To keep track of clients that have been inactive for a period of time, you can run a report on Jane!

Click the Reports Tab,

Click “Unscheduled Clients (Last Visit)

Set Filters as needed. *We recommend adjusting “Days since” to 2 months since last visit*

Jane will populate a list of all clients that have not attended a session in the time parameters you set

Best practice would be to inform the client of their changing client status, however please review with your college which guidelines you should follow when communicating about a termination. The clinical management team has provided a sample email used for communicating a discharge to clients- feel free to use this template if you’d like to! If you have not met with this client  beyond a free consult, you definitely need not inform them!

SAMPLE EMAIL TEMPLATE:

Subject: Client File Status Update

Body:

Hi! 

Hope you’re enjoying the fall weather and that this email finds you well. As per the CRPO, I am required to keep up-to-date files with the correct client status. As such, any clients that I have not seen in the last 60+ days must be set to discharged in our system. I am simply reaching out to let you know that for the time being, I have set your status to discharged. My hope is that you are doing well and simply no longer need my services. However, if at any point you do require further therapy services, feel free to reach out to me at any point. If at that time I have room on my caseload, I am happy to resume therapy sessions with you, but they will be subject to completion of a new consent form, intake session & any fee raises that have taken place. If at any point, I am unable to resume with you, I want you to feel well supported knowing that we have multiple skilled practitioners here at Rebound Total Health that might be a great fit for you as well.

That said, I have sincerely enjoyed working with you, and am wishing you the best! 

Warm Wishes,

 Use Chart template “Termination” and complete all respective fields. If you opt to use a different chart template, please ensure it includes the following:

the reason for discharge

- the date of discharge

- the client's condition upon discharge

- final communication with client

Make a record of any communication you had with the client regarding termination. Best practice would be to chart the email you sent the client, however please review with your college which guidelines you should follow when charting a termination.

Go to the client profile, click “edit/settings” then scroll down to the check-box labeled “discharged”

Select the discharged option, then save.

 

Check the clients profile to see if they are working with any other therapists at Rebound.
You can do this by checking their appointments tab and their consent form area.
If the client is having sessions with another therapist do not set them to discharged.