Masters Students

    Starting Therapy Process

    When beginning your work with clients, there are various things to remember, listed below. Included here in is a sample email you may opt to tweak or use to communicate all necessary components to your clients.
    Please also review the attached here are Email Templates you can customize for your use. This is to help you understand the type of communication needed.

    Subject Line: Starting Therapy
    Body:
    To begin next steps, I have emailed you online consent forms which will need to be signed prior to your session. Please take the time to fill this out before your session and don’t hesitate to reach out if you have any questions about the content! We'll also recap this in our first session. They're online forms and you'll receive them from our booking software system so no need to print them off, simply follow the prompts.
     
    Once those forms are complete, we're all set to continue with meeting! 
    To book your first session, you can use the booking link below:
     
    reboundtotalhealth.janeapp.com/
     
    Simply click on either Individual Virtual or Individual Telephone sessions (whichever your preference) then  any available time that works for you and you'll be booked in! If you have any issues with the online booking system, just email your availability and we can find something that works for both of us.
     
    If you opt for virtual therapy, to access the session the day of, our booking system will automatically send you an appointment reminder 30 minutes prior to  our session. There'll be a link in this email that takes you right to our secure platform. You'll just see yourself on the screen until I enter! If for some reason we have any technical difficulties at any point, I will contact you via phone to sort it out! Ideally, virtual sessions work best when you're in a quiet, private space where the internet is very strong! Some people prefer to use headphones to aid in sound quality and to minimize feedback so having headphones on standby is a plus! Additionally, we highly recommend you use Google Chrome, as this platform appears to work best for our virtual sessions.
     
    Finally, regarding payment options, payment for virtual sessions is required prior to the beginning of each session via e-transfer or credit card. Debit payments can be sent to info@reboundtotalhealth.ca and you will receive an emailed receipt once we receive your payment.  If you prefer to pay via credit card, I'll ask for your credit card in our first session (on the secure platform!) and add it to your account. The total for each session,  including tax is (insert price)
     
    Of course if you have any questions at all, please don't hesitate to reach out via email at any point. I'm very much looking forward to getting this process started with you!
    talk soon,
     
    1. 1

      Book & Complete Consult

      There's a variety of ways that clients can find you! They can find you online and book into your online booking, you can be matched with them from the consultation team, OR they can email rebound saying " I want X therapist" and we forward them right to you! However they reach out to you, make sure they get booked in for a consultation if they haven't been already.

      Please review our recommendations for a consultation Therapist Consultation Calls
      Be sure to add the notes from your consultation to the client file.

      Chart notes MUST be assigned to sessions (see jane training)

      It is highly recommended that at the end of your consultation, you book for 4-6 sessions.

    2. 2

      Send Consent Form

      Be sure to send the client your consent form and ensure that it is fully completed prior to beginning your first session. Don’t send your clients a consent form until they have completed a consultation and decided they want to work with you
    3. 3

      Determine Payment

      Tell clients how they can pay. If a client opts to pay via credit card you must also send them a second consent form – authorization for automatic billing which authorizes you to charge their credit card at the end of each session.


      If a client is late on a payment or misses a payment, our policy is that we require a credit card on file after the first instance of this happening. This ensures that clinicians aren't spending all their time chasing down clients for payment. If a client is ever late on a payment or doesn't pay, you can reference the consent form they have signed and require a credit card from them before proceeding with services.. 

      ** Note, make sure that you client has signed the 2023 consent forms as these have the new policy regarding credit card requirements! **
    4. 4

      Tell Clients how to access session

      Tell clients how to access the session.

      Example:

      If you opt for virtual therapy, to access the session the day of, our booking system will automatically send you an appointment reminder 30 minutes prior to  our session. There'll be a link in this email that takes you right to our secure platform. You'll just see yourself on the screen until I enter! If for some reason we have any technical difficulties at any point, I will contact you via phone to sort it out! Ideally, virtual sessions work best when you're in a quiet, private space where the internet is very strong! Some people prefer to use headphones to aid in sound quality and to minimize feedback so having headphones on standby is a plus! Additionally, we highly recommend you use Google Chrome, as this platform appears to work best for our virtual sessions. 
    5. 5

      Complete Session

      • Be sure to be diligent with payment, keeping in mind that clinicians cannot be paid for sessions that are not paid for by the client.
        If a client is late on a payment or misses a payment, our policy is that we require a credit card on file after the first instance of this happening. This ensures that clinicians aren't spending all their time chasing down clients for payment. If a client is ever late on a payment or doesn't pay, you can reference the consent form they have signed and require a credit card from them before proceeding with services.. 

        ** Note, make sure that you client has signed the 2023 consent forms as these have the new policy regarding credit card requirements! **

      • Here are some tips for client retention and booking consistency, that we have found have helped our existing clinicians!

        • Book your clients in for 4-6  sessions from the beginning of your therapeutic relationship with them & make this a common habit. 

        •  Very fast follow ups. When you receive a new client inquiry, follow up right away. I also recommend using the gmail snooze button, to remind you to follow up if you don’t hear back from the client after 24 hours. I usually send a second email just stating “just following up as occasionally our emails end up in spam!! Just wanted to make sure you received my email!” or something similar, to ensure the email didn’t go to spam.

        • Booking clients at the end of consults & at the end of each session – don’t just leave it up to online booking if you can avoid it.

        • Set a pacing with your clients, determine what the best frequency is and do your best to hold them accountable to that

        • Ask for feedback. Ask your clients what’s working or not working for them, in order to suit therapy to their needs. Conduct regular feedback every few sessions.

        •  Use your chameleon skills – match the clients energy and vibe where relevant, mirror them and find points of connection where you can!