Client Communication
Registration:
When clients sign up they have already signed/agreed to the terms, consent form, etc. I house this all on Acuity. So I uploaded it once and it's there for clients to fill out.
All of these forms were informed by my insurance requirements, certification training, and laws governing these types of services in Minnesota (more stringent than Arizona so I kept the same when I moved). Check the laws and guidelines for these services where you live to make adjustments to suit your needs.
Session Confirmation + Session Prep:
This email automated through Acuity with the session date, time, zoom link, and links to click to cancel or reschedule the appointment. I customized this form so it sends automatically when they sign up for an appointment (or a class or other gathering) and again 24 hours before the appointment. You can adjust timing to what you think your clients need of course!
I also customized this Acuity email with session (or class or gathering) prep information and any links to these things.
Within this information are links to webpages with more information if they want it. Click around and see what feels right to add to your communications to your clients.
Notes to make it your own:
Registration Forms: All of these forms were informed by my insurance requirements, certification training, and laws governing these types of services in Minnesota. Check the laws and guidelines for these services where you live to make adjustments to suit your needs. Make your own adjustments as needed!
Before I did online sessions: I had the Registration Forms printed for them to fill out when we met for the session. We did this as the first thing in the session. This is also when I took payment. One thing that is nice about online sessions is that these forms and payment are automatically completed in the registration process. You could still do this kind of online/automated set up with in-person clients.
A great step here would be to think about how you want your sessions will be set up one day. How automated? And then from there, what is a step in that direction you could take now with having the manual aspect within it.
See what you could have clients fill out online as a part of the registration process no matter how this process works for you now and whether you’re seeing clients online or in person. A quick link to send them - “hey, fill out these forms before we meet!” Then maybe another gentle reminder if they have not done it yet 24 hours before the appointment. If they were to come to the meeting ignoring this requirement you could send them the link and use session time to do this too. But that way it is more automated for you.
Session Set Up
I have a general outline I cruise through when I meet with a client. Click here to see my set up information!
And if you have not already had someone ask, it’s good to get your ideas or willingness behind offering gift cards. I personally have not had great experiences with this so I wrote a policy and direct people there if they ask. And of course - go with what feels right to you! I know many who are open to gift cards. If you’re curious, you can see my explanation here.