Supervision and Associate Workflows

How PracticeRunner supports associates, supervisors, case-level review assignments, note review tasks, and billing document provider labels on Professional and Group plans.

Supervision and associate workflows

PracticeRunner supports associate workflows on Professional and Group plans. These tools help a practice assign supervised cases, route notes for review, and keep billing documents clear about who rendered the service and who supervised it.

Starter is designed for a solo clinician and does not include associate seats.

What Professional includes

Professional supports associate seats for solo practices that use associates under the owner’s supervision.

On Professional:

the practice has one clinician seat for the owner
associate seats can be added as needed
the owner is the default supervisor for associates
case and appointment workflows can show the supervising provider and rendering provider when associate work is involved
supervisor review tasks can help the owner track notes that need review

Professional keeps the supervision model straightforward. It is best when a solo practice owner is the supervising clinician for associate work.

What Group adds

Group supports more flexible supervision across multiple clinicians.

On Group:

the practice includes multiple clinician seats
associates can be assigned to a default supervisor or managed at the case level
a case can use a case-specific supervising clinician
an appointment can inherit the case supervisor or use an appointment-level override when a supervisor needs to step in
supervisors can receive tasks when associate notes are ready for review

Use Group when associates may be supervised by different clinicians depending on the case, or when the practice needs more than one active clinician seat.

How case and appointment supervision works

PracticeRunner supports three supervision levels:

Provider-level supervision is the associate’s default supervisor. This is set on the team member record and applies when no case/client-specific supervisor is set.
Case/client-level supervision is set on an individual client, couple, family, or group. Use it when a specific client or case should be reviewed by a different supervising clinician than the associate’s default supervisor.
Appointment-level override is for a specific session. Use it only when supervision already exists at the case/client level or provider level, and a different supervisor is covering that appointment.

PracticeRunner resolves supervision in this order:

Appointment-specific supervisor, when one is set
Case/client-specific supervisor, when one is set
The associate’s provider-level supervisor

Appointments normally inherit the case/client-level supervisor first, then the associate’s provider-level supervisor. PracticeRunner only shows appointment-level override choices when there is already a case/client-level or provider-level supervisor to inherit from. If neither level has a supervisor, add the supervisor at the case/client level or provider level before using an appointment override.

An owner, admin acting on behalf of a provider, or supervising clinician can use the appointment-level override when a different supervisor is covering a specific session.

Note review tasks

When an associate signs a progress note and sends it for review, PracticeRunner can create a task for the supervising clinician. This gives the supervisor a direct way to open the note editor and complete the review.

Practices can also use clinical documentation reminders for missing or unsigned notes. These reminders are intended to run on a scheduled maintenance cycle, such as nightly.

For more detail about task types, assignment, filtering, and automatic resolution, see Tasks and Needs Attention.

Billing documents and provider labels

Invoices, statements, and superbills keep billing identity separate from clinical supervision.

The practice is the default billing entity on Starter and Professional. Group practices can choose centralized billing or provider-level billing settings where those workflows are enabled.

When associate work appears on insurance-facing documents, PracticeRunner uses the terminology insurance plans expect:

Rendering Provider: the associate who provided the service
Supervising Provider: the clinician whose supervision applies to the service

For associates, services usually need to be billed under the supervising provider while still naming the associate who rendered the service. On superbills, the provider identifiers in the provider section, such as NPI, license, Tax ID, phone, and email, belong to the supervising provider. The associate is named as the rendering provider when applicable.

Invoices and account statements are not insurance submission documents, so PracticeRunner uses plainer labels there:

Service Provider: the associate or clinician who provided the session
Supervisor: the supervising clinician, when supervision applies