A clinician's calendar is one of the essential parts of a clinician's pay and financial success! It’s important to know who’s doing what!
Clinicians’ responsibilities are...
- Schedule all follow-up sessions.
- Cancel or reschedule sessions as needed.
- Check and approve/deny Apt. Requests that come in via the Client Portal. Existing clients have access to the client portal. In the client portal, clients can cancel, reschedule and book new sessions at any available time slot within the assigned clinician’s work schedule.
- The clinician's role is to manage session frequency and client termination when scheduling becomes an issue.
- Clinicians should contact the client at the start of the session to ensure they are attending and/or logging in. Review this document (How to handle Missed Appointments & Cancellations) to learn how to handle missed appointments. Usually about 5 mins into the session, you’ll need to call, text or email the client. Keep in mind that all appointments in TN will automatically receive 1 SMS reminder and 1 email reminder. SMS reminders go out about 12 hours prior to the appointment. Email reminders go about about 2 days prior to the appointment.
Schedulers are doing this...
- Answering calls/online bookings and scheduling the NEW client on your TN calendar
- They first match the client to your profile to make sure it's a good fit.
- The scheduler will schedule the Intake Apt AND ~4 weekly sessions for the same time slot.
- The purpose of scheduling those future sessions is to ensure that another does not take the time slot; however, it's NOT written in stone. You can adjust/delete as needed after you meet the client during the Intake.
- Upload our intake packet when it is received from the client.
- Send the "Welcome Email" to the Client Portal.
- Answering calls/emails when clients call the scheduling dept to cancel/reschedule/book appointments
- The schedulers will reschedule existing clients on any open/available spot on your TN calendar.
- Check/verify benefits.