Scheduling

Mediyn’s scheduling tools cover the full lifecycle of an appointment — from setting availability and accepting bookings through running the day’s sessions and managing cancellations. The features below apply to therapists, clinic administrators, and patients using the client portal, with controls distributed to the role that needs them most.

Availability and Working Hours

Therapists can set their weekly availability from Settings → Availability: choose which days are open, define one or more time blocks per day, and optionally copy a schedule across all weekdays in one click. The template repeats weekly, so it only needs to be configured once.
When using Copy to weekdays, a confirmation prompt appears if any target days already have hours configured, preventing accidental overwrites. Copying to empty days applies immediately as before.
Mediyn validates time blocks before saving: overlapping blocks or invalid time ranges are highlighted in place with a specific error message, and the existing schedule is left unchanged until the issue is resolved. Schedules are saved all-at-once — either every block is stored or none are, so a partially saved state is not possible.
Clinic administrators can select a timezone for the availability schedule from a dropdown on the availability settings page. All displayed and saved time blocks reflect the chosen timezone. The selector defaults to the timezone already on file for the clinic.
When reducing or removing availability hours, Mediyn checks for upcoming sessions that fall within the affected window. If conflicts are found, a dialog lists the affected appointments and offers the choice to save the change anyway, cancel those sessions in bulk, or return and adjust the availability.
The availability page displays the booking constraints set for the clinic — including buffer time between appointments, minimum notice required for new bookings, and how far in advance patients can schedule. Clinic administrators can follow a provided link to update these values in the Booking configuration page.

Session Caps and Booking Rules

Therapists can set a maximum number of bookable sessions per day or per week from their availability settings. Once the cap is reached, no additional slots are shown to clients attempting to book. A No limit toggle restores uncapped behavior at any time.
Clinic administrators can enable a Require payment cleared before scheduling rule under Settings → Billing → Scheduling Rules. When active, scheduling a new session for a patient with an outstanding invoice is blocked, and a clear error message appears with a direct link to the unpaid invoice. The rule can be turned off at any time.
Mediyn prevents scheduling sessions with a therapist who has not been formally assigned to a patient. Attempts to book or create recurring appointments for an unassigned pair are rejected immediately with a clear error. Patients cannot be double-booked across overlapping time slots. These checks apply to both one-off sessions and recurring series.

Calendar Sync

Therapists can connect a Google Calendar or Outlook account from the Availability settings page. Personal busy times are automatically blocked from patient booking — no event details are shared, only the times that are unavailable. Availability stays in sync every 15 minutes, reducing the risk of double-bookings.

Holidays, Overrides, and Time Off

The Holidays & Overrides section on the availability page allows specific dates to be marked as closed or given custom hours without changing the regular weekly schedule. Common US federal holidays are available as one-click presets.
Therapists and clinic administrators can create time-off blocks — from a single afternoon to a multi-week vacation — from Settings → Availability without modifying the recurring weekly schedule. While a time-off block is active, no new appointments can be booked through the client portal for those dates. If existing appointments fall within the blocked period, a prompt surfaces the affected sessions so each one can be kept, rescheduled, or cancelled individually.

Recurring Series

Recurring session series can be created directly from the session creation screen using the Repeat toggle, which configures recurrence by day of week, frequency, and duration to generate the full series in one step.
Active recurring series can be paused, resumed, or cancelled from the Scheduling settings page. Cancelling a series offers the option to also cancel all upcoming sessions linked to that recurrence rule. A Generate more sessions action extends the schedule beyond the initial 90-day horizon.

Scheduling Sessions

Therapists and clinic staff can schedule new sessions from the scheduling modal; sessions appear on the calendar immediately after booking.
When scheduling from the provider interface, staff can see a therapist’s actual available time slots — including same-day openings — without leaving the scheduling popup. A “next available” time is surfaced automatically, which is useful for walk-in appointments and last-minute rescheduling.
Therapists see only their own assigned patients when creating or scheduling a session. Clinic administrators and owners retain visibility across all patients. This applies to both the Sessions and Schedule areas.
Therapists can retrieve the list of active session types from their account without needing clinic-administrator privileges, so the session type dropdown in the scheduling workflow populates correctly for all therapist roles.

