> For the complete documentation index, see [llms.txt](https://docs.pravatherapy.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.pravatherapy.com/scheduling-availability-setup.md).
# Scheduling / Availability Setup
Click on the “Calendar” item on the left navigation bar to see your calendar. This is where you can see all your past/future appointments and manage your availability.
In order for clients to book into your schedule it is critical that you maintain updated availability in the system. To manage the time slots you are free for appointments you should think about two distinct concepts:
* *Availability*: this refers to the weekly hours you’re generally available for new bookings. For example, you may only be accepting Prava Clients on Mondays from 9am - 5pm. This doesn’t take into account existing appointments from either Prava or other sources.
* *Schedule*: this refers to specific appointments or time blocks that subtract from your general availability to determine what time slots clients can book into.
An example:
* You are generally open to new clients on Mondays from 9am -> 5pm. You would enter this as your weekly availability in the Prava EHR. See [Set your weekly availability](#set-your-weekly-availability)
* A client books an appointment through Prava on Monday, August 5th from 1pm -> 2pm. Future clients will no longer see 1pm -> 2pm as an available slot when trying to book with you.
* Monday, September 2nd is a holiday that you aren’t working, so you add a time block for Monday, Sept 2nd from 9am -> 5pm. See [Managing time blocks](#managing-time-blocks).
* You are also accepting clients from other sources outside of Prava on Mondays from 9am -> 5pm and want those appointments to be reflected as well. See [Managing client appointments from external systems](#managing-client-appointments-from-external-systems).
## Set your weekly availability
Go to “Schedule” on the left nav bar and then select “Availability”
Hitting the Create button will allow you to add one-time or weekly availability. We generally recommend adding weekly availability and managing adjustments via scheduling appointments or time blocks.
## Managing your personal booking link
Prava creates a unique booking link for you that you can put on your website or marketing materials so new clients can sign up and book directly on your calendar. You can find and copy it in two places:
**Web Platform:** open your profile, go to the Public Profile tab and click "Booking Link" to copy it
**Mobile App:** Menu > Personal Profile > "Your personal booking page"
You can also customize your booking link by adding addition URL parameters to control the default settings:
Appointment Type
By default, the booking page schedules Initial Evaluation appointment types. If you’d like to create a booking page for a different appointment type (e.g. Discovery appointments) you can use the following URL:
Accepted values: INITIAL\_EVALUATION, FOLLOW\_UP, DISCOVERY
Appointment Duration
Override the default appointment duration (1 hour) per location type.
in\_clinic\_appt\_duration — Duration (in minutes) for in-clinic appointments.
Example: in\_clinic\_appt\_duration=30
clients\_home\_appt\_duration — Duration (in minutes) for home-visit appointments.
Example: clients\_home\_appt\_duration=45
virtual\_appt\_duration — Duration (in minutes) for virtual/telehealth appointments.
Example: virtual\_appt\_duration=15
For example, the following booking link will have clients book 45min appointment for In Clinic and 30 min appointments for Virtual:
[https://clients.pravatherapy.com/book/yourid?in\_clinic\_appt\_duration=45\&virtual\_appt\_duration=30](https://clients.pravatherapy.com/book/yourid?appt_type=DISCOVERY)
Appointment Locations
By default, all of your configured appointment locations will be made available to new clients. If you’d like to restrict the booking link for only a single location type you can use:
[https://clients.pravatherapy.com/book/yourid?appt\_loc=VIRTUAL](https://clients.pravatherapy.com/book/yourid?appt_type=DISCOVERY)
Accepted values: VIRTUAL, IN\_CLINIC, CLIENTS\_HOME
Example (multiple): appt\_loc=VIRTUAL,IN\_CLINIC
Weekday Availability
By default, your full availability you [set in the system](#set-your-weekly-availability) will be shown to the client. If you’d like to restrict so you have different booking links for different days of the week you can use:
[https://clients.pravatherapy.com/book/yourid?availability\_mask=Mon,Wed,Fri](https://clients.pravatherapy.com/book/yourid?appt_type=DISCOVERY)
availability\_mask — Comma-separated list of day-of-week abbreviations to filter available time slots.
Example: availability\_mask=Mon,Wed,Fri
Cash Pay Rate
By default, the cash pay rate you have set on your profile will be shown. If you’d like to alter the rate shown to users on the booking page you can use:
[https://clients.pravatherapy.com/book/yourid?rate=150](https://clients.pravatherapy.com/book/yourid?appt_type=DISCOVERY)
rate — Overrides the cash-pay rate in dollars.
