Eagleview Collaborative
Admin Workflow Preferences
Scheduling · Onboarding · Intake Verification — Check the box on each workflow you'd like to include. Add notes or preferences below each section.
How to use this form: Check the box on each workflow section you'd like to include. Add any notes or questions in the fields provided. When complete, click Print / Save as PDF and email the result to beky@eagleviewcollab.com.
Consult
Scheduling Incoming Consult Requests
Option 1A
Clinician-Managed Consult Scheduling
Clinician-led
  1. 1
    Clinician is contacted by prospective Client
  2. 2
    Clinician schedules the consult directly
  3. 3
    Clinician forwards the Client's name, phone number, and email to intakes@eagleviewcollab.com to begin intake tracking
Notes / Questions
Option 1B
Admin-Managed Consult Scheduling via Psychology Today
Admin-led
Approved scheduling lead-up window: Admin schedules consults only within the Clinician's approved advance notice window. For example, if a minimum of 48 hours' notice is required, no consult will be placed on the calendar within 48 hours of the current time. Please confirm your preference in the notes below.
  1. 1
    An auto-forward is set up to route Psychology Today intake requests directly to intakes@eagleviewcollab.com
  2. 2
    Admin screens each request against the Clinician's current availability and stated preferences
  3. 3
    Admin schedules qualified intakes onto the Clinician's consult calendar — only within the approved lead-up window
  4. 4
    Admin notifies Clinician via email for each scheduled consult
Preferences to Confirm
Intake
Post-Consult Intake, Onboarding & Billing Verification
Included
Admin-Managed Intake, Verification & Calendar Placement
Standard · Admin-led
  1. 1
    After the consult, select your preferred follow-up approach:
    Option A — Clinician reserves the intake date and time on the calendar as an event (not an appointment). The appointment is confirmed once the Client completes onboarding and billing verification.
    Option B — Clinician informs the Client that the Admin team will reach out within 1 business day to review scheduling and next steps.
  2. 2
    Admin contacts Client to offer scheduling option based on Clinician's availability
  3. 3
    Admin adds the Client to SimplePractice and sends the onboarding paperwork
  4. 4
    Admin creates an internal task to track the Client's progress toward their intake due date
  5. 5
    Admin sends a text message notifying the Client of their email invitation to the Client Portal for onboarding:
    Text Message Template

    Hi -Client-, this is Beky, billing Admin for Olin Bittner, PsyD. This is a secure line that complies with federal privacy standards.

    We've sent you the intake packet via email from SimplePractice. Please login to the secure Client Portal to complete the forms. You can always access the Client Portal at: -client portal link-

    Once finished, I will provide you an estimate of your insurance cost-share per session and coordinate with you regarding scheduling confirmation. Thank you!

  6. 6
    Admin follows up with the Client via text and/or phone call if paperwork and onboarding remain incomplete
  7. 7
    Once onboarding is complete, Admin:
    • Verifies insurance benefits and confirms expected cost-share per appointment
    • Notifies Client of their estimated cost-share amount
    • Prepares billing account for insurance claims and Client invoicing
  8. 8
    Admin places the intake and recurring appointments on the Clinician's calendar
Notes / Questions
Scheduling
Ongoing Calendar & Caseload Management
Scheduling Option
Ad Hoc Scheduling
Optional · Admin-led
  1. 1
    Clinician identifies ad hoc clients who will receive weekly outreach from Admins to schedule their next appointment
  2. 2
    Admin offers scheduling to ad hoc clients based on the Clinician's preferences and current calendar availability
  3. 3
    Admin follows up with ad hoc client(s) based on their individual scheduling cadence
Notes / Questions
SimplePractice — Self-Scheduling Option

SimplePractice has a scheduling feature that can be configured to show available appointment openings only to existing Clients (not new intake requests), allowing ad hoc Clients to self-schedule directly. Clinicians can also block calendar time ad hoc to manage availability. Beky can walk you through these settings at an upcoming meeting — or if you prefer, our team can continue to assist Clients manually via text and phone outreach.

Scheduling Option
Missed Appointment Backfill
Optional · Admin-led
  1. 1
    Admin reviews the calendar on a weekly basis to identify client cancellations
  2. 2
    Admin cross-references the waitlist or existing client requests and offers available options via text
Notes / Questions
Notes
Additional Notes
Anything else you'd like us to know
Eagleview Collaborative · beky@eagleviewcollab.com
Complete your selections, then Print / Save as PDF and email to Beky.