Identify clients requiring special assistance or handling
4
Schedule appointments with clients
5
Approval: Appointment Schedule
6
Organize and prepare materials needed for sessions
7
Sync appointments to personal digital calendar
8
Inform reception team about the day's schedule
9
Set reminders for appointments
10
Review client progress and notes from previous sessions
11
Draft session plans for each client
12
Prepare physical and digital workspace
13
Conduct therapy sessions as scheduled
14
Make relevant notes during or after sessions
15
In case of no-shows or cancellations, use time to catch up with documentation
16
Approval: Session Notes
17
Coordinate with other healthcare professionals if necessary
18
Update client records post sessions
19
Send follow-up materials or messages to clients
20
Self-reflection and evaluation of the day's sessions
Review the daily schedule
Take a look at the daily schedule to get an overview of the day's appointments. This task will help you plan your day effectively and ensure that you are prepared for each session. What appointments do you have today? What are the start and end times of each session? Are there any overlapping appointments? Are there any unknown or unfamiliar clients on the schedule? How can you manage your time between sessions? Use the information from this task to organize your day and provide the best care for each client.
1
Client A
2
Client B
3
Client C
4
Client D
5
Client E
Check available time slots
Make sure to check the available time slots before scheduling appointments. This task will help you determine the slots that are free or can be adjusted for new appointments. What time slots are available for new appointments? Are there any conflicts or overlaps between existing appointments and available slots? How can you optimize the schedule to accommodate new clients? Consider the duration of each session and any specific requirements for certain clients. By checking the available time slots, you can efficiently manage your schedule and provide timely support to all clients.
1
8:00 AM - 9:00 AM
2
9:30 AM - 10:30 AM
3
11:00 AM - 12:00 PM
4
2:00 PM - 3:00 PM
5
3:30 PM - 4:30 PM
Identify clients requiring special assistance or handling
Identify clients who require special assistance or handling during their therapy sessions. This task will help you ensure that you can provide the necessary support to these clients. Who are the clients requiring special assistance? What are their specific needs or challenges? How can you modify your approach or techniques to best accommodate them? Take into consideration any physical or mental health conditions, language barriers, or unique requirements. By identifying these clients in advance, you can tailor your sessions to meet their individual needs.
1
Client A
2
Client B
3
Client C
4
Client D
5
Client E
Schedule appointments with clients
Schedule appointments with your clients based on the available time slots and their preferences. This task will help you set up sessions that are convenient for both you and your clients. Which clients do you need to schedule appointments for? What are their preferred dates and times? Are there any constraints or limitations to consider? How can you ensure that clients receive regular sessions without overwhelming yourself? Use the information gathered in this task to create a balanced and manageable schedule for yourself and your clients.
1
Client A
2
Client B
3
Client C
4
Client D
5
Client E
1
8:00 AM - 9:00 AM
2
9:30 AM - 10:30 AM
3
11:00 AM - 12:00 PM
4
2:00 PM - 3:00 PM
5
3:30 PM - 4:30 PM
Approval: Appointment Schedule
Will be submitted for approval:
Schedule appointments with clients
Will be submitted
Organize and prepare materials needed for sessions
Organize and prepare the materials you will need for each therapy session. This task will help you ensure that you have everything ready to provide a smooth and effective session. What materials or resources are necessary for each client? Are there any specific tools, worksheets, or exercises that you will use? How can you customize the materials based on individual client needs? Make sure to gather and organize all required materials before each session, allowing you to focus on the client and their progress.
1
Worksheets
2
Exercise tools
3
Art supplies
4
Reading materials
5
Digital resources
Sync appointments to personal digital calendar
Sync the scheduled appointments to your personal digital calendar to stay organized and ensure that you don't miss any sessions. This task will help you have a clear view of your schedule at a glance. Which appointments do you need to sync to your calendar? What is the start and end time of each session? What reminders or notifications do you want to set? By syncing appointments to your digital calendar, you can manage your time effectively and avoid any conflicts or overlaps.
1
Client A
2
Client B
3
Client C
4
Client D
5
Client E
1
None
2
15 minutes before
3
30 minutes before
4
1 hour before
5
2 hours before
Inform reception team about the day's schedule
Inform the reception team about the schedule for the day, including any changes or updates. This task will help ensure that the reception team is aware of the appointments and can assist clients accordingly. What information should be shared with the reception team? Are there any specific instructions or requests for them to follow? How can you communicate the schedule effectively to avoid any confusion or misunderstandings? By keeping the reception team informed, you can provide seamless support to clients and maintain a well-organized environment.
