Initial appointment scheduling

Purpose

1.1. Enable new ABA therapy clients to self-schedule their initial assessment online, reduce administrative time, eliminate scheduling conflicts, ensure provider availability checks, collect initial intake information, send confirmations and reminders, and synchronize with all necessary calendars and records systems.

Trigger Conditions

2.1. Client submits request on web intake form.
2.2. Referral received from a referring provider or coordination portal.
2.3. Inbound call/chatbot interaction requesting to schedule an appointment.

Platform Variants

3.1. Google Calendar
• Feature/Setting: "Events API" — configure to check, create, and update provider calendar availability on new intake submission.
3.2. Microsoft Outlook (Office 365)
• Feature/Setting: "Calendar API" — sync new appointments directly; handle double-booking via ICS file processing.
3.3. Calendly
• Feature/Setting: "Webhooks" — trigger on new booking completed, auto-propagate details to EHR or CRM.
3.4. Acuity Scheduling
• Feature/Setting: "API: Appointments" — fetch, update, or book timeslot, and link to therapist profile.
3.5. Zoom
• Feature/Setting: "Meetings API" — automatically create video meeting when intake scheduling indicates telehealth request.
3.6. Twilio SMS
• Feature/Setting: "Programmable Messaging API" — send confirmation and SMS reminders to clients after time slot booked.
3.7. Doxy.me
• Feature/Setting: "Session Linking" via API — auto-assign secure session links to scheduled appointments.
3.8. DocuSign
• Feature/Setting: "Envelope Creation" API — trigger sending consent/intake paperwork following scheduling.
3.9. Salesforce
• Feature/Setting: "Appointment Scheduling Object" — create new record, send notifications internally on booking event.
3.10. HubSpot
• Feature/Setting: "Meetings Link" + "Workflows API" — tie booked time to CRM pipeline and task assignment.
3.11. SimplePractice
• Feature/Setting: "Client Portal Booking" API — automate slot assignment and client onboarding steps.
3.12. JaneApp
• Feature/Setting: "Bookings Webhook" — receive notification on new ABA appointment, update client profile.
3.13. TherapyNotes
• Feature/Setting: "Scheduling API" — auto-create intake assessment, block matching timeslot for therapist.
3.14. TheraNest
• Feature/Setting: "Intake Form API" — combine self-scheduling with digital forms for seamless onboarding.
3.15. OneDrive
• Feature/Setting: "File Creation" — save all intake and scheduling records instantly for compliance.
3.16. Slack
• Feature/Setting: "Incoming Webhook" — send internal alert to clinical/admin channel when new client booked.
3.17. Google Sheets
• Feature/Setting: "Append Row" — log new client, appointment time, and intake info for operational review.
3.18. ZoomInfo
• Feature/Setting: "Contact Validation API" — check client info accuracy prior to scheduling finalization.
3.19. Freshdesk
• Feature/Setting: "Ticket Creation" — open onboarding task for support follow-up after appointment booking.
3.20. Mailgun
• Feature/Setting: "Send Email API" — deliver personalized confirmation and onboarding instructions to client email.

Benefits

4.1. Eliminates manual calendar checks and double-bookings.
4.2. Accelerates client onboarding with instant confirmation and pre-visit documentation.
4.3. Enables fully digital and compliant record handling for ABA therapy intake workflows.
4.4. Reduces no-shows via automated reminders and confirmation.
4.5. Ensures all stakeholder systems are instantly notified and updated with zero manual intervention.