Managing cancellations, rescheduling, and no-shows efficiently is crucial for maintaining an organised practice. Therasee provides tools to handle these tasks smoothly, ensuring you keep your schedule accurate and your clients informed. This guide will walk you through the steps to manage cancellations, rescheduling, and no-shows within Therasee.
Cancelling an Appointment
Steps to Cancel an Appointment:
Navigate to the Calendar:
Go to the Calendar tab from the sidebar.
Select the Appointment:
Click on the appointment you wish to cancel. This will open the appointment details modal.
Cancel the Appointment:
In the appointment details modal, click the Options button.
Select Cancel appointment from the dropdown menu.
Confirm Cancellation:
Confirm the cancellation in the pop-up window. The appointment will be marked as cancelled in the calendar, typically with a different colour to distinguish it from active appointments.
Notify the Client:
An email notification will automatically be sent to the client informing them of the cancellation.
Rescheduling an Appointment
Steps to Reschedule an Appointment:
Navigate to the Calendar:
Go to the Calendar tab from the sidebar.
Select the Appointment:
Click on the appointment you wish to reschedule. This will open the appointment details modal.
Edit the Appointment:
In the appointment details modal, click the Options button.
Select Edit appointment from the dropdown menu.
Update Appointment Details:
Modify the date, time, duration, and any other relevant details in the scheduler form.
Save Changes:
Click Save changes to update the appointment details.
Notify the Client:
Tick or untick the email and SMS checkboxes next to "How would you like to notify them?" to control how the client is notified about the changes.
Handling No-Shows
No-shows can disrupt your schedule and impact your practice. Therasee allows you to manage no-shows effectively.
Steps to Handle No-Shows:
Mark as No-Show:
If a client does not show up for an appointment, navigate to the appointment in the calendar and open the appointment details modal.
Click the Options button and select No show from the dropdown menu.
Reschedule or Cancel:
Decide whether to reschedule the missed appointment or cancel it altogether based on your practice’s policy and client’s circumstances.
Best Practices for Handling Cancellations, Rescheduling, and No-Shows
Communicate Clearly: Always ensure clients receive timely notifications about cancellations or rescheduled appointments to avoid any confusion or inconvenience.
Set Clear Policies: Establish clear policies for cancellations, rescheduling, and no-shows, and communicate them to your clients. This can include required notice periods and any applicable fees.
Maintain Flexibility: While it’s important to have policies in place, being flexible and understanding with clients who may have genuine reasons for cancellations or no-shows can help maintain a positive relationship.
Update Records Promptly: Ensure all changes to appointments are promptly updated in Therasee to keep your schedule accurate and avoid double bookings.
Conclusion
Handling cancellations, rescheduling, and no-shows efficiently helps maintain an organised practice and ensures clear communication with your clients. By following these steps in Therasee, you can manage your appointments smoothly and keep your clients informed of any changes.
For more tips and tutorials on using Therasee, visit our support centre or check out our YouTube channel.