Sync Calendar to Smart Phone or Other Calendar Software

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TherapyNotes supports the ability to sync your TherapyNotes calendar to an external device (such as an iPhone, Android smart phone, or tablet), calendar software (such as Outlook or iCal), and Google Calendar. This allows users to view their TherapyNotes calendar on-the-go from the synced device. 

Practice Administrators and Schedulers can sync each Clinician's calendar separately, as well as the practice-wide calendar. 

Note: For security purposes, any changes made on the calendar within the external device/calendar software does not sync back into TherapyNotes. If a user wants to add, delete, or modify anything in the TherapyNotes calendar, they must log in to TherapyNotes.com and made the changes under the SCHEDULING tab. 

 

How to Sync Your Calendar 

  • Click the User Icon > Settings > "Sync Calendars with Other Applications"

Follow the instructions under the "Program- and Device-Specific Instructions" section at the bottom of the page or listed below. 

Outlook 2007 and Later

Click the calendar link provided on User Icon > Settings > "Sync Your Calendar With Other Applications". Outlook will automatically recognize that you have clicked a link to a calendar file, and will prompt you to load the calendar and subscribe to updates. Allow Outlook to load the calendar, and confirm that you want to subscribe to updates.

Google Calendar

Copy the calendar link provided on User Icon > Settings > "Sync Your Calendar With Other Applications". Follow these instructions from Google to add your TherapyNotes calendar to Google Calendar using the calendar link.

iPhone and other Apple Devices

To subscribe to your TherapyNotes calendar on your iPhone, you simply need to visit the calendar link, provided on User Icon > Settings > "Sync Your Calendar With Other Applications", in the web browser on your iPhone. You can log into TherapyNotes on your iPhone, come to this page, and then click the calendar link. Your iPhone will then ask you to confirm your subscription to this calendar.

You can also email the link to yourself, and then load the email on your iPhone and click the link.

Alternatively, you can open Settings and select "Mail, Contacts, and Calendars". Then choose "Add Account..." and select "Other", then select "Add Subscribed Calendar". In the "Server" field, type in the calendar link that appears above.

Android Phones

Android devices load their calendar information through Google Calendar. Please follow the Google Calendar instructions to add your TherapyNotes calendar to your Google Calendar account, and it will sync to your Android device with your other Google Calendar appointments.

 

Reset or Disable Synced Calendar

To reset or disable access to the synced calendar, click the gray "Reset Access" or "Disable Access" button. 

 

Security Concerns 

  • The webcal link is all you need to gain access to view the calendar. If you feel the link has been compromised, simply click the "Reset Access" button to generate new links. All applications and smart phones already synced will need to be re-synced. Click "Disable Access" any time to disable this feature entirely.

  • You can only view the calendar through this feature. To update your schedule you must log in to TherapyNotes.com.

  • Since you'll frequently use this feature from your mobile device while not in the office, this feature is not restricted by any network restrictions you have in place for accessing TherapyNotes.

  • Although security has been considered carefully, only patient initials are displayed in the calendar since this feature is not quite as secure as the rest of the site.

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Comments

  • Avatar
    Lisa Meyerer

    Where is "the calendar link that appears above", that I'm supposed to type in?

  • Avatar
    Sean Behan

    Hi Lisa,

    The link appears at the top of the page when you click User Icon > Settings > "Sync Calendars with Other Applications". It will appear under the heading "Your personal calendar:" and will have a link to email it to yourself if needed. The link will start with "webcal://" as well.

    Please let us know if you have any other questions. Thank you.

  • Avatar
    Charles Dustin Johnson

    The utility of this is limited due to how infrequently the calendar updates. Seems like it sometimes takes around 48 hours for an event to show up in google. It is a dangerous thing to rely on. I wish TN would move to a direct sync method.

  • Avatar
    Sean Behan

    Hi Dustin,

    This delay is a function of how Google chooses to complete the sync for their calendar program, as we allow our system to sync every second throughout the day. If the delay is affecting you, I would suggest utilizing a different calendar application and following the steps above to sync your TherapyNotes calendar with this program. You can also visit the official Google help page for syncing problems: https://support.google.com/calendar/answer/6261951?hl=en&ref_topic=3417927. You will note in their forums the large number of people with similar complaints to yours. Please let us know if there is anything else we can help you with. Thank you.

  • Avatar
    Charles Dustin Johnson

    Do you have a calendar recommendation that syncs more frequently?

    One solution would be to use a two-way instant sync, where you disregard data coming in and only send out that appointment times are busy. That would be awesome.

  • Avatar
    Charles Dustin Johnson

    Found a workaround to the google ical sync problem. Android app icalsync2 can force sync to your google android calendar as often as you like. It a bit tricky to set up, but it seems to work.

  • Avatar
    Drew Buss

    Am I reading this incorrectly, or is the TherapyNotes advertisement suggesting that there is a way to sync/import my personal calendar events into the TherapyNotes calendar? " Incorporate changes to your personal calendar into your TherapyNotes schedule by syncing to Google Calendar, Outlook, iCal, or other compatible calendar software on any device." https://www.therapynotes.com/about/features/#ScrollTo=patient-appointment-scheduling

    If there is such a feature, how do I go about doing this?

    Edited by Drew Buss
  • Avatar
    Charles Dustin Johnson

    It is a one-way sync performed by following instructions in this article. The sync has a delay that is because of google.

  • Avatar
    Drew Buss

    Thanks Charles. I find the linked advertisement a bit confusing or even misleading.