A Guide to Using the Scheduler

Navigating to the Scheduler

1. Login to your account on www.therapractic.com.

2. Click “Schedule” on the left side of the tab menu.

Setting your Availability

1. On initial log in you will be directed to the page to set your availability. Otherwise you may click on “ Set Availability”

2. When setting your available times, you must begin by check marking the first available day followed by entering the start/end times for that day BEFORE check marking any other day. Once you have set your start/end times for your first available day, check mark the next available day followed by the start/end times and repeat this process for the next available days that follow. If you already did not do this, click on “Set Availability”, uncheck all days, click “Save Changes”, and then follow the steps above.

   

3. Click “Add Time Slot” under Monday (or first available day). Set the time slot to end when you want to start an unavailable time slot (i.e. A lunch break beginning at noon, so set the end time to be at noon).

   

4. Add another time slot on Monday. When you want your unavailable slot to end (When your lunch break ends) will be the Start Time, and set the End Time for when your last appointment will end.

   

5. Once you have added your available time slots for Monday (or first available day), check mark Tuesday (or the next available day), followed by adding your time slots for that day. Follow these steps for each day, and then click “Save Changes”.

   

Note: If you would like to make a one time unavailable time slot, you will do this on the scheduler screen, not this screen. Click on the time slot. Next, click “Set as Unavailable or Non-Client Appointment” in the client box. In the “Notes” box, add any notes (i.e. Meeting with John Doe).

Scheduling an Appointment

1. Navigate to the scheduler.

2. Click on the time slot that you want to be scheduled.

3. Type and select the client’s name.

4. Select the “Session Type”. (The type of note or service that you wish to perform for this client.)

5. After selecting the “Session Type”, you have the option to email the client a link to documents to be electronically signed, Appointment Notice, and/or a link to complete the assessment questions. You do this by check marking “Send Documents Link”, “Send Assessment Link”. If you select a Lead Time, the client will receive an email being notified that their appointment is at the original scheduled time minus the lead time you have selected.

   Note: The ‘Automated Reminder’ will send the client an email one day before the appointment for them to confirm or cancel the appointment.

6. Next you will set the start and the end times of the appointment. Be sure that the times are in the desired time period (AM/PM). You may also type in the times.

7. If the appointment will be repeated, you have many options in the recurring appointment section. You may choose between daily, weekly, and monthly. Then choose how often; for example, every 2 days, every 3 weeks,
   or every month. Lastly, you’ll want to choose an end date for the recurring, whether it will continue forever, for a certain amount of appointments, or until a certain date.

8. Once you have completed these steps, click “Save Appointment”. The appointment will be shown in a blue box.

Note: To use the email feature, the client must have an email already entered or you may manually enter the email address in the appointment box. To edit the appointment, click on the appointment, make changes to the appointment, and then click “Save Changes”.

Client Email Notifications

You have four different ways to email the client. You have the ability to email the client a link to documents to be electronically signed, Appointment Notices, invite the client to schedule an appointment, and/or a link to complete the assessment questions.

1. One option is to click on the appointment box in the scheduler. After selecting the “Session Type”, you may then check mark “Send Documents Link” and/or “Send Assessment Link”. If you select a Lead Time, the client will receive an email being notified that their appointment is at the original scheduled time minus the lead time you have selected.

2. Another option is to click on the appointment box in the scheduler, click “Options”, followed by clicking “Email Client”. Next select what you would like to email to the client, followed by clicking “Send Emails”.

3. The third option is to email the client through “Client Actions”. On the left hand side of the schedule click on “Client Actions”. Type and select the client’s name. Once you have selected the client, click “Options”, followed by clicking “Email Client”. The “Client Actions” also shows when and what you already emailed the client.

4. Lastly is through the Patient Chart. Click into the scheduled appointment, click on “Patient Chart”.

   From there you will find the visit date under the “Patient Documents” section and click “Email to Client”, then select the items you wish to send them and click “Send Email to Client”.

Note: To use the email feature, the client must have an email already entered or you may manually enter the email address in the appointment box. To edit the appointment, click on the appointment, make changes to the appointment, and then click “Save Changes”.

Client Actions

The “Client Actions” is located on the left hand side of the scheduler. After you click “Client Actions” and then search the client’s name, you are given the ability to view the client’s past/future appointments as well as any emails you have sent in the past. You may view the Patient Chart, the Client Information Sheet, the client’s Tracking Board, and also Email the Client, all found under the “Options” menu.

Invite Client to Schedule

To invite the client to choose a time online, follow the previous instructions to email a client, then select “Invite Client to Schedule”. The client will receive an email with a link to your scheduler and will see only the blank available spaces. Any occupied spaces will not have patient information (ePHI), but rather will appear as unavailable.

Daily Itinerary

The “Daily Itinerary” is located on the left hand side of the scheduler. After clicking “Daily Itinerary” and selecting a day, you have the ability to print of a list of all appointments for that day by clicking “Print”.