Retrospective appointments

Owned by Christopher
Last updated: Jan 31, 2024
5 min read

Estimated time to complete a retrospective appointment following this guide: 5-8 minutes.

If you have forgotten to add a completed appointment to Phoenix, you can add a retrospective appointment.

Converge can accept retrospective appointments up-to 90 days from the date of the actual appointment, however please ensure you are adding and completing appointments as you go throughout the month for accurate record keeping of appointments.

For information on invoicing, payment timelines and RCTI, view this guide: Billing and invoicing, RCTI payment timelines

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.

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Step 2: Review client session summary

Next, a pop-up will appear where you can review information before continuing.

  1. Review the client session summary and the available session count.

  2. Click “Continue to Rebook”

Client Session Summary pop-up window with Session summary of how many sessions have been used and available, and continue to rebook button to proceed to the next step.

Step 3: Select booking approach

As an associate with an Ad hoc schedule, you’ll be presented with two booking approach options - Manual Booking and Retrospective Booking.

Select Retrospective booking is for any booking that has occurred in the past but not yet added.

Manual booking is for any future 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.

 

  1. 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.

Step 5: Complete booking details

 

Next, select the:

  1. Modality

  2. Date of Response (the date of the appointment),

  3. Starting Time (in the clients' time zone)

  4. Send Client Notification options (select Yes unless you have your own notification system).

  5. For Video Call modality, select a teleconference platform.

Then, click the blue button “Review Bookings” to continue.

 

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.

 

 

This means you have not selected a work schedule to apply the appointment to. Please go back to step 4 and follow the steps to select the work schedule (with the circle button on the right side of the schedule).

 

Step 6: Review Booking

After clicking Review Bookings button on the previous step, you’ll be presented with a review bookings screen.

  1. Review the booking information and if correct, click the “Back” button at the bottom left of the review window.

  2. In the “Client Appointment Attendance” section, select the attendance option that best matches the upcoming session. This is usually Individual.

  3. Leave “Appointment Confirmed” selected

  4. Click “Finalise Appointment” button to complete the booking process.

 

Answers to common questions

Now that you’ve completed a rebooking, here are some suggested articles similar to this one. Click a link from below for more information.