When you agree to accept Telehealth bookings (which are booked into your “Open” calendarschedule) from Converge International, if and you need to rebook the client , you are expected to rebook them into your Telehealth “Open” calendar.In some circumstances, you may schedule and continue seeing them at the agreed telehealth (open) rate for the entirety of their telehealth appointments with you.
In the instance you have agreed with the client to see them outside of your Telehealth “Open” schedule, you still must continue seeing them at the Telehealth “Open” schedule rate, so this instance is agreed upon at your discretion. In this instance you will not be able to use the “Rebook with me” feature and may will need to rely on the Manual booking option. For these circumstancesthis instance, you can use this guide to book your client manually into your Telehealth “Open” schedule to connect the appointment to the correct rate.
Step 1: Accessing Quick View actions
After logging in, your default home page is Quick View, which can also be accessed via the left menu, if needed.
Find the clients' last appointment on the Quick View page then click the green “Commence” button from the Appointment Actions column on the right side.
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The Quick View page is split into 3 sections - Appointments not started, Appointments in Progress and Appointments recently completed. Your clients' last appointment will be in the “Appointments Recently Completed” section or, if you haven’t yet commenced the last appointment, it will be in the “Appointments Not Started” section. |
Step 2: Review client session summary
Step 3: Select booking approach
Step 4: Select a work schedule
Next, select the work schedule which matches an “Open” schedule (it does not matter if the desired appointment time with the displayed work schedule. Once you find the schedule to apply the appointment to, click the day is not available in the “Open” schedule) by clicking the circle button to the right of the word “Available” to confirm the schedule.
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You may have more than one line of work schedules when you have multiple availability times over a week period. For example, you may work Monday’s and Tuesdays 09:00 to 14:00 (line 1) and Thursdays and Fridays 14:00 to 17:00 (line 2) which would be displayed in two availability lines. If the appointment was at 10:00 on Tuesday, you’d select that schedule for Monday and Tuesdays 09:00 to 14:00 (line 1). |
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If you also have a Rapid Response work schedule, By selecting an “Open” schedule you have connected to the correct Telehealth “Open” rate, which you had agreed to when accepting the referral initially and must continue seeing them at this rate for the entirety of their Converge Telehealth appointments with you. |
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You may also have an “Adhoc” and “Rapid Response” work schedule and these may be visible at this step. Make sure you only apply an appointment to the “Open” schedule (see image above) in the “Calendar Type” Column. |
Step 5: Complete booking details
Next, select the:
Modality,
Date of Response (the date of the appointment),
Starting Time (in the clients' time zone)
Send Client Notification options (select Yes unless you have your own notification system).
For Video Call modality, select a teleconference platform.
Then, click the blue button “Review Bookings” to continue.
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For Video call appointments: For an automatic meeting link to be generated, select Teams (no login or app required to use - we will send you and the client the meeting link). Or select Zoom. If you select zoom, you’ll need to create a zoom meeting and email the client the meeting link seperately. |
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The time entered is in the clients' time zone |
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Step 6: Review Booking
After clicking Review Bookings button on the previous step, you’ll be presented with a review bookings screen.
Review the booking information and if correct, click the “Back” button at the bottom left of the review window.
In the “Client Appointment Attendance” section, select the attendance option that best matches the upcoming session. This is usually Individual.
Leave “Appointment Confirmed” selected.
Click “Finalise Appointment” button to complete the booking process.