Launching a Telehealth Session from an Appointment

Overview 

This guide provides step-by-step instructions for clinicians to schedule and launch integrated telehealth sessions directly from the ICANotes+ Calendar. You will learn how to configure an appointment for telehealth, update patient status to enable the session, and manage the client consent process (verbal or digital) to ensure a secure, HIPAA-compliant connection.

Prerequisites

Ensure the following:

• Telehealth is enabled for your practice. (Learn more: Enabling Telehealth)

• The appointment contact type is set to Telehealth.

• The appointment status is:

  • Confirmed

  • Checked-In

  • Occurred

Step 1: Scheduling a Telehealth Appointment

1. Access the Calendar:

   • From the left sidebar, select the Calendar option.

2. Schedule an Appointment:

   • Click on a vacant time slot on the calendar.

   • On the Session Details screen, enter the appointment details.

3. Select Telehealth as the Contact Type:

   • In the Contact Type dropdown, select Telehealth.

4. Save the Appointment:

   • Click Create to schedule the telehealth appointment.
     

 

 

 

Step 2: Starting a Telehealth Session

1. Open the Scheduled Appointment:

   • Locate the appointment on the calendar and click on it.

2. Update the Status:

   • In the Status dropdown, select one of the following:

     • Confirmed

     • Checked-In
       

     • Occurred
       

3. Launch the Session:

   • Click the Start Telehealth Session button.

  

 

 

Step 3: Obtaining Client Consent

Once the Start Telehealth Session screen appears, you have two options for obtaining consent:

1. Verbal Consent:

   • If the client provides verbal consent, click Accept Verbal Consent.

2. Digital Consent via Client Portal:

   • Click Send Consent Form to Portal to send the consent form.

   • The client will receive the form in their portal and can choose to accept or decline.

   • If the client accepts, they will be prompted to sign the consent form.

   • You will receive a notification once the client provides consent.
     

 

  

 

 

 

  

Step 4: Initiating the Telehealth Session

Confirm client consent

After the client provides consent, a notification appears.

Open the telehealth session

Select the notification to open the telehealth session screen, and then begin the session with the client.

Send the Telehealth Link to the Client

You can send the telehealth link to the client using one of the following methods.

Method 1: Send the link by SMS

Use this option to send the telehealth link by SMS. If the client’s phone number is not documented, you can add it from this screen.

Sending the Telehealth link via SMS uses the existing SMS service and may incur applicable messaging charges. For details about SMS pricing, see Sending SMS/Text Appointment Reminders to Clients knowledge base article.

Method 2: Send the link by email

Use this option to send the telehealth link by email. If the client’s email address is not documented, you can add it from this screen.

After selecting the contact method, click Next to generate the telehealth session.

 

FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.

Click here for quick access to the FAQs.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.

• Related Articles

• Enabling Telehealth

  Overview This article provides a step-by-step guide on enabling the Telehealth Service in ICANotes+ and initiating a telehealth session with a client. It covers the activation process, testing the service to ensure compatibility, and starting a ...

• Scheduling an Individual Appointment for a Client (New Calendar)

  Scheduled for Future Release This feature is currently under development and scheduled for a future release. Functionality and screenshots are subject to change. Overview ICANotes+ enables you to schedule and manage client appointments efficiently. ...

• Scheduling an Appointment for a Client

  Overview ICANotes+ allows you to schedule and manage client appointments efficiently. You can create one-time or recurring appointments, modify existing appointments, delete appointments when necessary, and update their statuses. This guide provides ...

• Creating a Note from an Appointment

  Overview When scheduling an appointment in the calendar, you have the option to create a note directly from the appointment. This ensures that the note is automatically linked to the appointment, streamlining documentation. This article provides ...

• v9.11 Release Notes (Release Date: April 15, 2026)

  Overview Version 9.11 introduces updates that help staff work more efficiently across scheduling, clinical documentation, reporting, and billing. You can now send Telehealth session links by SMS directly from Calendar appointments, see who last ...