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Show patients when you're really open

Connect the calendar you already use. DocSana turns your busy times and new-patient hours into open slots patients can request, and keeps them current for you.

DocSana sees only busy or free. Never client names, notes or appointment details.
Connect your calendar Find your platform's steps
Example week on DocSana A Monday to Friday calendar. Grey blocks are busy times read from the provider's calendar. On Tuesday and Thursday afternoons, the provider's new-patient hours are outlined, and the gaps between busy blocks show as open slots patients can request. MonTueWedThuFri 91235 BusyBusyBusyBusy 1:00 Open3:00 Open4:00 Open 1:00 Open2:00 Open4:00 Open
Busy, from your calendar Your new-patient hours Open for requests

How it works

You keep scheduling exactly where you do today. DocSana only reads the result.

  1. Your platform fills your calendar

    Headway, Grow Therapy, SimplePractice and others can send your appointments to Google or Outlook. Steps for each are below.

  2. You connect that calendar to DocSana

    One sign-in. You choose which calendars count as busy and set the hours you take new patients.

  3. Patients see real openings

    Open new-patient slots appear on your profile. Patients send a request, and you confirm in your own system.

Steps for your platform

Pick the platform you schedule in. If you use more than one, do each, then connect the calendar they all feed.

Headway

Live calendar

Headway schedules through Sigmund. It shows only the session type and time on your calendar, never client details.

Google Calendar

Recommended. Syncs both ways.

  1. In Sigmund, open Settings › Calendar.
  2. Click Connect Google Calendar, then Continue to Google.
  3. Sign in, choose Select all, and approve.
  4. Back on the Calendar tab, refresh, click your Gmail account, then Update.
  5. Turn on Export to Google and pick your Headway calendar.
  6. Click Save changes.

Outlook or Apple Calendar

Uses a calendar link. Updates a few times a day.

  1. In Sigmund, open Settings › Calendar.
  2. Under Export Sigmund Calendar, copy the link.
  3. Outlook: Add calendar › Subscribe from web and paste it. Apple: File › New Calendar Subscription.
Then in DocSana: connect the same Google or Outlook account and tick your Headway calendar.

Headway's help article on exporting your calendar

Grow Therapy

Live calendar

Grow requires a synced calendar, so yours may already be set up. Grow adds your sessions to it automatically.

Check or change your synced calendar

Works with Google, Outlook, Microsoft 365, Exchange and iCloud.

  1. In the Grow provider portal, go to Appointments.
  2. Click Manage availability (top right).
  3. Under Synced calendar, check which account is connected.
  4. To change it, choose sync a different calendar, pick the service, and grant Grow Therapy Calendar Sync access.

Good to know

Grow syncs one main calendar.

  1. Sessions appear with your name and the client's initials. DocSana ignores the titles and reads only the time.
  2. Changes made outside Grow can take up to an hour to sync.
Then in DocSana: connect the calendar Grow syncs to, and tick it as busy.

Grow Therapy's help article on calendar sync

SimplePractice

Live calendar

SimplePractice adds a separate calendar called “SimplePractice” to Google or Outlook. Calendar sync is part of SimplePractice's Plus plan.

Google Calendar

Syncs both ways.

  1. Go to Settings › Scheduling and inquiries › Calendar.
  2. Click Connect next to Google Calendar.
  3. Sign in with Google and click Allow.

Microsoft 365 Outlook

Syncs both ways.

  1. Go to Settings › Scheduling and inquiries › Calendar.
  2. Click Connect next to Microsoft 365 and sign in.
  3. In Outlook, click Show all under My calendars and turn on SimplePractice.
Then in DocSana: tick the calendar named SimplePractice, not just your main calendar. This is the step people miss most.

SimplePractice's help article on calendar sync

TherapyNotes

Live calendar

TherapyNotes shares a calendar link. Your calendar shows client initials only, and updates on Google's or Outlook's schedule.

Google Calendar

Uses a calendar link.

