Telehealth that lives inside the clinical record
Clients join from a browser link, and the session times land on the progress note. There is no separate meeting tool to reconcile afterwards.
How a client joins
Video built into the record, with identity checked before anyone is let in
- ✓A link, not an app. Clients open the link in a modern browser. There is no account to create and nothing to install.
- ✓Date of birth check. The client confirms their date of birth before joining. Links work for one appointment, are stored only as a hash, and lock after repeated wrong attempts.
- ✓A waiting room for guests. Interpreters, guardians and other guests wait until the clinician admits or denies them. No room details are released before that.
- ✓Session times on the note. Join and leave times are recorded by the server, not the browser, and pre-fill the progress note. The clinician can still edit them.
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Appointment link Works for that one appointment
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Date of birth check Confirms who is joining
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Admitted Straight into the session
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Times on the note Start and end carried over
Every session belongs to an appointment
A telehealth session is opened from a scheduled appointment. The room, the people who joined and the note that follows all point to the same record.
- ✓Clinical encounters only. Therapy, ARMHS, assessment, treatment plan and similar appointment types can open a room. Administrative entries cannot.
- ✓A timed room. The room opens 15 minutes before the appointment and closes an hour after it ends.
- ✓Reconnects handled. Dropping and rejoining is recorded as separate intervals, so a weak connection does not scramble the session times.
- ✓One live session per appointment. Starting again ends the earlier session instead of leaving an old room open.
- ✓No recording. AraSync does not record telehealth sessions or store video.
Room for interpreters, guardians and county workers
Many sessions include more than two people, and each guest gets their own link
- ✓Labelled guest links. Add a link for an interpreter, guardian or county worker, labelled with who it was for.
- ✓Revoked one at a time. Revoke any guest link without affecting the others. Every link is revoked when the session ends.
- ✓No PHI in the invitation. Email and text invitations carry the join link and your organization name. No diagnosis, service type or appointment detail.
- ✓A failed text does not stop the session. If an invitation email bounces or a text fails, the clinician still has the link and can start the session.
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Interpreter or guardian Their own guest link
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Labelled Shown by role in the room
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Revocable Turn a link off at any time
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No PHI in the invite The message carries no client details
Six elements, gathered against the note
Behavioral health audits ask whether the record shows what happened. AraSync builds a verification record from the six elements described at Minn. Stat. 256B.073 subd. 2(b), linked to the progress note while the session happens rather than pieced together later.
- ✓Type of service. From the note type and the documented service.
- ✓Person receiving the service. The client on the note.
- ✓Date of service. The session date on the note.
- ✓Location of service. Home, community or telehealth, with method and accuracy when a location was captured.
- ✓Person providing the service. The provider and their provider type.
- ✓Start and end time. The documented times, flagged for review when the device clock and the note disagree.
Verification is added alongside the note. It never stops a note from being written, completed or billed. It is audit evidence only: ARMHS sits outside Minnesota's EVV mandate, and nothing here is sent to a state aggregator.
Audio-only is a telehealth location, not a missing one
Minnesota permits audio-only telehealth under its telehealth statutes through 1 July 2027. A session with no GPS fix is not an incomplete record in AraSync.
- ✓Telehealth attestation. A remote session is recorded as an attested telehealth location, with the staff member who attested it.
- ✓Six of six. A lawful audio-only session satisfies the location element and is not flagged for review.
- ✓No coordinates asked for. Telehealth attestations carry no latitude or longitude, so there is nothing to fill in after the fact.
- ✓Place of service 02. Telehealth and telephone encounters map to place of service 02.
- ✓Medicare modifiers. When the note records telehealth and a Medicare line has no telehealth modifier, AraSync adds 95 for audio and video or 93 for audio-only. Your billers still review before submission.
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Audio-only session Phone or audio in the browser
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Six elements Scored for the session
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Against the note Matched to its times
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Six of six recorded Kept as audit evidence
See a telehealth session from start to note
A walkthrough of a session starting, a client joining from a browser link, and the session times landing on the progress note.