Planned Absence Protocol
Timeline:
Clinician notifies days off at least 2 weeks in advance to the team and the clients
Reception contacts clients to ask: schedule makeup, or have another clinician cover?
Clinicians fill in coverage sheet of those who want coverage
Reception schedules on SimplePractice
Clinician Email:
Subject: Temporary Absence & Support Available
Dear [Client's Name],
I hope this email finds you well. I am writing to inform you that I will be temporarily out of the office on [Date], as I have a prior commitment to attend [reason for absence, e.g., a professional conference, personal leave, etc.].
During my absence, our office team will be available to provide you with any assistance you may require regarding your scheduled sessions.
Here's how they can support you:
Cancellation Assistance: If you need to cancel a session, they'll be more than happy to cancel it for you.
Make-up Sessions: They can also help you find a new date and time for a makeup session if needed.
Alternative Clinician Arrangements: If you prefer to see another clinician while I'm away, they'll ensure a smooth transition for you.
You can expect an email or a call from them to discuss your preferences and ensure that your needs are met during this time.
Thank you for your understanding and cooperation. If you have any questions or concerns, please do not hesitate to reach out to me or our office team.
Warm regards,
[Your Name]
[Your Position/Title]
[Contact Information]
Reception Email:
Subject: Temporary Absence of [Clinician's Name]
Dear [Client's Name],
I hope this message finds you well. We are writing to inform you that on [Date], our clinician, [Clinician's Name], will be taking a day off due to [reason for absence]. In anticipation of this, we would like to assist you with any adjustments to your scheduled session(s).
We will be available to assist you with the following options:
Cancel your session
Schedule a makeup session: If you'd like to schedule a make-up session, we will assist you in finding a suitable alternative date and time.
Arrange to see another clinician: Alternatively, we can arrange for you to see another clinician during [Clinician's Name]'s absence for continuity of care.
Please feel free to reach out to us with any questions or to make arrangements. We appreciate your understanding and cooperation.
Warm regards,
[Your Name]
[Your Position/Title]
[Your Contact Information]
For Group Sessions Cancellations:
Subject: Temporary Absence of [Clinician's Name]
Dear [Client's Name],
I hope this message finds you well. We are writing to inform you that on [Date], our clinician, [Clinician's Name], will be taking a day off due to [reason for absence]. As we are unable to schedule makeups, we will arrange the group to be seen by another clinician for the time being. If another clinician is not available, unfortunately we will not be able to make up the group sessions.
Please feel free to reach out to us with any questions or to make arrangements. We appreciate your understanding and cooperation.
Warm regards,
[Your Name]
[Your Position/Title]
[Your Contact Information]