SOP: Scheduling Shadow Sessions for Onboarding Prescribers
Purpose: To coordinate shadow sessions for onboarding prescribers, ensuring they observe both an initial intake and a KAP follow-up appointment as part of their training.
Step 1: Receive Request and Confirm Availability
Once Andy submits a shadowing request, contact the onboarding prescriber to obtain their availability.
Confirm availability for both an initial intake and a follow-up shadow session.
Step 2: Identify Suitable Appointments
Prioritize scheduling shadow sessions with sentinel prescribers, including Brittany, Kelly, Maggie, or Stephen, based on availability.
Preferred: If the onboarding prescriber will conduct Spravato intakes, prioritize a Spravato intake shadow session.
Alternative: If a suitable Spravato intake is unavailable, identify a KAP initial evaluation instead.
Identify a separate KAP follow-up appointment that aligns with the onboarding prescriber's availability.
Step 3: Coordinate Patient Consent
Contact the patients scheduled for the selected appointments.
Explain that an additional prescribing clinician would like to observe the consultation for training purposes.
Request and obtain each patient's consent before confirming the shadow session.
If a patient declines, identify another suitable appointment.
Step 4: Confirm Shadow Sessions
Once patient consent and prescriber availability are confirmed:
Provide the onboarding prescriber with the dates and times of both appointments.
Confirm which prescriber they will shadow.
Specify the appointment type (Spravato intake, KAP initial evaluation, or KAP follow-up).
Coordinate any necessary scheduling or meeting access details.
Important Guidelines
Two shadow sessions are required: One initial intake and one KAP follow-up.
Prioritize sentinel prescribers whenever possible.
Prioritize Spravato intake shadowing for prescribers who will conduct Spravato evaluations.
Patient consent must be obtained before the onboarding prescriber participates in either appointment.
Never assume patient consent or confirm participation before receiving approval.
Expected Outcome: The onboarding prescriber has two confirmed shadow appointments, including an initial intake and a KAP follow-up, with patient consent obtained for both.