Planned Absence Protocol

Timeline:

  1. Clinician notifies days off at least 2 weeks in advance to the team and the clients

  2. Clinician contacts clients via Email, cc-ing CAST to ask: schedule makeup, or have another clinician cover?

  3. Clinicians fill in coverage sheet of those who want coverage

  4. 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:

  1. Cancellation Assistance: If you need to cancel a session, they'll be more than happy to cancel it for you.

  2. Make-up Sessions: They can also help you find a new date and time for a makeup session if needed.

  3. 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:

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]