Account Setup & Security

Changing Your Password and Enabling 2FA

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1. Navigate to your profile by clicking your name in the top right corner.

2. Select the Login tab on the navigation bar.

3. Update your password as needed (you can change this at any time).

4. Enable Two-Factor Authentication (2FA): Download the Google Authenticator app on your mobile device to complete this setup for enhanced security.

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Managing Your Availability

It is your responsibility to maintain accurate availability for patient bookings. We encourage clinicians to keep consistent availability and hours for at least one month in advance.

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Setting Up Availability

1. Navigate to the Availability tab on your profile page and click + Add.

2. Enter the date range you wish this availability to cover.

3. Click Default (it will highlight in yellow).

4. Click individual time blocks to indicate available hours (e.g., Monday–Friday 9:00 AM – 3:00 PM).

5. Click Apply Changes and then click Save.

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New Patient Availability Slots

Once your availability schedule is set up, you must book a slot titled New Patient Slot [Your Name] using booking code No 10 - New Patient Availability.

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Blocking Days Off (Holiday / Away)

1. Navigate to the desired day in your schedule.

2. Click the drop-down arrow in the top-left corner of that day block and select New Away.

3. In the pop-up window, change the Type drop-down menu to Holiday.

4. Select the correct start and end dates (and choose a color if desired).

5. Save the entry to block out your schedule.

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Viewing & Managing Your Schedule

 

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Click Home to see your daily or weekly view. Scheduled appointments appear as colored blocks showing the patient’s first name and last name (or preferred name).

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By clicking on an appointment from your Home view, you can:

• Complete Appointment: Mark as completed after a session finishes.

• Open Patient Profile: Access patient details, history, and charts.

• Cancel Appointment: Mark as a no-show if the patient fails to attend.

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Searching for Patient Profiles

• Use the top search bar to search for patients by name or chart number.

• Alternatively, view your complete list of assigned patients using the sidebar navigation.

 

 

Reviewing Patient Information

Before your initial session with a patient, review their Additional Information (found under General > scroll down):

• Neurodiversity disclosures

• Self-harm history or risk factors

• Primary reasons for seeking therapy

• Accessibility requirements

Risk Traffic Light: You must update and complete the Risk Traffic Light assessment in this section after the initial session (refer to the Risk Assessment & Escalation Policy).

 

 

Charting & Documentation

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Completing a Session Chart

Charts must be created within 24 hours following every therapy appointment.

1. Navigate to the patient profile and select Charts > Add.

2. Select Session Notes for all standard therapy appointments (use Notes only for general blank notes).

3. Select the exact Appointment Date from the left drop-down menu corresponding to the session being documented.

4. To save time on subsequent sessions, click Copy from Last Chart to pull forward previous details and edit accordingly.

5. Locking the Chart: Tick the Lock Chart box at the top and click Complete and Close. Locked charts cannot be altered later.

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Completing a Safety Plan

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A Safety Plan intake chart must be completed if a patient discloses self-harm or medium/high risk levels.

1. Navigate to the Intake tab on the patient's profile.

2. Select and complete the safety form designated for the patient’s clinic.

3. Complete the form collaboratively with the patient during the session.

4. Select Complete and Lock to save the intake form.

5. Notify Team: Post a message on Slack to the Care Coordination (CC) team to confirm completion so the safety plan can be made visible on the patient's portal profile.

 

7. YP-CORE-10 Outcome Measures

When a young person registers through The Sandbox, their initial baseline YP-CORE assessment is automatically stored under General > Additional Information.

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Retaking Outcome Measures

For engaged clients, the YP-CORE assessment must be administered every 4th session (Sessions 4, 8, 12, etc.) during the live session:

1. On the YP-CORE section, click + New Version (the form will refresh with default values).

2. Select the patient's responses from the drop-down options for each question.

3. Helpline Reminder Question: The question regarding emergency contact details (Samaritans 116 123 / 999) serves as a safety check. Remind the young person of these resources and keep this selection as Yes.

4. Select the correct Session # at the bottom.

5. Click Apply Changes and then Save.

 

8. Booking & Managing Appointments

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Booking Appointments

1. Click on the desired open time slot in your calendar on the Juvonno homepage.

2. Search for and select the patient by name or chart number.

3. Under Products & Services, click Go and select Digital Therapy or Digital Therapy (30 min).

4. Do not change the appointment reminder settings (defaults to automated SMS 24 hours prior).

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Rescheduling & Cancellations Policy

• Do not reschedule appointments within 24 hours of the start time.

• Do not delete appointment blocks. If a mistake occurs, contact Care Coordination on Slack so they can delete the entry.

• All cancellations are handled by Care Coordination; notify them promptly on Slack if a client requests to cancel.

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Appointment Outcomes

• Mark Complete: Immediately after a session ends, click the appointment and mark it as Complete.

• Mark No-Show: If a patient fails to join the session, click the appointment immediately and mark it as No-Show.​​

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Uploading Resources to a Patient Portal

1. Go to the patient’s profile and select the Documents tab.

2. Click + New Document.

3. Set Category to Uploaded Documents.

4. Enter a clear, user-friendly File Name (this is what the patient sees in their portal).

5. Check the box Visible in Portal (mandatory for patient visibility).

6. Upload the file and click Save.

Sending SMS Messages via Juvonno

1. Go to the patient’s profile under the General tab.

2. Scroll to Contact Details to locate the cell phone number.

3. Click the message box icon adjacent to the phone number.

4. Type your message and click Send.