A step-by-step guide on how to add a new doctor or provider to your Aloha account by first creating them in your practice management system and scheduling a trigger appointment.
✨ When You Need This Guide
This guide is your starting point when a new doctor or provider has joined your practice. Use this when you need to:
Add a new provider to your Aloha account.
Understand how to get a new staff member to sync from your primary scheduling software.
Begin the process of setting up a new provider for online scheduling.
How It Works (The Syncing Process)
Aloha syncs with your main Patient Management System (PMS) or Electronic Health Record (EHR). To add a new provider to Aloha, you first need to create their profile in your PMS/EHR. Then, you'll create a single "trigger" appointment that tells Aloha a new provider exists and needs to be synced into our system.
You'll Need:
Access to create new providers and schedule appointments in your primary PMS/EHR.
✅ Adding a Provider (For Most Integrations)
This is the standard process for most integrated Practice Management Systems (e.g., Chirotouch, Platinum, Eclipse, Genesis, Eaglesoft, etc.).
Step 1: Create the New Provider in Your PMS/EHR
Before doing anything in Aloha, all work must be done in your primary scheduling software first.
Log in to your main PMS/EHR.
Follow your normal procedure to create a new provider or staff member profile exactly as you want them to appear.
Step 2: Schedule a "Trigger" Appointment for the New Provider
This is the most important step. Scheduling an appointment is the event that tells Aloha to sync the new provider.
On your PMS/EHR calendar, schedule a single, new appointment and assign it to the new provider you just created.
Tips for the Trigger Appointment:
It can be for any patient and any appointment type.
To avoid blocking your real schedule, you can book it for a time outside of normal office hours (e.g., on a Sunday or at 10 PM).
CRUCIAL: You must leave this appointment as scheduled on the calendar. Do not delete it until you have confirmed the provider appears in Aloha.
Step 3: Wait for the Sync
What to expect: The sync process runs automatically. It can take up to 24 hours for the new provider to appear in your Aloha account. You can check to see if they've appeared by going to the Gear Icon (⚙️) > Users page.
✅ Exceptions for CSV Integrations
If your practice uses a CSV file upload for your integration, the process is different.
The best method is to add the new provider's information directly into your daily CSV file. They will be created during the next successful upload.
If you are unable to edit your CSV file, please contact our support team for assistance.
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
It's been over 24 hours, and the new provider still isn't in Aloha. | The trigger appointment may have been accidentally deleted or moved from the new provider's column before the sync ran, or there might have been an interruption in the sync with your PMS. | First, double-check your PMS schedule to ensure the trigger appointment is still there and assigned correctly to the new provider. If it is, please contact our support team to investigate the sync status for you. |
The provider is now in Aloha, but patients can't book with them online. | This is normal. Adding the provider to Aloha is the first step. Now you need to configure their specific settings for online scheduling, reminders, etc. | You will need to enable them for online scheduling, set their availability, and assign them appointment types. For detailed steps, please see our guide on How to Manage Settings for Each Provider. |
🎉 You'll Know It's Working When:
You can see the new provider's name in the list of users on the Gear Icon (⚙️) > Users page in your Aloha account.
💬 Need Help? We're Here!
If you have followed these steps and the provider has not appeared after 24 hours, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.
📚 Related Articles
How to Manage Settings for Each Provider - Use this guide for the next steps after your provider appears in Aloha to turn on their reminders, campaigns, and online scheduling.
How to Add, Deactivate, and Archive Users - A complete guide to managing user logins and permissions once they are in Aloha.