Using Integrated Telehealth in TherapyAppointment

⚠️ Note: We recommend using Google Chrome for the best telehealth experience.
fmd_bad Enabling the Telehealth role requires the role of practice owner or manager.

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:

fmd_bad Note: For more information about meeting controls once joined, check out our article here:

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
🎉 Success! Now onto how to schedule both new & existing appointments as telehealth.

Setting up a Telehealth Session

fmd_bad Note: Before scheduling a telehealth session, telehealth must be enabled within the therapist's permission roles (see above steps).
  • 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)

💡 For steps, check our comprehensive article here: Telehealth: Uses & Features

Starting a Telehealth Session (Client)

💡 For steps, check our comprehensive article here: Telehealth: Client View

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):

fmd_bad Note: Clicking the link  above will still require a client to sign into their portal account for security reasons.

⚠️ 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:

fmd_bad Note: Providers without integrated Telehealth enabled would only have 1 option: clients to be able to self schedule as yes/no, and buttons would only say

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):