Scheduling is a critical component for managing client appointments, provider calendars and administrative tasks. Key features need to include 24x7 client self-scheduling, automated appointment reminders, waitlist management and multi-location coordination.  Managing schedules also involves using digital tools for automation, setting clear boundaries for availability, scheduling breaks and administrative time, grouping similar tasks, and creating transparent policies for cancellations, all to ensure quality client care.

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​​​​​Key Effikacy Capabilities:

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• Enabling online, synchronized, multi-calendars to allow client self-bookings/rescheduling and appointment management

• Providing a "Client Portal" to enable self-scheduling and bi-directional communication

• Defining your working hours, when you check messages, and your response times to avoid constant interruptions.

• Scheduling breaks or short "transition" periods between sessions to decompress, write notes, and prepare.

• Grouping similar activities (e.g., all client calls in one block) to improve focus.

• Sending automated client appointment reminders to reduce no-shows and last-minute cancellations.

• Establishing clear policies for cancellations, late arrivals, and rescheduling to minimize confusion.

• Modeling self-care and honoring your limits to prevent burnout and show clients the importance of boundaries. 

• Being proactive giving ample notice to clients if needing to change schedules to help clients adjust.

• Defining availability to let clients know when they can expect responses to non-urgent messages.

• Building trust by occasionally offering one-time waivers for cancellations as a goodwill gesture to reinforce your policy for future instances

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