Psychology practices: booking first screening appointments

Let new clients book a first screening appointment online with the practice's assistant psychologist: a set slot to gather the reason for contact, explain how the practice works and agree on the next step, such as an individual assessment with a psychologist, a group programme or a referral elsewhere. Create a dedicated screening service, open slots on set days, and say in the description what the appointment covers and what it doesn't. New enquiries stop piling up in the voicemail, each person gets a time quickly, and the psychologists see clients who have already been oriented.

A screening appointment isn't therapy, and the description should say so. On Book, each service has a name, a price and an optional description shown on your public page, and each slot belongs to one service, sits within one day and has its own capacity. Give each screening slot one place, so one person books each appointment.

Durations are examples: set your own, and state the practice's fees, or that the screening is free, in the description of each service.

Open screening slots on fixed half-days, such as Tuesday and Thursday mornings, so the assistant's week has room for groups and administration too. Slots repeat each week on the weekdays you choose until an end date. When a slot is booked, it leaves the page, so the next person picks another time. If demand rises, add a half-day rather than squeezing slots shorter. Keeping every screening the same length lets the assistant plan the morning and write up notes between appointments.

The booking form takes first name, last name, email and phone, plus an optional note that reaches you in the new booking email and appears in the booker's calendar file. Since the note appears in the calendar file, ask people not to describe their difficulties there; the screening itself is the place for that. Ask only for practical information, such as the best time to call back or accessibility needs.

For children and teenagers, the first appointment can be with the parents. Offer a separate service with a longer slot, and ask the parent to enter their own name in the booking and the child's first name and age in the note.

A video screening suits people who live far away or find it hard to come in for a first contact. Create it as its own service. Book doesn't create video links: send the meeting link by email after booking, and say in the description that the person should be somewhere private.

At the end of the screening, the assistant agrees the next step with the person. If it's an individual assessment, the practice can book it straight away from the calendar; first and last name are required, email and phone optional, and the client receives a confirmation with a calendar file if you enter their email. If it's a group programme, the person can book a place on the programme's service.

Put the booking link on the practice website, in the voicemail message and in letters to referring GPs and schools. People who find it hard to phone can then make a first contact in their own time. A short line on the website explaining what the screening is, and that it isn't therapy, helps people choose the right appointment before they book.

Clients can't move or cancel bookings online: they contact the practice, and you move the appointment from your bookings list. If you have to cancel, tell the person yourself, since Book doesn't email clients about changes, and offer a new time quickly. Book doesn't send reminders. Bookings sync with Google, iPhone or Mac calendars. Book costs €5/month, everything included: unlimited services and bookings, no commission, no contract.