When you agree to accept Telehealth bookings (which are booked into your “Open” calendar) from Converge International, if you need to rebook the client, you are expected to rebook them into your Telehealth “Open” calendar.
In some circumstances, you may not be able to use “Rebook with me” feature and may need to rely on Manual booking option. For these circumstances, you can use this guide to book your client manually into your Telehealth schedule.
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.
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
Next, a pop-up will appear where you can review information before continuing.
Review the client session summary and the available session count.
Click “Continue to Rebook”
If the client does not have enough sessions remaining, you can request extra sessions. Find out more here https://convergeintl.atlassian.net/plugins/servlet/servicedesk/customer/confluence/shim/spaces/ALL/pages/108363819
Step 3: Select booking approach
During downtime of rebook with me, select Manual booking option.
Note: Manual booking option overrides all rules for leave, break periods and modality preferences. Ensure you review your calendar first for availability before manually inserting an appointment using manual booking.
Step 4: Select a work schedule
After confirming a booking approach in the last step, the booking window will expand to show options for your rebooking.
Before continuing, click the “Expand to select / Update work schedule” banner (teal colored banner) to reveal your work schedule.
Next, select the work schedule which matches the desired appointment time with the displayed work schedule. Once you find the schedule to apply the appointment to, click the circle button to the right of the word “Available” to confirm the schedule.
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).
If you also have a Rapid Response work schedule, 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.
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.
The time entered is in the clients' time zone
After entering the details of the appointment, you’ll be able to review the appointment time, including a time zone conversion between you and the client.
Next, click the “Review bookings” button to proceed to the last step.
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.
