🗓️Taking Leave & Calendar Management
Providers are responsible for managing their own calendars and communicating leaves in advance to ensure patient care continuity and scheduling integrity.
👉 This section covers:
Maintaining Session Consistency
Consistent session cadence is essential to both client progress and provider success. If you plan to take leave longer than two weeks, please remove initial appointment availability at least two weeks prior to your time off.
Use this period to focus on existing clients—help them prepare for your absence, provide guidance for maintaining progress, and clarify your communication plan. Let clients know whether you’ll be reachable via messaging or fully offline, and direct them to [email protected] for support while you’re away.
Leave of Absence
Notify [email protected] as soon as any leave is anticipated, even if dates are tentative. Early notice allows for patient support and coverage planning.
Managing Your Calendar During Leave
All unavailable time must be blocked in Healthie to prevent new bookings.
30 Days or Fewer: Account remains active; block full leave period.
Over 30 Days: Profile is temporarily paused; patients cannot book until your return.
New Patient Assessments
To maintain continuity:
Stop accepting new Berry Street–sourced patients at least 8 weeks before any planned leave or departure.
Our support team can assist in planning based on your caseload and specialty.
Communicating with Patients
Inform all patients of your upcoming leave or departure early—ideally in-session or via email—based on the nature of your care.
Berry Street can help you create a thoughtful communication plan that considers your specialty, patient needs, and the depth of your therapeutic relationships.
Confirm the date by which all patients have been notified, and reach out for support with updates to your departure/leave.
Patient Transfers & Continuity of Care
If transferring care:
Returning from Leave
When ready to return:
Notify [email protected].
Complete a brief re-onboarding.
Your Berry Street Healthie access and profile will be restored.
Add new availability and resume seeing patients.
Leaving Berry Street Permanently
Berry Street–sourced patients may not be taken with you.
Provider-sourced patients may continue care, but in-network insurance coverage may change, potentially increasing their costs.
Out-of-Office Message Guide
A clear, professional out-of-office message helps maintain client support and communication while you’re away. Always include Berry Street Support contact information for client assistance.
Best Practices:
Greeting: Use a polite, professional tone.
Reason & Dates: Briefly state you’re out and include start/end dates.
Response Time: Indicate when you’ll reply.
Alternate Contact: Direct clients to [email protected] for billing, scheduling, or urgent issues.
Thank You: End with appreciation.
Example:
Subject: Out of Office – [Your Name]
Hello,
Thank you for your message. I am out of the office from [start date] to [end date] and will have limited/no email access.
For billing, scheduling, or urgent matters, please contact Berry Street Support at [email protected] or use your patient portal/app.
Thank you for your understanding.
Best, [Your Name]
Tips:
Match tone to your professional style.
Clarify if you won’t be checking messages.
Note time zones if relevant.
Activate auto-reply before leaving and disable upon return.
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