Appointment & Session ManagementPurpose
1.2. Minimize no-shows, optimize therapist scheduling, manage waiting lists, and provide immediate notifications to all stakeholders.
1.3. Update EHR and billing records in real time, ensure compliance with ABA Therapy documentation, and streamline multi-channel communication.
Trigger Conditions
2.2. Therapist marks a session unavailable or modifies availability in scheduling software.
2.3. Admin staff updates appointment status in EHR or practice management system.
2.4. Automated monitoring of unsigned or incomplete session notes triggers rescheduling actions.
Platform Variants
3.1. Twilio (Programmable Messaging, Programmable Voice)
• Feature: SMS/voice triggerevents for client cancellation requests; configure via Webhook to capture inbound messages.
3.2. SendGrid (Inbound Parse Webhook)
• Feature: Parse inbound email cancellation/reschedule requests; use API webhook endpoint to route data.
3.3. Google Calendar API (Events Watch, Events Patch)
• Feature: Watch for appointment changes and update event details; configure Notification Channels for updates.
3.4. Microsoft Outlook Calendar API (Change Notifications, Update Event)
• Feature: Listen for and modify calendar events triggered by cancellations or reschedules.
3.5. Acuity Scheduling API (Appointment Canceled, Appointment Rescheduled)
• Feature: Use Webhooks to detect appointment status changes and push automation actions.
3.6. Calendly API (Webhook Subscriptions, Scheduled Event Cancelled)
• Feature: Subscribe to Webhooks for cancelled or rescheduled events; configure with target URLs.
3.7. Zoom API (Meeting Deleted Event, Meeting Updated Event)
• Feature: Monitor Zoom meetings for cancellations associated with ABA sessions; trigger notifications.
3.8. Stripe API (Refund Intent Created, Payment Cancelled)
• Feature: Detect payment reversals triggered by cancelled sessions and initiate billing adjustments.
3.9. Salesforce Health Cloud API (Appointment Object Change, Case Update)
• Feature: Sync appointment and case record updates tied to ABA therapy sessions.
3.10. HubSpot CRM API (Engagement Webhooks, Meeting Updates)
• Feature: Auto-update contacts and tasks upon appointment changes; Webhook on engagement events.
3.11. SimplePractice API (Appointment Cancelled, Appointment Rescheduled)
• Feature: Listen for scheduling events, update client records, and email confirmations.
3.12. TheraNest API (Webhooks, Appointments Endpoint)
• Feature: Trigger automations via appointment Webhooks; adjust therapist calendars and notify stakeholders.
3.13. Practice Fusion API (Encounter Cancelled, Reschedule Endpoint)
• Feature: Monitor and act on encounter objects for ABA therapist sessions.
3.14. Athenahealth API (Appointments, Communications)
• Feature: Post API calls to update and notify patients and therapists of cancellations or changes.
3.15. RingCentral (SMS API, Call Log Event)
• Feature: Trigger SMS/voice reminders or notices; capture responses for session management.
3.16. Slack (Events API, Reminders)
• Feature: Send channel notifications to admin staff when appointments are cancelled or rescheduled.
3.17. Monday.com API (Item Updated Webhook, Notification API)
• Feature: Automatically update schedule boards; trigger notifications for ABA teams.
3.18. Google Sheets API (Append/Update Row)
• Feature: Log each cancelled/rescheduled session; update waitlists and resource allocation sheets.
3.19. DocuSign API (Envelope Status Webhook, Recipient Event)
• Feature: Detect incomplete or unsigned consent forms and trigger reschedule reminders.
3.20. Intercom (Conversation Webhook, Message Event)
• Feature: Capture client messages about cancellations; auto-initiate follow-up sequences.
Benefits
4.2. Ensures immediate, multi-channel client and staff communications, increasing reliability.
4.3. Maximizes revenue by dynamically refilling cancelled slots and maintaining therapist utilization.
4.4. Improves patient/guardian experience and transparency in ABA therapy session management.
4.5. Supports audit trails for healthcare compliance and documentation requirements.