Overview

The TheraDriver and Aloha integration allows organizations to manage schedules and schedule changes in TheraDriver while sending session activity into Aloha.

With this integration, organizations can create recurring schedules for clients and staff, manage daily schedule changes in TheraDriver, and have session updates reflected in Aloha.

Session activity sent from TheraDriver to Aloha includes:

• New sessions
• Session edits
• Session cancellations
• Session deletions

TheraDriver should be used as the source of truth for scheduling once the integration is live.

How the Integration Works

Sync Direction

Session data flows in one direction:

TheraDriver → Aloha → Motivity / Hi Rasmus

There is no bidirectional session sync between TheraDriver and Aloha.

This means:

• Updates made in TheraDriver sync into Aloha.
• Updates made in Aloha do not sync back into TheraDriver.
• Updates made in Motivity or Hi Rasmus sync into Aloha only.
• Updates made in Motivity or Hi Rasmus do not sync into TheraDriver.

What Syncs Between TheraDriver and Aloha

TheraDriver syncs the following session activity into Aloha:

• New sessions
• Edits to existing sessions
• Session cancellations
• Session deletions

What Is Managed During TheraDriver Onboarding

During onboarding, TheraDriver manages the initial setup of the integration.

The onboarding process includes:

1. The organization provides TheraDriver with access to an admin user in Aloha.
2. TheraDriver requests API keys directly from Aloha.
3. TheraDriver downloads client and staff profiles from Aloha.
4. TheraDriver uploads client and staff profiles into TheraDriver.
5. TheraDriver uploads recurring direct therapy schedules into TheraDriver.
6. TheraDriver maps billable and non-billable codes between TheraDriver and Aloha.
7. TheraDriver maps cancellation reasons between TheraDriver and Aloha.

Recurring Schedule Setup

If recurring schedules already exist in Aloha, TheraDriver can download those schedules from Aloha and upload them into TheraDriver.

If schedules are not recurring in Aloha, TheraDriver can upload schedules into TheraDriver using a spreadsheet provided by the organization.

Other Session Types

The organization is responsible for managing other recurring sessions in TheraDriver, such as:

• Recurring non-billable sessions
• Recurring supervision sessions
• Other non-direct therapy schedule blocks

What Is Managed After TheraDriver Onboarding

After onboarding is complete, the organization is responsible for maintaining client and staff information in both systems.

Clients and staff are not automatically synced into TheraDriver when they are added, edited, or disabled in Aloha.

Organizations should manage all schedule updates in TheraDriver, including:

• Recurring schedule changes
• Daily schedule changes
• Cancellations
• Deletions
• Provider coverage updates

TheraDriver Features Available to Organizations

Organizations using TheraDriver may have access to:

• Recurring schedule management
• Daily schedule management
• Clinically appropriate provider coverage for cancellations
• Bulk management of client, staff, and clinic cancellations
• Automatic notifications and communication to client families and staff
• Analytics for client dosage
• Staff utilization and productivity
• Clinic cancellations
• Supervision progress
• TheraDriver knowledge base resources

Feature availability may depend on the organization’s TheraDriver setup.

Required Setup in TheraDriver

Client and Staff EHR IDs

Client and staff profiles in TheraDriver must include the correct Aloha client or staff ID in the EHR ID field.

This allows TheraDriver to match the client or staff member to the corresponding profile in Aloha.

If the EHR ID is missing or incorrect, sessions may fail to sync into Aloha.

Code Mapping

The TheraDriver team must map billable and non-billable codes using the appropriate Aloha APPT_TYPE value.

If appointment types are not mapped correctly, sessions may fail to write into Aloha.

Cancellation Reason Mapping

TheraDriver must also map cancellation reasons between TheraDriver and Aloha.

At this time, session status is only mapped when it is tied to a cancellation reason in TheraDriver.

Tips for Success

Sessions may fail to write from TheraDriver into Aloha for several reasons.

Common causes include:

Failed sessions can be retried. TheraDriver can assist with troubleshooting failed syncs.