Integrated Zoom

This allows you to take advantage of our integrated telehealth features while still using your own Zoom account!

In this Article:

• Set up Zoom Telehealth
• Starting a Telehealth Session (Provider)
• Scheduling:
  • Setting up a Telehealth Session
  • Update an Existing Appointment to Telehealth Session
  • Setting up Availability
• Telehealth Session Requirements
• In Meeting Controls - Features
• Starting a Telehealth Session (Client)
• Disconnect Zoom Telehealth
• Error Refreshing Access Token

Set up Zoom Telehealth

As an Owner or Manager: Allow Zoom Integration

First, an owner or manager will need to allow Zoom integration for providers in the group.

To enable this, go to:

Once enabled, setting this up is a quick and easy task.

Once you've secured your own Zoom account here follow these steps:

• Go to Schedule (left menu)
• Click Calendar Settings (right menu):

• Find the section titled Zoom Integration and click Connect :

• Review the text here, then click I Understand: Continue :

• This will then bring you to the Zoom Sign in page.
• You will need to enter the credentials for your Zoom account here so we can connect:

• If you are unsure of your credentials, you can use the Forgot password? link, or reach out to Zoom directly for assistance

• Once signed in, you should see a page reviewing the connection:

• At the bottom, click the Allow button:

• After that step, you should now be connected and see this status in your Calendar settings:

Starting a Telehealth Session (Provider)

Once enabled, Zoom telehealth works almost identical to our other integrated telehealth solution.

To join a session, you can do so either from your Dashboard or Schedule.

🕒 15 minutes prior to an appointment, we open up the ability to launch the session. This is available throughout and up to 15 minutes after the end time of the appointment.

• Click on the appointment, loading the appointment popup
• At the top right, click the button with the client's name:

• This will then load an initial telehealth screen. Click Start Session :

• Our system will then open a new tab in your browser with the Zoom link (this works identical to joining any other Zoom meeting):

• From here, launch the meeting with Zoom

Setting up a Telehealth Session

Once telehealth is setup, follow these steps to setup a new appointment with telehealth:

• Click Schedule (left-hand menu)
• Click in the schedule on the particular day/time desired, loading the appointment popup
• Enter the client's name at the top
• Check the 'Telehealth session' option at the bottom
• Click Book it!

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 Scheduling tab (top)
• Change Telehealth Session? to Yes
• Click Save near the bottom

⚠️ Setting up Availability (Client Self Schedule)

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.

Article section on setting up availability: Calendar Setup

When editing availability, click on a section. To the right 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 Session Requirements

• You will also want to ensure both you and the client have the Zoom application installed beforehand.
• To download Zoom, click here

💡 For more information about Zoom telehealth features while in the session, please reference the Zoom help center by clicking here

Starting a Telehealth Session (Client)

🔒 First off, clients must sign into their client portal account for Telehealth access for security reasons.

⚠️ Having issues signing in?

• If you know your username, you can easily reset your password with the steps here: Reset Password

• You'll need to contact your provider or their office staff for assistance.
• For your account security and privacy reasons, TherapyAppointment support staff cannot directly assist clients with account or login issues. We give your providers all the tools they need on their end to assist and help you manage your account. Providers with issues related to this can reach out to us directly and we can assist!
• Providers → confirm your clients have an account with the steps here

Steps to Join the Telehealth Session

You're now logged in and on the dashboard, almost there!

• 15 minutes before the start of the session, the telehealth session will be available to view
• To launch the session, straight from your dashboard click Launch

• This brings you to the initial loading screen with a spinning blue wheel

• Once your provider has joined, the screen will refresh with a button to join the session
• Click Join Session

• Our system will then open a new tab in your browser with the Zoom link (this works identical to joining any other Zoom meeting):

• From here, launch the meeting with Zoom as you normally would

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):

Disconnect Zoom Telehealth

To disconnect your Zoom account, it's almost identical to the steps to connect it. Follow these steps:

• Go to Schedule (left menu)
• Click Calendar Settings (right menu):

• Find the section titled Zoom Integration and click Disconnect :

• Your Zoom account will then be disconnected from your account

Receiving an error message similar to this?

After investigation, this is a common issue with Zoom integrations, especially when one person tries to use the same Zoom account on multiple accounts.

Using one paid Zoom account per provider should resolve this issue.

Is this not the case? If so, the only suggested guidance we've received from Zoom is to disconnect and reconnect your Zoom account within TherapyAppointment, and we've made it easy.