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Department of Communication Sciences & Disorders

Cancellations

 


2/25/2014: Dept review and approved update
 
Protocol
Know the protocol and inform the client:

 

  1. Instructors and interns should review the cancellation policy with the client at the start of the semester.
  2. Instructors and interns should inform the client of the following at the the start of the semester.

 

    • If the intern must cancel, the clinic will call with any last-minute cancellation but cannot guarantee they will be reached.
    • If the client must cancel, they must call ahead. Frequent cancellations may result in discharge from the program.
 
If the intern must cancel a session
An intern may need to cancel a session for a legitimate and verifiable reason.  Acceptable reasons for cancellations are outline in the UMD VCAA policy on excused absences.  If there is sufficient time to plan the absence, the intern is expected to discuss the situation with the instructor, to inform the client ahead of the scheduled appointment, and to schedule a make-up session.

 


On short notice, an intern may need to cancel a client's scheduled appointment if the intern is ill or if there is a situation where holding a scheduled session would not be safe.
  1. Notify the client of the cancellation
    • IF the student is in the department and must leave on short notice, the intern is to notify the instructor, the secretary and the client of the cancellation before leaving the department. 
    • IF the student is not in the department and must cancel a session on short notice, the student should notify the clinic instructor and the secretary as soon as possible. The instructor and the secretary will notify the client of the cancellation
  2. Record the cancellation in the Emergency Binder:
    • If the intern is in the department, the intern writes the cancellation in the Emergency Binder.
    • If the intern is not in the department, he or she needs to coordinate with their clinic instructor and the clinic secretary to write the cancellation in the emergency binder.
  3. Schedule to make up the session: The intern is expected to make up the cancelled time either by scheduling a make-up appointment or by extending the time of other sessions, as schedules allow.

If the client must cancel a session:

  1. Intern: notify instructor of cancellation: The intern must notify the clinic instructor of a cancelled session.
  2. Intern: Record the cancellation in the Emergency Binder: The intern writes the cancellation in the Emergency Binder.
  3. Intern: Schedule to make up the session (recommended): The intern is encouraged to make up the cancelled time either by scheduling a make-up appointment or by extending the time of other sessions, as schedules allow.

 

"Why do all cancellations need to be recorded in the Emergency Binder?"

In the event of a clinic evacuation during the scheduled therapy time, the Emergency Officer will know who is/is not in the clinic that day.

"What do I do if my client cancels a lot?"
If a client misses sessions without notice or misses numerous sessions, talk with your clinic instructor. You may consider writing a contract with the client, specifying the expectations and what will happen if the client continues to miss therapy appointments. Clients may be discharged if they fail to attend scheduled sessions.

 

 

 

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Last modified on 02/26/14 10:00 AM
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