Booking Requests

Booking requests are accessible from the Schedule page under a dedicated Requests tab. Each request card shows the session rate, submission time, and a color-coded expiration indicator. Requests can be searched by patient name from the same view.

Daily Queue and Session Management

The Schedule tab includes a Daily Queue that organises each day’s sessions into four buckets: Upcoming, In Progress, Needs Review, and Completed. Sessions can be cancelled, rescheduled, or marked as no-show directly from the queue, and tapping any session opens its full detail screen. A date picker allows review of any day’s queue.
The daily queue shows accurate overrun and scheduling-conflict indicators based on when sessions actually started and ended, not just their scheduled times.
Sessions can be cancelled from the session management view. Cancelled sessions are tracked separately in session history and the daily queue, and a filter can show only cancelled appointments.
If a session starts briefly and the patient does not attend, it can be marked as a no-show or cancelled from the Needs Review state. Marking no-show applies the configured no-show fee (which can be waived) and immediately frees the time slot. If session notes or a transcript were already captured, a warning appears before the cancellation is confirmed.
The sessions list loads pages of results rather than all sessions at once, keeping the view fast for busy practices. Pagination controls are consistent with how patient and therapist lists behave, and the total session count matching current filters is always displayed.

Patient Detail and Session History

The Patient Detail screen shows an Upcoming Sessions section listing scheduled appointments from soonest to furthest, and a separate Session History section showing completed and past sessions in reverse-chronological order.
The Upcoming Sessions section displays only sessions scheduled within the next 14 days. A Missed Sessions section highlights appointments that were scheduled but did not take place, with options to delete or reschedule directly from the same screen.
A focused session history for any individual patient is accessible from the patient’s profile. The list updates in real time as filters are applied and can be combined with date and status filters.

Cancellations, No-Shows, and Fees

Patients can cancel sessions directly from the patient portal without contacting the clinic. Before confirming, the clinic’s notice window and any applicable late-cancellation fee are displayed. Therapists and clinic staff also see fee and invoice details immediately after cancelling or marking a no-show, with a direct link to any generated invoice.
Patients can view the practice’s cancellation policy — including notice windows and applicable fees — in the cancellation dialog and on their profile before confirming a cancellation.
Practices can configure whether a no-show on a package session counts as a used session or triggers a separate fee. Only one cancellation policy can be active at a time per practice; activating a new policy automatically archives the previous one.
When clinic staff cancel a session, patients are not charged a late-cancellation fee. Late-cancellation fees apply only when a patient cancels within the clinic’s configured notice window.
Sessions can be cancelled from the iOS app. A confirmation step asks for a cancellation reason, and cancelled sessions remain visible in the schedule marked as cancelled.

Reschedule Requests

Patients can submit a reschedule request from the patient portal, specifying a preferred new time and an optional reason. Therapists receive an in-app notification and email, and can approve or decline the request from their portal. On approval, a new session is created at the agreed time and the patient is notified with updated details. On decline, the patient receives the therapist’s reason. Patients can also cancel a pending request before the therapist has responded.
When a patient sends a message indicating they want to reschedule or cancel an upcoming appointment, Mediyn automatically generates suggested actions — such as a Reschedule or Cancel button — directly in the conversation view, linked to the specific upcoming session.

Notifications and Reminders

Patients automatically receive a notification and email when a session is scheduled for them. A reminder notification and email are also sent approximately one hour before each upcoming session. For telehealth sessions, the reminder email includes a direct link to join the call.

Time Selector

The time selector in the New Session dialog scrolls correctly, giving access to all available time slots throughout the day. When opened, the dropdown positions itself near the currently selected time. Time can also be typed directly into the field.