When parents sign up for an online appointment with our lab, they will select a time based on their child or children's age/s. Parents will be able to book appointments based on RAs availabilities, therefore we may have multiple participants scheduled at the same time with different RAs. Below are detailed steps for how to confirm their appointment time, find studies to run on their child/children, make sure the parent receives all necessary confirmation and consent documents, and how to assign parents to breakout rooms when there are multiple participants signed up for one time-slot.

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Once we receive an email of the parent’s booked appointment detailing the proposed time, DOB, gender of their child or children, and proposed study (if any, parents may also leave this section blank) the RA on email shift must: (to remind yourself of morning and afternoon shift responsibilities select here)

1) Check if participant is eligible for more studies by: 

a) Paste their parent's email into the google calendar (for online/in-lab appointments ONLY): This will show any appointment that the parent has booked for their child(ren) previously. You can click on each appointment to see which studies the child has completed. *Look at the comments at the bottom of the google calendar booking for confirmation on which studies were actually ran from the "Studies to Run" section.*

b) Search their DOB in the google drive: This should pop up all study sheets where their DOB is entered and give us an idea of what studies they have done (use 00/00/0000 format). Please also reference this google sheet to be reminded of the study age ranges here.

2) If they are not eligible for any more current studies, send them an email letting them know we must decline their booking and that they will be eligible for other studies in the future (see "Cancelation of Appointment" draft templates in Gmail).

3) If they are eligible for more studies, create a 1-hour calendar event using the "DoSC Participant Calendar" google calendar and write in the calendar event the study or studies they are eligible for + copy the wix booking under the description. DON'T invite RAs on shift for the appointment, the lab manager will assign what studies will be run. Please fill out the google calendar event using this template, referencing the information in the wix booking email, and be sure to do this for each individual participant if there are more than one signed up at a time:

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Eligible Studies: (either list eligible studies or

make sure they are eligible for any studies they

have requested to participate in)

Parent Name:

Parent Email:

Parent Phone Number:

Child Name:

Child DOB:

Child Age:

Child Gender:
How parent heard about us:

Study Preferences:

Languages:

Family Structure: 

Service Info (including Service Title, With, When, and Where)

Date + Initials + Updates

(e.g. 5/17 LS: Confirmation and DocuSigns sent)

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*You can copy and paste all of this information directly from the 

booking email, just make sure to remove the formatting of the

booking once you paste it in. To do this, highlight all info in the

google calendar details ("command" +"A"), and click the "Remove Formatting" button (it looks like an upper case italicized "T" with a line through it and is located at the very right of the actions buttons in the details section). Then, be sure to close the space in between each of the lines so that the booking looks similar to the image to the right. 

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*Once this is complete, the Lab Manager will then add the first 

bold line called, "Studies to run" and will assign RAs to run

specific study or studies.

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*If parents sign up different children in one booking, then list all

the children and their ages (e.g. Hannah - 5;6,

Kelly - 6;3, Olivia - 10 yrs old) in the event title + be sure

to also put the parents information in the event description

(you can copy + paste from the Wix booking email).​

4) Send them a generic confirmation email (there is a template for that) and required DocuSigns (consent and demo—click here for more information on how to do this), RAs added to the google calendar will be responsible for sending any study-specific information (e.g. parental measure/questionnaires). We send 2 reminder emails, one the day prior and one the day of the appointment. 

- Morning email shift sends the reminders of the day of the appointment.

- Afternoon email shift send reminders for the next day. If you have your afternoon email shift on Friday, make sure you're sending email for participants for Monday. 

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5) Make sure to update the google calendar whenever you: Send a confirmation email and DocuSigns, send a reminder email (the day before or the Friday before if studies are scheduled for Monday), run a study with the participant, send a study-specific questionnaire, send a Thank You email and update the compensation sheet, or send a Follow-Up Missed Study email (e.g. on image above).

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6) When receiving a completed consent form or demographics form in our inbox: make sure you're uploading that PDF document under the correct google calendar appointment for the specific individual it belongs to (e.g. on how it will look like on the the image above). When you are finished uploading completed consent/demo forms to the google calendar appointment, you may label the email under "consent forms" and remove it from the inbox.

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7) When sending a Thank-You email, state if they have completed (or not) all studies for which they are eligible at this time. ONLY RAs on afternoon email shift are responsible for sending the Thank you! emails. 

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