Using Integrated Telehealth in TherapyAppointment
Telehealth allows a provider to remotely see clients for a session securely and easily by using their computer's microphone and camera for either a 1:1 or group session.
In this Article:
- Enabling Telehealth
- Setting up a Telehealth Session
- Update an Existing Appointment to Telehealth Session
- Telehealth Session Requirements
- Starting a Telehealth Session
- Telehealth - Client View
- Other Things to Consider:
- Telehealth Layout & Features
- Additionally, please also visit our Telehealth Support page if you are a provider looking into best practices or things to consider when deciding to incorporate virtual therapy sessions.
Enabling Telehealth
To enable Telehealth for a staff member:
- Click Practice Settings (left menu)
- Select Staff from the top tabs
- Click the provider's name, which brings up the staff Profile view
- Navigate to the 'Roles' section
- Under it locate Therapist → Teletherapy
- Click to enable Telehealth for this therapist
To enable telehealth as a solo provider, simply go to:
- My Profile (left menu)
- Navigate to the 'Roles' section
- Under it locate Therapist → Teletherapy
- Click to enable Telehealth for yourself
Setting up a Telehealth Session
- Click Schedule (left-hand menu)
- Clicking in the schedule on the particular day/time desired, creating an appointment
- Enter the client's name at the top
- Check the 'Telehealth session' option
- Click
Update an Existing Appointment to Telehealth Session
If you have an existing standard appointment on your schedule and would like to change it to a Telehealth session, perform the following steps:
- Click Schedule (left-hand menu)
- Click on the desired appointment
- Click the tab (top)
- Change Telehealth Session? to Yes
- Click near the bottom
Telehealth Session Requirements
The client must have an email address and a client portal account created to access Telehealth.
To verify if the client has a portal account, go to: Clients > select the client name > and use the far right menu with the buttons to determine if they have a username/password set (example shown below).
Under the buttons, if an account has been created the username will be listed here.
If they do NOT have credentials, click which sends the client's email a sign-up link to create an account.
The client has 48 hours to click the link and create an account. If the link expires, a password reset link is accessible from the same section of the client profile and can be re-sent easily (it will say resend portal invitation)
Starting a Telehealth Session (Provider)
Starting a Telehealth Session (Client)
Client Notifications
⚠️ Approximately 15-30 minutes prior to a Telehealth appointment, clients will (in addition to the standard reminder) automatically receive a text and an email explaining a Telehealth session is beginning soon and to login to their client portal account, then click join to launch the session.
✉️ Telehealth Reminder Email:
📲 Telehealth Reminder Text (also supports voice):
⚠️ Ensure Availability is Setup for Client Self Scheduling
If you have a practice that is 100% telehealth, or you have days of the week which are telehealth only days, you will wish to limit your clients to ONLY scheduling telehealth on those days or "sections" of your availability so they do not assume this is an in-person appointment.
This may be accomplished by editing your availability calendar to limit certain days/times to telehealth only, from our article on setting up availability: Calendar Setup
When you click on an availability section, you can define whether or not an availability section is designated as in person, telehealth only, or both as shown below:
Then, when clients are scheduling they'd see a built in telehealth option, or can pick from either if you've defined it:
Telehealth Waiting Room - Setting
The default setting is a disabled waiting room, meaning clients would join without any assistance from you and can just join the session without any warning.
To enable the waiting room option for ALL your integrated provider sessions a provider may:
- Go to My Profile (left menu)
- Under "Client Portal Settings"
- Click the blue button
- Then change "Enable telehealth waiting room?" from No to Yes and save:
ℹ️ For Owners or Managers, go to:
- Practice Settings (left menu)
- Staff (top tab)
- Click the provider's name
- Under "Client Portal Settings" click the blue button
Clients will now be automatically put into the Telehealth waiting room when they join each session for that provider.
You will need to admit them into the session when they join, so please be on the look-out within the Participants menu (bottom right):