Set reminders for appointments
Set reminders for the upcoming appointments to ensure that you are well-prepared and don't miss any sessions. This task will help you stay on track and manage your time effectively. Which appointments do you need to set reminders for? What is the start time of each session? How far in advance do you want to receive the reminders? By setting reminders, you can prioritize your tasks and allocate time for necessary preparations before each session.
1
Client A
2
Client B
3
Client C
4
Client D
5
Client E
1
None
2
15 minutes before
3
30 minutes before
4
1 hour before
5
2 hours before
Review client progress and notes from previous sessions
Take some time to review the progress and notes from previous sessions for each client. This task will help you track their development and customize future sessions accordingly. What were the key points and observations from previous sessions? How have clients progressed or faced challenges? Are there any specific goals or areas of focus for each client? By reviewing client progress and notes, you can provide a personalized and effective therapy experience.
1
Client A
2
Client B
3
Client C
4
Client D
5
Client E
Draft session plans for each client
Create session plans for each client based on their goals, progress, and individual needs. This task will help you structure the sessions and ensure that you cover relevant topics and activities. What are the main objectives for each client? What topics or exercises will you include in the session? How can you engage the clients and encourage their participation? By drafting session plans, you can provide a structured and purposeful therapy experience for each client.
1
Client A
2
Client B
3
Client C
4
Client D
5
Client E
Prepare physical and digital workspace
Prepare your physical and digital workspace before each session to create a comfortable and productive environment. This task will help you set the right ambiance for the therapy sessions. What adjustments or arrangements do you need to make in your physical workspace? Is everything clean and organized? Do you have all the necessary equipment and tools? Additionally, check your digital workspace, ensure that all required software and resources are accessible and functioning properly. By preparing your workspace, you can provide a professional and conducive atmosphere for therapy sessions.
1
Clean and organize the room
2
Check equipment and tools
3
Set up comfortable seating
4
Ensure good lighting
5
Display relevant materials
1
Check internet connection
2
Open necessary software
3
Have client files accessible
4
Test audio and video settings
5
Prepare relevant digital materials
Conduct therapy sessions as scheduled
Conduct therapy sessions with clients according to the scheduled appointments. This task is at the core of your work as a therapist. Create a safe and supportive atmosphere to facilitate open communication and growth. How can you ensure the clients feel comfortable and understood? What therapeutic techniques or approaches will you use? How can you maintain focus and actively listen to the clients' concerns? Conducting therapy sessions as scheduled allows you to build trust and make progress towards the clients' well-being.
1
Client A
2
Client B
3
Client C
4
Client D
5
Client E
Make relevant notes during or after sessions
Take notes during or immediately after therapy sessions to record important information and observations. These notes will help you track the progress, session dynamics, and any necessary follow-up actions. What key points or insights should be noted? Are there any specific behaviors or reactions worth mentioning? How can you document the clients' progress and challenges accurately? By making relevant notes, you can refer back to them for future sessions and ensure continuity of care.
1
Client A
2
Client B
3
Client C
4
Client D
5
Client E
In case of no-shows or cancellations, use time to catch up with documentation
If a client doesn't show up or cancels their appointment, utilize the time to catch up with documentation and administrative tasks. This task will help you make the most of unexpected gaps in your schedule. How can you effectively use the extra time? Are there any pending notes or reports that need attention? Can you update client records or complete other administrative work? By utilizing the time wisely, you can stay organized and ensure that all necessary documentation is up to date.
1
Client A
2
Client B
3
Client C
4
Client D
5
Client E
Approval: Session Notes
Will be submitted for approval:
Make relevant notes during or after sessions
Will be submitted
Coordinate with other healthcare professionals if necessary
Coordinate with other healthcare professionals if the clients require additional support or a multidisciplinary approach. This task will help you ensure holistic care for the clients. Who are the relevant healthcare professionals involved? What information needs to be shared? How can you collaborate effectively to provide comprehensive support? By coordinating with other professionals, you can create a network of care and address all aspects of the clients' well-being.
Update client records post sessions
Update the client records with any relevant information or insights gathered during the therapy sessions. This task will help you maintain accurate and up-to-date records. What details should be included in the client records? Are there specific templates or formats to follow? How can you ensure the information is organized and easily accessible for future reference? By updating the client records, you can track their progress and ensure continuity of care.
1
Client A
2
Client B
3
Client C
4
Client D
5
Client E
Send follow-up materials or messages to clients
Send follow-up materials or messages to clients, such as session summaries, additional resources, or reminders. This will assist clients in continuing their progress and engagement outside of therapy sessions.
1
Session summaries
2
Additional resources
3
Reminders
Self-reflection and evaluation of the day's sessions
