Telehealth Scheduling for Therapists, in the Same Calendar as In-Person Sessions

The problem: two calendars for one caseload

Most private practices are hybrid now. Some clients come to the office, some join from home, and many switch depending on the week. When the booking tool knows nothing about video, the practice ends up keeping two lists: the calendar of appointments, and a separate trail of video links pasted into emails by hand.

That is where things slip. A client gets the wrong room, or no link at all, five minutes before the session. A session that happened by video goes onto a superbill coded as an office visit, and the client's insurer questions it. Scheduling and telehealth live in tools that do not talk to each other, and the practice owner is the glue between them.

The fix is one calendar, where every session carries its visit type from the moment it is booked.

How Prexella's telehealth scheduling for therapists works

Telehealth is part of the booking itself, not a separate system.

1. The client chooses the visit type. On your online booking page and in the client portal, the client picks Telehealth (video) or In office before choosing a time. Staff can change any session's visit type later from the Patient Tracker.
2. You set the room once. In the Telehealth tab you save a default room link from your own video tool. It is attached to every virtual session automatically. If one session needs a different room, paste a link on that session and it overrides the default.
3. The link travels with the session. The confirmation email includes the join link, the reminder email the day before includes it again, and the upcoming visit in the client portal shows a Join session button. In-office sessions never show a link.
4. The record stays accurate. The calendar and the Patient Tracker show each session's visit type, and superbills use the matching place-of-service code.

Bring your own video tool

Prexella does not run the video call. Practices already pay for a video platform they have a business associate agreement with, and switching video tools is disruptive for clients. Prexella stores and routes the link instead, so you keep the platform you trust and drop the copy-and-paste. Any tool that gives you a room URL works: Doxy.me, Zoom for Healthcare, Google Meet on a Workspace plan, or another platform covered by your agreement.

Reminders that match the visit

Each client gets a reminder email the day before every session. For a telehealth session, the email includes the join link; for an office visit, it does not. Because the visit type is stored on each booking, a recurring client who alternates between home and office gets the right reminder every week without anyone editing it.

Correct place of service on superbills

Clients who claim out-of-network reimbursement need the superbill to say where the session happened. Prexella sets the place-of-service code from the visit type: 11 for the office, and your default telehealth code, 10 for the client's home or 02 for another location, for virtual sessions. The therapist can change the code on any line. The therapy CPT code reference explains the codes most practices use.

Who it is for

Hybrid scheduling matters most to practices whose clients move between office and home:

• Therapists running a private-pay caseload with a mix of in-office and video sessions.
• Psychologists who see some clients by video across their licensed states.
• Counselors whose clients join from work or home between office visits.
• Clinical social workers offering telehealth to clients who cannot travel.

If you are comparing systems, note the difference in approach: some competitors include video in the subscription, while Prexella routes the link to the tool you already use. Prexella vs SimplePractice covers that trade-off. To see a hybrid week set up with your own session types and video room, request a demo.