Scheduling & Room Reservations

Scheduling

Student therapists are to schedule their own appointments within regular Center hours. All sessions must be entered into the Titanium schedule at least 24 hours in advance.  Therapy sessions should start on the hour. This is especially important during evening hours (5-8 pm) when the clinic is most busy.

As soon as a session has been scheduled, the student therapist should reserve a room in the schedule on Titanium for the session.  If there is a remote session, that Zoom link and password should be entered into the location line on the appointment. For various reasons, including use of available rooms, supervision coverage, and safety, it is important for the Titanium schedule to accurately reflect both occupied and available rooms.

The therapist’s schedule should accurately reflect when clients are being seen.  While the front desk staff marks attendance for in-person appointments, ultimately each therapist is responsible for ensuring attendance has been taken in Titanium.

Please notify the Clinic Administrative Assistant if any of the following changes occur and you cannot make the changes to the Titanium schedule:

• Your session ends early or goes longer

• The session changes from individual to couple/family or couple/family to individual

• Your client cancels the appointment

Please note: the Clinic Administrative Assistant refers to the schedule if the client calls with a question about the time of their appointment.  Accurate room scheduling is part of the student therapist's professional responsibility.  Please remember that either reservations or changes can be done in Titanium by the student therapist, or you can call or email the Clinic Administrative Assistant with these changes.

Appointment Reminders

Email reminders for appointments are sent out each morning around 8:45 am.  These reminders are based on the appointments on the Titanium schedule at that time.  You may also send out individual appointment reminders if your client reports not receiving this or if you added the appointment after reminders have already been sent out for the day.

See 'Using Titanium' page here for instructions on manually sending out an individual appointment reminder.

Below are the messages clients will receive, depending on the type of appointment is in Titanium:

Computer Work in Therapy Rooms

Rooms must be signed out for computer work or class projects. If you need a room for computer work or class work, please check with the front desk to see if there are any rooms available.  Do not just take a room. (See 'Using Titanium' page here for scheduling “other appointments”.)

The front desk needs to know what rooms are occupied in case of an emergency, if someone needs a room for a last-minute appointment, if there are computer problems in a room resulting in moving clients around, or if there are visitors to the Center.

You may reserve clinic space for the purpose of virtual sessions or supervision related to internship as “Computer Work”.  Please note CFTC therapy sessions and observations take priority, so you may be moved to another room in Peck Hall if clinic space is needed for CFTC activities.