Sync Healthie with iCal, Google, and Outlook Calendars

Healthie's Calendar can be integrated with the other calendars that you use, to streamline your operations, prevent appointments from being booked when you are unavailable, and make it easy to manage and align your schedule in one place. A core advantage of using Healthie's Calendar, in addition to being able to schedule sessions that will vary in location, appointment type, and provider, is that confirmation and reminder e-mails / SMS (text) messages are automated to increase attendance rates. 

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Fundamentals of Syncing Healthie with other calendars

You can your Healthie Calendar with the other calendars that you use in your personal and professional endeavors. Here are some things to note when syncing your Healthie calendar with iCal, GCal, or Outlook Calendars:

  • Your clients will never see any details of your synced session, nor will they be able to see other events that are on your calendar. They will simply be able / unable to book with you during a time that is blocked by an externally synced calendar, since synced Calendar time will override your weekly availability
  • To preserve HIPAA-compliance, Healthie's Calendar will not push the First or Last Name of a client onto your External Calendar, unless you have a BAA with that calendar provider.
    • To sign a BAA with Google/GSuite follow the instructions in this link. Then, message (hello@gethealthie.com) to let us know that you have done so, so we can enable sharing of clients names onto your Google Calendar. 
  • Healthie's calendar pulls in events 90 days in advance from your Outlook, iCal, and Google Calendars.
  • Healthie offers two-way syncing with Google calendar and Microsoft Outlook calendar and it is on our roadmap to add this capability for iCal.  A two-way sync pushes Healthie appointments onto your personal calendar, as well as pulls your existing events to override any weekly availability that you have set up, to prevent double booking.  
  • All day events that may exist on your external calendars are NOT pulled into Healthie's calendar. If you'd like an event to be pulled into Healthie's calendar, please make sure it is not marked as "All Day."
  • Past appointments pulled into your Healthie calendar, from external calendars, are not saved on your Healthie Calendar, so you will not see these appear for past dates / times. 

Clients adding appointments to their Calendar

Your clients are also prompted to add a Session booked with you to their iCal, Google, and Outlook calendars. After booking a session with you, they will see a prompt to add this to a personal calendar that they manage. 


Access Healthie's Calendar Sync 

Navigate to Calendar > More > Sync Calendar. Select the calendar that you'd like to sync with, and you will see a URL appear that you can copy onto your clipboard.



Deep-dive: iCal

Open iCal on your Computer. Select File > New Calendar Subscription. You will then be prompted to enter the URL that you copied from Healthie's Calendar. Once the URL is in the bar, select Subscribe. You will then be prompted to enter a name for this Calendar (we typically recommend "Healthie Calendar"). To maintain HIPAA-compliance, client names will not sync from Healthie to your iCal. On your iCal, the appointment generated will show up as the "Appointment Type" in iCal. 

Please also confirm that you have set the refresh rate to be at least Daily, though we recommend a shorter time period, like every 15 minutes or every 5 minutes. 

As a reminder, the iCal sync is 1-Way, which means appointments in Healthie will show up as events in iCal, but iCal events will not show up in the Healthie Calendar. To navigate around this, you can sync your iCal to GCal and sync Healthie to GCal which will pull your iCal events into Healthie. To sync your iCal to GCal, open your iCal account, select Calendar > Preferences > Account > Google CalDAV > Enable this Account


Deep-dive: Google Calendar

Healthie's sync with GCal is bi-directional, which means that Healthie appointments are pushed onto your personal calendar in addition to events on your GCal being pulled onto your Healthie Calendar, which can override weekly availability you have set up, to prevent double booking. You are also able to request a BAA from Google, in which case Client Names can appear on your GCal. To sign a BAA with Google/GSuite follow the instructions in this link. Then, message (hello@gethealthie.com) to let us know that you have done so, so we can enable sharing of clients names onto your Google Calendar. 

Navigate Calendar > More > Sync Calendar > Google Calendar. This will launch the GCal interface, and you will be prompted to log into your Google account associated with your GCal, to confirm that Healthie has access to your calendar to pull / push your schedule. Select Allow. You will then be brought back to Healthie, where you will see a success bar notifying you that the sync has been completed. It can take up to 24 hours for the Sync to pull / push all appointments created. 

Best practices setting up this configuration: 

  • Make sure "Pull in events from Google" is checked, so you are pulling events from GCal into Healthie's Calendar
  • Make sure "Add appointments to Google" is selected. This ensures you have a 2-way sync established. 
  • Make sure you have checked all of the calendars you would like synced into Healthie. Also make note that if you have too many calendars added, since it will block your weekly availability, clients will be unable to book with you during the times you have blocked.
  • If your calendar has been synced successfully in the past, but is no longer updating, you may need to re-sign in with your Google account. Here are instructions to do so.
  • Healthie's sync pulls in appointments where you are marked as busy in Google Calendar. When you go to edit an appointment in GCal, only the appointments with "Busy" selected will be pulled in. If you would like to prevent an event from GCal from being pulled into Healthie, please make sure that this event is marked as "Free" within GCal. 
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Deep-dive: Microsoft Outlook

Healthie's sync with Microsoft Outlook is bi-directional, which means that Healthie appointments are pushed onto your personal calendar in addition to events on your Microsoft Outlook being pulled onto your Healthie Calendar, which can override weekly availability you have set up, to prevent double booking. To preserve HIPAA-compliance, Healthie's Calendar will not push the First or Last Name of a client onto your Outlook Calendar, unless you are able to share a BAA with that calendar provider.

Navigate to Calendar > More > Sync Calendar > Outlook. You will be taken to the Microsoft Outlook login screen; simply sign into your Outlook account, and your Sync will be established. It may take up to 24 hours for appointments to Sync between Healthie and Outlook Calendars. 

If you are getting an error message when attempting to sync your Outlook Calendar, it is likely that your e-mail host has not given you permission to sync your Outlook Calendar with other platforms / calendars. This may have been done based on permissions / guidelines of your institution. If this is the case, you will need to reach out to your IT administrator (e.g., the IT member at your University or workplace) to provide access and enable Healthie to access your Calendar. Unfortunately, outside of your institution giving access, Healthie will not be able to pull information from your Outlook Calendar onto Healthie absent of this permission. 

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