  1. In TherapyNotes, open Settings › Sync Calendar With Other Applications and copy the link.
  2. In Google Calendar, next to Other calendars, click + then From URL.
  3. Paste the link and click Add calendar.

Outlook

Uses a calendar link.

  1. Copy the link from TherapyNotes as above.
  2. In Outlook, choose Add calendar › Subscribe from web.
  3. Paste the link and click Import.
Then in DocSana: tick the TherapyNotes calendar you just added.

TherapyNotes' help article on calendar sync

Rula

Live calendar

Rula shares a one-way calendar link. Client details are not shown on your calendar.

Google Calendar or Outlook

Uses a calendar link.

  1. In the Rula provider portal, open Schedule and click Sync Calendar (top right).
  2. Click Export Rula calendar and copy your link.
  3. Add it in Google (Other calendars › + › From URL) or Outlook (Add calendar › Subscribe from web).

Good to know

Linked calendars refresh on their own schedule.

  1. A brand-new Rula booking can take a few hours to appear. Patients only send requests, so you always confirm before anything is final.
Then in DocSana: tick the Rula calendar you just added.

Rula's help article on exporting your calendar

Tebra, Alma or another platform

Hours and updates

Some platforms don't send appointments to Google or Outlook yet, or we're still confirming the best setup. You can still show patients when you're open.

Set your new-patient hours

Takes a minute.

  1. In DocSana, open Availability.
  2. Choose the days and hours you take new patients, plus session length.
  3. If you keep a Google or Outlook calendar alongside your platform, connect it so personal events block time too.

Keep it fresh by text

No app needed.

  1. Each week, DocSana texts: “Taking new patients this week?” Reply YES or NO.
  2. Text an opening any time, like “Open Tue 3pm”, or a booking, like “Tue 3pm taken”.

Tebra: a direct connection is planned. Alma and SonderMind: we're confirming the steps with each platform. Email [email protected] and we'll help you set up.

Connect Google or Outlook to DocSana

About two minutes, once. You can change any of it later.

  1. Open Availability

    In your DocSana account, or during signup at “Show patients your real availability.”

  2. Click Connect Google or Connect Outlook

    Sign in. The permission screen asks only to see when you're free or busy.

  3. Tick the calendars that hold appointments

    Your main calendar plus any platform calendar, like “SimplePractice” or your Headway or Rula link. We suggest them by name.

  4. Set your new-patient hours

    Days, times, session length, a buffer between sessions, and how far ahead patients can see.

  5. Check the preview and go live

    You'll see exactly what patients see before anything is public.

Step 3 in DocSana: tick every calendar that holds appointments. Platform calendars are suggested by name.

What DocSana can and can't see

  • SeesWhen each calendar is busy or free
  • SeesThe new-patient hours you set
  • NeverClient names or initials
  • NeverEvent titles, notes or locations
  • NeverAnything inside your EHR or platform
Connect your calendar

What patients see on your profile

Every profile shows how its availability is kept up to date, so patients know what to expect.

How the example week above appears on your profile. The patient picks a time and sends a request.

A request, not a booking

Patients send a request for the time they picked. You get notified, and you confirm in your own system, so a slot that just filled never causes a double booking.

Live calendar

Your calendar is connected. Open slots update on their own as your schedule changes.

Updated 2 days ago

You set hours and update them by text. Patients see when you last confirmed.

Hours only

Your general new-patient hours, without live openings. Connect a calendar to upgrade.

Questions providers ask

Is this HIPAA-safe?

DocSana reads only free and busy times, not appointment details, and discards event titles as soon as they arrive. No client information is stored.

What if a slot fills before my calendar updates?

Patients can only request a time, and you confirm it. If the slot is gone, decline it or suggest another time.

Can I hide some open times?

Yes. DocSana only shows openings inside the new-patient hours you set, so the rest of your week stays private.

How do I disconnect?

Open Availability in DocSana and click Disconnect. You can also remove DocSana's access from your Google or Microsoft account's security settings at any time.

Does it cost extra?

Calendar sync is included for every provider during DocSana's Founding period.