The London Association for Counselling & Psychotherapy

The easiest way to use this instruction is to have two internet browser screens up, and switch between your view of this page and the Administration Page.

This is what to do if a patient has booked in for an initial consultation with you, and you have decided that you do not want to do that psychotherapy assessment.

The incoming patient will have made two pro-forma records: one in the Admin Section and another in the Appointment Manager.

Start in the Administration Screen.

Bring up the Psychotherapy Assessment Report for that patient on your screen.
Sign-off the report "I am drawing this matter to the clinical manager's attention, for the reason given below" and write a note in the Notes Section saying that you are declining the assessment.

Click on the relevant Initial Consultation Appointment.
Type the following into the 'Special Instructions' note space in 'Edit Appointments' mode.

Dear......
Thank you for making this appointment.
However, I have become unavailable, and am not able to make this meeting.
I have put your name into our waiting list for appointments, and noted that you have priority.
You will be contacted by lacap shortly so that a further meeting can be arranged.
I am sorry for any inconvenience that this will have caused you.
Regards, ................(your name)

Copy this message.

Then select cancel appointment. A cancellation notification email will be sent to the patient that includes your message.

Go to 'Waiting List'

Select 'Waiting List' on the left-hand section of the Appointment Grid.

Click on the patient names drop-down and select the patient. Add the patient to the 'Waiting List'.
Paste the message from before into the notes section.

You've now done it :)