First Session NO SHOW Follow Up procedures
This process is to catch the clients that booked a first session with a therapist but didn't show up, and attempt to recover them.  

** To identify first session no shows you'll have to go through the schedule manually. **
You'll want to go to the schedule, then select one therapists schedule at a tie
You will be checking yesterdays schedule for any first session no shows.
A no show will be marked red, and a first session will say first session on it.
Here's what a no show first session looks like on the schedule:


You will see the "first visit" tag on the session, which tells you its their first session

Your job is to identify the folks that "no showed' their first session add them to the tracking sheet, then email them.

All follow ups must be tracked in our client follow up spreadsheet found here: No show & No Booking Follow Up tracking
Add their client number to the spreadsheet, then send them the email template below.
You will then go to your "sent" email box, and snooze that email to show up back in your in box in 2 weeks to remind you to follow up with next steps.

NO SHOW First Session Appointments booked with Therapists

Frequency: Complete this follow up every day

Process:

Step 1: Note any NO SHOW first sessions with therapists from  yesterday that have not yet been added to the follow up sheet

Step 2: Email each client the following email

Step 3: Snooze the email you sent to appear in your inbox in 2 weeks time. If at that point, the client has not responded or not engaged, mark the client as “dead lead” in the spreadsheet. If they have booked or proceeded, mark it as “booked in”

Subject Line: Checking In

Body: 

Hey (Client)

Hope you’re doing well! I noticed you weren’t able to make your session that was scheduled (date) with (therapist). You may have already been in touch with your therapist but I also wanted to check in with you quickly in case!

If you’d like to rebook for another date/time that may work better, let me or your therapist know and we can happily get you rebooked.

If you’re not sure about your therapist match, want some other options or just are unable to move forward, just let me know - I’m here to help. We really want to make sure you’re comfortable throughout the process and ensuring you have the best therapist fit is a huge piece of that!

Really looking forward to connecting soon!

All the best,