Combining Multiple
Discovery call, virtual only, 30 min:
[https://clients.pravatherapy.com/book/yourid?appt\_type=discovery\&appt\_loc=VIRTUAL\&virtual\_appt\_duration=30](https://clients.pravatherapy.com/book/yourid?appt_type=DISCOVERY)
Initial eval with custom rate, multiple locations, and availability filter:
[https://clients.pravatherapy.com/book/yourid?appt\_loc=VIRTUAL,IN\_CLINIC\&rate=100\&availability\_mask=Mon,Wed,Fri](https://clients.pravatherapy.com/book/yourid?appt_type=DISCOVERY)
## Managing time blocks
If you need to block off time (e.g. a day off or personal appointment) you can do this via scheduling a time block on your calendar. Go to “Schedule > Create” and then select “Time Block” to add a time block.
## Managing client appointments from external systems
If you have availability that is shared between Prava and other clinics you can sync a Google or Outlook calendar with the Prava EHR to automatically manage appointment availability. Syncing a Google/Outlook calendar will result in all appointments in the Prava EHR to be synced to your Google/Outlook calendar AND all appointments created in your Google/Outlook calendar to be synced back to the Prava EHR. This allows for seamless availability management between different systems.
In order to set this up, navigate to and start the connection process. Take note of the details on the integration:
Make sure to click the box to allow Healthie to “See, edit, share and permanently delete all the calendars you can access using Google Calendar”:
Once you have completed the link it can take up to 1 hour for existing slots to start showing up. Note that only appointments that are today or in the future will be synced, past appointments will be ignored. Some examples are provided below to explain how the syncing works:
**Important:** By default, Prava will only pull appointments from your main Google calendar into the EHR. If you have a separate sub calendar you need to explicitly mark that calendar as one for Prava EHR to sync. See [Syncing additional sub calendars](#syncing-additional-sub-calendars).
If you’re encountering any issues you can also view this video of the entire process: .
### Syncing additional sub calendars
Your main calendar is at the top of this list and usually has the name of the account. This is the only calendar that the Prava EHR pulls from by default.
If you also want to pull events from “Sub calendar example”. Then you have to go to , hit “Edit” and select the additional calendar you want to sync.
### Syncing iCloud calendar to Prava
Our software platform only supports *writing* events to an iCloud calendar, not *reading* events. However, you can work around this by adding your iCloud calendar to Google and then [syncing](#syncing-additional-sub-calendars) the Google sub-calendar to Prava. Here are the instructions to sync your iCloud calendar to Google Calendar:
1. Login to icloud.com
2. Scroll down and click calendar
3. Click on the person icon on the calendar you want to share
4. Click Public Calendar
5. Click Copy
6. Click Save
7. Go to your Google calendar and click ‘+’ by other calendars
8. Click add from URL
9. Paste from other calendar and click Add calendar
### Appointment created in Prava shows up in Google Calendar
Create an example appointment in Prava:
And it will show up in the “Healthie” sub calendar in Google:
### Appointment created in Google Calendar shows up in Prava
Create an appointment in Google Calendar:
See that it shows up in your Prava calendar:
### Showing full appointment details in Prava from Google Calendar
By default, all appointments synced from Google into Prava will only say “Busy” and not include any appointment details. If you’d like details to be pulled in make sure to select the “Pull in Event Details” checkbox from > click “Edit”:
### Showing full appointment details in Google Calendar events
By default, all appointments that are sent to Google Calendar will only say “Busy” and not include any client details. This is the default to protect personal health information from being sent to non HIPAA compliant services. In order to safely send health information to Google Calendar you must be using a Google Workspace account and you must sign a BAA. Instructions on how to do this are here: . In addition - here is a step by step walkthrough:
1. Go to and make sure you are signing in as a super administrator (the account that owns/created the Workspace account)
2. Scroll down to the bottom section titled “Security and Privacy Additional Terms”:
3. Click on “Review and Accept” and accept the terms
4. Then take a screenshot of the result showing that you have signed the agreement (see below for example) and email the screenshot to
## Client appointment notification settings
Clients will receive automated notifications to keep them up to date on any scheduling activity.
* They will receive an email 1 day before their appointment
These are enabled by default for all clients to prevent no-shows/late cancellations and can’t be turned off individually by clients.
## Copy / paste of appointments
If you’re trying to schedule several follow up appointments while you have a patient in front of you it can be very time consuming to book each one individually from scratch. To help with this, you can copy and paste appointments like this:
Go to (this is only available on the web, not the mobile app)
Make sure you are using either the “Day” or “Week by User” view as this feature is only available there.
Hover over an appointment and right click > Copy.
Click on the calendar slot that you’d like to schedule the appointment. **Important: pay attention to the provider column you are clicking under as this determines which provider you are scheduling with.**
Click on “Paste” to confirm the slot. Note that you remain in “Copy” mode until you hit “Cancel” allowing you to scroll further into the future and schedule additional appointments efficiently.
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