Automated appointment scheduling

Purpose

 1.1. Streamline booking, confirmation, and modification of ABA therapy appointments to reduce manual work.
 1.2. Enable clients to self-schedule, reschedule, or cancel sessions with real-time therapist availability.
 1.3. Sync patient appointments with calendars, send automated reminders, update records, and maintain compliance.
 1.4. Collect required client data during scheduling, enforce insurance authorization checks, and allocate resources efficiently.

Trigger Conditions

 2.1. New scheduling request submitted by client or therapist.
 2.2. Appointment rescheduling/cancellation by any stakeholder.
 2.3. Calendar update (external event added/removed) affecting availability.
 2.4. Receipt of a reminder interval before scheduled session.
 2.5. Insurance approval or eligibility check result received.

Platform Variants

 3.1. Google Calendar
 • API: Events.insert / Events.patch — Create or modify therapist or room bookings upon intake form submission.
 3.2. Microsoft Outlook/Exchange
 • API: Calendar.CreateEvent — Automatically block time slots for confirmed sessions.
 3.3. Acuity Scheduling
 • Webhooks: appointment.created / appointment.canceled — Listen to booking events, update CRM or EHR.
 3.4. Calendly
 • Webhooks: invitee.created / invitee.canceled — Manage new, updated, or canceled sessions in backend.
 3.5. Zoom
 • API: Meetings.create — Auto-generate telehealth session links and attach to appointments.
 3.6. Doxy.me
 • API: create_virtual_appointment — Generate therapy-specific telehealth links upon booking.
 3.7. Twilio SMS
 • API: Messages.create — Send automated confirmations or reminders to clients and therapists.
 3.8. SendGrid
 • API: Mail Send — Schedule and dispatch email confirmations and session follow-ups.
 3.9. Slack
 • API: chat.postMessage — Notify admin/channel for every new critical booking status change.
 3.10. HubSpot CRM
 • API: Engagements.create — Record session details and communications in client profile.
 3.11. Salesforce
 • API: Event.create — Log all scheduled appointments for workflow or reporting purposes.
 3.12. TheraNest
 • API: Appointments.create — Push appointments from external booking applications.
 3.13. SimplePractice
 • API: scheduleSession — Auto-schedule approved sessions, reflecting insurance verification.
 3.14. Freshdesk
 • API: Tickets.create — Open new case/support ticket for scheduling conflicts or failed bookings.
 3.15. Typeform
 • API: Responses.webhook — Intake initial scheduling requests via adaptive forms.
 3.16. Jotform
 • API: FormSubmission — Push completed scheduling/intake data into ABA therapy management systems.
 3.17. Zapier
 • Trigger: New Appointment in App — Connect disparate appointment or notification systems.
 3.18. DocuSign
 • API: Envelopes.create — Trigger release/consent forms post-scheduling for compliance.
 3.19. Healthie
 • API: appointments.create — Book ABA sessions and confirm intake directly in EHR.
 3.20. Practice Better
 • API: session.book — Register or update scheduled sessions from third-party platforms.
 3.21. Monday.com
 • API: Create Item — Generate automated appointment tracking tasks for operational transparency.
 3.22. Stripe
 • API: PaymentIntent.create — Initiate copayment collection or deposit linkout during booking flow.

Benefits

 4.1. Reduces practitioner admin time and data entry errors.
 4.2. Decreases client no-shows with automated reminders.
 4.3. Enhances booking compliance and insurance tracking.
 4.4. Facilitates seamless client and therapist experience with integrated systems.
 4.5. Enables instant rescheduling and real-time conflict detection.