Overview of The Booking Experience
Our intake process reflects mandates from Public Health agencies.
New patients who visit our booking site will be prompted to complete these steps in the days leading up to your first appointment:
Create a Patient
Provide Health History
Commit to Various Consents
We are required to collect and document Covid-specific consent, displaying patients understand the risks of coronavirus exposure as well as outlining expectations of patients & therapists.
There is required Covid-screening measures
Consent at Intake
Screening 24-hours before
Screening 2-hours before
There is required ongoing in-person consent, to work with sensitive areas of the body
Consent to touch
We understand this is a lot of documentation, but it’s our professional obligation to comply. The documentation around your first visit may seem daunting, but after that first go-through, the experience is more streamlined at follow-up visits. We are doing our best to follow every recommendation to keep our community safe, and keep our business open!
Presented below is a description of the process from booking an appointment to arriving.
To Book Appointments
We have no receptionist on-site. We utilize a self-serve booking platform. The best way to view our schedule and book an appointment is to go to vitalogyosteo.janeapp.com
Our software will prompt you to make a profile & book an appointment. You will then get a booking confirmation email, and be prompted to complete a series of intake documents before arriving to the clinic.
We are currently not able to offer same day bookings, this is so that we can follow screening recommendations (to be done the day before then again the day of an appointment).
Forms (in the days before arriving)
Anyone who books an appointment is prompted to fill out some digital intake forms. We require that these documents be completed before arriving at our clinic, this is so that your therapist has time to review the file, but it is also important that patients understand expectations before arriving.
We must inform you of Covid-Risks
For practitioners to be able to forego physical-distancing guidelines, our governing organizations have stringent public health rules we must follow, including developing a Safety Plan for our clinic.
It is a professional obligation that we ensure patients understand the elements of our safety plan and consent to a series of patient-commitments.
We understand that it's human nature that nobody is eager to read through our 11 pages of wordy safety-plan content. In our efforts to streamline our safety plan process we have created a Covid-Specific Consent document covering all the important elements we are ordered to communicate with patients. Our Covid-Specific Consent document covers all the key points in our Safety Plan and is integrated into the patient intake process.
48-Hours Before Your Appointment
48-hour Covid-Screening Tool/Survey, will be emailed 2-days before your visit, please wait until 1-day before your visit to complete this survey.
2-Hours Before Your Appointment
2-hours before your appointment, you will receive an automated survey from our booking system, asking you to confirm none of your answers are different from what you answered the day before. Also, a reminder of our payment policy
Arriving at 383 Parkdale Ave.
We have enhanced sanitation protocols we have in place between each patient visit. We aim to have patients arrive for their appointment no more than 5 minutes before your scheduled appointment time.
Please arrive alone, unless you've arranged with us to have a care-aid or guardian needed to accompany you (they need to be screened in the same way as the patient).
Arriving at Vitalogy
When we are expecting someone, we will leave our door slightly ajar. We keep our clinic door locked while with patients.
When your practitioner meets you at the door, you will verbally confirm screening was done. Your therapist will do daily screening also!
You will be asked if you need to use the washrooms located outside the clinic.
We ask that you wear a mask upon entry and while in the clinic. You may bring your own, or we can provide you with a paper disposable mask.
Upon entry into the clinic, we ask that you remove your footwear.
Upon entry or re-entry into the clinic, we ask that you wash your hands at the sink.
We are not permitted to offer tea or water at this time. If you can, bring your own water and water bottle. If you do find yourself needing a sip of water, please do ask!
Our space has a curtained off change area patients can use to change into their treatment attire.
With this kind of treatment approach patients keep some clothing on.
General rule for choosing clothing is *no zippers and no buttons*. (Please wear something comfortable to move around in such as supportive underwear, a swimsuit, yoga or running attire. If you can, avoid fragile fabrics like lace or silk so that it does not get damaged with movement).
The goal is to have patients be able to relax in their level of dress/undress, yet still allow as much direct access to skin around your area(s) of complaint, abdomen, and spine as possible.
We want the patients body to be able to relax and soften their tone, so wear what you feel will make you comfortable for treatment.
In-Person Consent; We must inform you of where on your body we will touch
At every appointment, to show patients are being informed, we require signed consent to evaluate and treat sensitive regions of the body (such as the chest wall, gluteal region, and anterior pelvic structures).
We encourage patients to familiarize themselves with this document before arriving, so they can consider their consent and do not feel put on the spot.
Throughout your visit, if you need to touch your face, or need to sneeze, or cough, or address an itch; please use a tissue and we will dispose of it immediately after.
You will then have the option to use some hand sanitizer, or choose to wash your hands if you'd prefer soap and water.
A used tissue is considered a biohazard, and should never be reused or 'tucked away' for later, you will be offered a fresh tissue for every use.
When Leaving the Treatment Room
We ask that patients leave promptly after their session as we have deeper sanitation standards to follow.
-Your practitioners PPE use-
Your practitioner will wear the level of PPE recommendations for the region (Ottawa Public Health), or recommendations from our associations; whichever recommendation is highest.
Currently (March 8 2021) Cody is using a fresh ASTM level II procedural mask for every patient.
Cody is also using a face-shield.
Cody also wears a freshly laundered shirt, changing it between each patient.