as a contact rather than an active clinical client.
On track: no immediate workflow action is detected.

Onboarding checklist

The onboarding checklist is shown when the items apply to the client.

It can include:

Intake forms
Payment method
First appointment
Imported record review

For couple, family, group, or representative billing arrangements, the payment-method checklist may refer to the billing contact instead of the clinical client.

Billing arrangements

When billing is handled by another person in a case, the workflow summary can name the billing contact.

For example, in a family case, a parent may be responsible for payment even if the identified client is a child. In that case, the workflow summary helps staff know whose payment method or billing setup needs attention.

Open attention items

The bottom of the workflow summary lists open attention items tied to the client. These may include system-created tasks, manually created tasks, or pending relationship-verification claims.

Use this section as a quick route into the task list when the record needs follow-up.