Appointment & Session ManagementPurpose
1.2. Ensure therapists gather necessary materials, review case notes, and complete pre-session forms.
1.3. Notify caregivers/clients to confirm attendance or complete pre-session questionnaires.
1.4. Reduce session delays, improve attendance, and boost session productivity by early preparation alignment.
1.5. Maintain compliance with ABA therapy standards for documentation and session readiness.
Trigger Conditions
2.2. Session scheduled X hours or days ahead (configurable).
2.3. Status assigned as "Upcoming," "Pending Preparation," or similar.
2.4. Assignment of therapist/client to appointment in booking system.
2.5. New document or checklist uploaded to patient record.
Platform Variants
3.1. Twilio SMS
• Feature/Setting: Use Twilio Programmable Messaging; set trigger to scheduled time pre-session; configure recipient number and template message.
3.2. SendGrid Email
• Feature/Setting: Use Mail Send API; schedule email sends based on appointment start time; personalize subject/body with names and session details.
3.3. Slack
• Feature/Setting: Configure Incoming Webhooks; post reminder to therapist or team channel on session prep timeline.
3.4. Microsoft Teams
• Feature/Setting: Use Graph API to send chat messages or channel posts; trigger on calendar entry detection.
3.5. WhatsApp Business API
• Feature/Setting: Use message templates via Approved API; schedule automated direct reminders to saved contacts.
3.6. Google Calendar
• Feature/Setting: Configure automated event notifications; use “Add Notification” for SMS, email, or pop-up at set interval.
3.7. Outlook/Exchange
• Feature/Setting: Use EWS or Graph API; automate email digest or single-event notifications linked to session calendar.
3.8. Zoom
• Feature/Setting: Use Meetings API to trigger pre-session email reminders with meeting links and prep tasks.
3.9. Salesforce
• Feature/Setting: Use Process Builder or Flow; trigger based on event records, send email/SMS reminders via integrated channels.
3.10. HubSpot
• Feature/Setting: Workflow Automation; trigger email or SMS reminders from scheduled appointments in CRM.
3.11. Mailchimp
• Feature/Setting: Use Transactional Email (Mandrill); configure time-based triggers for session reminders.
3.12. ActiveCampaign
• Feature/Setting: Automations; trigger notification to contacts tagged with upcoming session.
3.13. RingCentral
• Feature/Setting: SMS API; send timed text reminders to therapist’s or client’s number from business line.
3.14. Google Chat
• Feature/Setting: Incoming Webhooks; push room or direct message reminders with session prep checklist.
3.15. Dropbox
• Feature/Setting: File event triggers; notify therapist when pre-session materials are updated in session folder.
3.16. Asana
• Feature/Setting: Task/Project Automation; generate task and notification before session to assigned users.
3.17. Trello
• Feature/Setting: Butler Automation; pre-set cards with session prep steps and notification to users 24h before event.
3.18. ClickSend
• Feature/Setting: SMS API; send automatic text reminders for session prep at customizable intervals.
3.19. Zendesk
• Feature/Setting: Trigger rules for automated ticket/reminder creation with session details, prep links.
3.20. Monday.com
• Feature/Setting: Automations to trigger pulse updates, deadline reminders, or notifications based on session time.
3.21. Google Forms
• Feature/Setting: Schedule automated emails with form link for pre-session questionnaires using Apps Script.
3.22. Pipedrive
• Feature/Setting: Workflow automation; send automated reminders tied to activities/events.
Benefits
4.2. Ensured readiness and material compliance before session begins.
4.3. Saved administrative staff time by eliminating manual reminders.
4.4. Increased session effectiveness and therapist efficiency overall.
4.5. Enhanced documentation trail for session compliance and audits.