Email Template #1: First Contact with Client ever, A Consultation has not yet been completed.

Hi (Insert Name)!

Thanks so much for reaching out. I’m (insert therapist name) and I am a therapist here at Rebound Total Health. I am currently accepting new clients and would love to get to know you a bit better along with what you’re looking for from therapy. For potential new clients, I offer a free 15-minute therapy consultation that allows us to touch base prior to our first session. I offer either telephone or virtual consultations, whichever you’re more comfortable with! During this call, my goal is to get to know your current situation a bit better and further, this call offers the opportunity for you to ask me any questions you have! If all goes well during our call, we can arrange our first session together shortly after.

If you’d like to proceed with the free consultation, I have the following dates and times opened this week:

Let me know if any of these time slots might work for you and I will book you in. Please also kindly let me know if you would prefer the consultation to be virtual or telephone. If you opt for telephone, I will just need the preferred number you’d like to be contacted at!

I am very much looking forward to talking further with you and getting this process started!

 

All the best, 

 

Email Template #2: Consultation Counsellor has completed 1st consultation. Client has the option to either start therapy with you, or have a free consultation with you.

Hi (Insert Name)

My name is (insert therapist name) and I am a therapist here at Rebound. The client coordinator team has provided me some insight on what you're looking for and I'm very much looking forward to meeting you and working with you! (if you like, it can be helpful to make reference to the intake details to make them feel heard.. like the next sentence) I have lots of experience working with young adults with anxiety and can absolutely help you work through this.

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! I am happy to move right to our first session together, however if you prefer, I have no problem meeting with you for a free 15-minute consultation before hand if you would be more comfortable doing so first.

If you'd like to book a free consultation, here are some time slots I have available in the upcoming days, I can book you in manually for that. Simply let me know which day/time might work best for you and I will book you in!

(INSERT SOME DATES AND TIMES)

If you'd rather move right to your first session, you can do so by using my 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!

Once you're booked in for either a consultation or a first session, I'll follow up with a confirmation email that outlines everything you need to know before getting started, such as how to pay and how to access your session!

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,

 

Email Template #3: Client would like to start therapy with you. This includes all the housekeeping details they need to know for their first session.

Hi (Insert Name)

Thanks again for making the time to meet with me for a consultation! It was great getting to talk to you and I'm motivated to develop some growth and progress together!

** You might need to take this paragraph out if they've already completed the consent forms* To begin next steps, I've added you as a new client in our system and 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, so no need to print them off, simply follow the prompts.

Once that’s completed, you can book your session by using the 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!

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 by the end 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)

Let me know if at any point along the way you have any questions! Looking forward to meeting you (virtually) and getting this process started.

 

All the best,

 

 

Template #4: Waitlist Clients – this is the template you’ll be using to make contact with all the clients currently waiting on your waitlist.

Hi (Insert Name)

My name is (insert therapist name) and I am a therapist here at Rebound. The client coordinator team has provided me some insight on what you're looking for and I'm very much looking forward to meeting you and working with you! (if you like, it can be helpful to make reference to the intake details to make them feel heard.. like the next sentence) I have lots of experience working with young adults with anxiety and can absolutely help you work through this. Thank you for your patience in waiting to get started  - I’m excited to begin working together!

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! I am happy to move right to our first session together, however if you prefer, I have no problem meeting with you for a free 15-minute consultation before hand if you would be more comfortable doing so first.

If you'd like to book a free consultation, here are some time slots I have available in the upcoming days, I can book you in manually for that. Just note, that free consultations with me aren’t available on my online booking currently, so I’ll have to do that manually!  Simply let me know which day/time might work best for you and I will book you in!

(INSERT SOME DATES AND TIMES).

If you'd rather move right to your first session, you can do so by using my 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!

Once you're booked in for either a consultation or a first session, I'll follow up with a confirmation email that outlines everything you need to know before getting started, such as how to pay and how to access your session!

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,

Email Template - Terminating a Client due to Therapist Decision

Hi Client,  

 I hope your week is going well!  I wanted to touch base on our work together as after reviewing with my clinical supervisor, I have come to the difficult decision that due to my limits in training and experience, this case is outside of my scope of practice and as such, I am not able to continue working with you. As therapists, it's our job to practice within our scope of practice and to determine when something falls outside of scope. While I would love to continue working with you, it is in your best interest to work with someone with specific training and more experience within the areas you need support. I think that a therapist with more experience working (insert presenting problem/area of need) would benefit you so much more than myself. This decision is not a reflection of you personally, but a reflection of my clinical experience.   Additionally, I have carefully selected some other therapists options that I think would be a really good fit, and have experience in the aforementioned areas. Here are their profiles for you to review, if interested!

• (insert referrals)

If you'd like and consent to it, I can meet with any of these therapists and pass on any information I have in order to make the transition as smooth as possible.  I'm happy to also connect you to our client coordinating team if you would like more suggestions or need further support finding a good fit. Additionally, here is the number for COAST, should you feel unsafe, or an elevated level of suicidal ideation.

• (insert crisis line)

If you have any questions, I'm happy to answer them via email or phone call. I will also be canceling our session for (insert date). It has been lovely working with, and thank you for sharing your story with me. I am so honoured to have been able to hear it, and I hope the absolute best for you.   Warm regards, 

Email Template - Client books a session with you when your caseload is full

Subject line: Important Update: Appointment Cancellation & Alternative Therapist Match Options

 Hi (Client)!
  I see that you booked a session with me for (insert date/time). Thank you for wanting to work with me, and congratulations on taking the first step in your journey! Unfortunately, my caseload is full for the time being, so I will have to cancel the appointment. If you are open to meeting with the intake team, they can match you with another therapist who has a similar approach and specialty to myself.   You can book a consultation with them here: reboundtotalhealth.janeapp.com/#/new-clients-free-consultati... If you have any questions, please let me know! 
 All the best,