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OnceHub
Amber Health uses OnceHub for on-site and virtual session bookings. You will receive an email invitation to join OnceHub during your onboarding process. When you receive the email invitation to join OnceHub, sign into your profile and sync your external calendars so that we can get the most accurate reflection of your availability. Events in your external calendars will override your availability in OnceHub. For step-by-step instructions, click the below:
Please Note: it is absolutely critical to include any appointments, days off, flights, and travel/commute time in your personal calendar so that OnceHub knows you are not available for sessions during those times.
OnceHub FAQs:
Can you reject or approve appointment bookings once they are made?
Any appointment notifications you receive are for confirmed appointments, which is why it is so important to keep an up-to-date calendar.
Can you change your notifications (texts & emails) for new bookings?
Yes, please notify Tory (tory@amber.health) of any requested changes.
What is the process if you need to reschedule an appointment?
Please notify Tory & Kendall (kendall@amber.health) if you need to reschedule an appointment. We will first try to accommodate the time slot chosen by the patient with another clinician.
Consent Forms
Consent forms are required for all sessions, both virtual and in-person. All patients will have received this form automatically once a session is booked, but not everyone actually fills them out. At the beginning of each session with a new client, ask if they were able to complete their consent form. If not, follow the steps below.
Virtual Sessions: Please send THIS link in the chat, and ask them to complete the very short form.
In Person Sessions: There will be laminated/framed signs with the QR code in the session rooms, or you can share the QR code below. It is a good idea to have this image saved on your phone in advance of your on-site travel. You can also make the QR Code the background of your phone screen so that all you have to do is flash your phone for clients to quickly and easily access the consent form.
No-Shows
If a client does not show up for a scheduled session, please stay for 25 minutes. If the client is still not there, fill out the clinical note saying so.
Virtual Clinicians - You will be paid as normal for any no-shows and should include the session in your invoice. If your session gets canceled within 24 hours of the appointment, you will be paid the same rate. Please include this in your invoice.
Rescheduling
If you cannot attend a session that has been booked on your calendar, please notify us immediately. We will need to try rebooking the requested time with another clinician (to accommodate the client’s needs first) before rescheduling with you.
Clinical Notes & Usage Stats
Clinical Notes must be submitted for each client session within 24 hours.
When prompted for the client’s Booking ID, you can find it in the session confirmation email from OnceHub. The account is listed in your booking page name, also in the confirmation email. If your appointment was a walk-up, create your own ID with their initials and the date. More information on Usage Stats can be found in the On-Site FAQs below.
Continuing Sessions
If a client expresses wanting to continue with you as their clinician following the on-site, or after your first virtual appointment, you may share your booking link for the associated client within the timeframe of the contract, and inform the client that all ongoing support will be coordinated through Amber Health. You may not continue working with any patients associated with an account outside of Amber Health’s contract in any capacity. Direct booking links can be found within your OnceHub account, but please make sure you are sending the booking link that cooresponds with the correct client (the tour or business they are with).
Invoicing
Invoices should be sent to zack@amber.health once a month. Virtual clinicians are responsible for keeping track of the number of sessions they have completed in a month, including any no-shows. On-site clinicians should include day rates, a $50 per diem for each day including travel days, and any additional fees that have been approved/agreed upon.
Additional Information
There's still lots of important information to go over, but the rest does not pertain to everyone! Please view the following pages based on the type of work you are doing with Amber Health.
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