A guide for office staff to understand the features of the patient Scheduling App, what it can do for your patients, and how to help them get set up.
✨ When You Need This Guide
This guide is your go-to resource for understanding the app your patients use. Refer to this when:
A patient is asking how to download or log in to the app for the first time.
You need to find your office's unique Clinic ID or Patient Portal URL to share with a patient.
You want to understand what features are available to patients within the app.
You need to explain to a patient how to add a family member or manage their appointments.
What This Covers (And What It Doesn't)
✅ This article provides an overview of the patient-facing Scheduling App's features and the patient setup process.
❌ It does not cover troubleshooting for when the app isn't working correctly. For that, please see our detailed guide: [Troubleshooting the Scheduling & Provider Apps].
You'll Need:
To find your Clinic ID, you will need access to the
Schedulingtab in your Aloha account.
✅ Guiding Your Patients: Setup and Key Information
The Patient Setup Process
When a patient wants to use the app, you can guide them through these three simple steps.
Download the App: Patients can find "The Scheduling App" on the Apple App Store (for iPhone) or the Google Play Store (for Android).
Enter Clinic ID: When they first open the app, it will ask for your practice's unique Clinic ID to connect to your office.
You can find your Scheduling App Clinic ID by going to: Scheduling > Mobile Apps
Sign Up: The patient will need to sign up using their full name and cell phone number. It is important that they use the exact information you have on file for them (e.g., "William Smith" instead of "Bill Smith") to ensure their app links to their correct patient profile.
For Patients Who Prefer a Browser
If a patient doesn't want to download the app, they can access the same features through a web browser on their computer or phone. You can direct them to your unique Patient Portal URL.
How to Find Your Clinic ID and Portal URL
In your Aloha account, go to SCHEDULING > Mobile Apps.
Your Clinic ID and Scheduling Portal URL are both listed at the bottom of this page for you to easily copy and share.
⚠️ Warning: You can edit your URL here, but be careful. If changes are made, all your existing patients will need the new information, as the old links or ID will no longer work.
✨ Key App Features for Patients
The app is like a digital front desk that gives your patients more control.
Icon | What It Does |
| Patients can view their upcoming appointments, book new ones from available time slots, and (if you've enabled it) cancel or reschedule. |
 | Patients can send secure, direct messages to your office for quick questions, eliminating the need for a phone call. |
 | Patients can see scans from their recent appointments directly from the app |
Find Office Information  | By clicking on the Map Pin Icon, patients can find the contact information and address for your office. |
Mange Dependents, Preferences, and Passwords  | Patients can add their scheduled appointments to their personal mobile calendar, add dependents (like a spouse or children) to manage appointments for the whole family in one place and manage contact preferences from the app. |
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
A patient is asking what the different icons at the bottom of the app mean. | The app uses icons for quick navigation to its main features. | You can let them know the icons stand for: Calendar (view/book appointments), Message (contact the office), Notebook (View CLA Insights), Map Pin (your office info), and Settings (manage profile). |
A patient forgot their password and can't log in. | Like any app, users may forget their credentials from time to time. | Advise the patient to click the "Forgot Password" link on the app's login screen and follow the prompts. If they still have trouble, you can use the |
A patient wants to know if they can cancel an appointment in the app. | This functionality depends on a setting controlled by your office. | You can tell them: "Yes, you can cancel in the app if that setting has been enabled for our practice." If the option isn't there for them, it means the feature is currently turned off. |
🎉 You'll Know It's Working When:
You can confidently direct patients to find and download the app.
You can easily locate and provide your Clinic ID and Patient Portal URL to patients.
Patients begin to successfully manage their appointments and communicate with you through the app.
💬 Need Help? We're Here!
If you have other questions about the Scheduling App or need help walking a patient through the setup, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.