Preparing For Your Appointment

Procedure for Booking & Attending Appointments

All appointments are currently virtual.  Please see your appointment type below for a brief overview of how to connect for the appointment. Allow enough time to attend the appointment – aim to come 10 minutes early to the virtual room – in case you have technological issues.  Also, please leave extra time just in case their are extenuating circumstances causing the HCP to run late.

MD Consultation

Booking An Appointment

If you:

a) were referred to our Medical Doctor (MD);

b) due for a follow-up with our MD;

c) or have paid privately to consult our MD;

 

You will be be automatically sent a link by email that will allow you to book an appointment.

These appointments are insured by OHIP if…

  • you have a valid OHIP card AND
  • are physically within Ontario at the time of your appointment.

 

How we Work with Your Primary HCP

Please note that one-on-one appointments with the MD are by invitation only and patients are only granted two to three 1-on-1 appointments with the MD for a specific condition before discharging care back to your primary health care provider.

 

Attending An Appointment

After you have booked your appointment with the MD you just need to attend the appointment virtually.

  • To attend the virtual appointment you will go to our “Virtual Room” page at the time of your appointment and click on the button “Virtual Room”.
  • Please note that according to OHIP regulations, MD consultations must be held over video call (Zoom Health Care). That is, MD Consultations cannot be conducted over phone.
  • You can learn more about how to join a virtual meeting with Zoom here
  • Please be aware of our policies on missed or late cancellation appointments and late arrivals to appointments by reviewing them here.

Group Counselling Sessions

Booking An Appointment

If you are referred by our MD to a specific Group Counselling Section, our staff will automatically book you in for it once you pay for that section’s workbook.  You will receive an email summarizing the dates and time of the sessions of that Group Counselling Section.

These Group Counselling Sessions are insured by OHIP if:

  • you have a valid OHIP card AND
  • are physically within Ontario at the time of your appointment.

 

Attending An Appointment

At this point, you just need to attend the appointments virtually.

  • To attend the virtual appointment you will go to our “Virtual Room” page at the time of your appointment and click on the button “Virtual Room”.
  • Please note that according to OHIP regulations, MD consultations must be held over video call (Zoom Health Care). That is, MD Consultations cannot be conducted over phone.
  • You can learn more about how to join a virtual meeting with Zoom here
  • Please be aware of our policies on missed or late cancellation appointments and late arrivals to appointments by reviewing them here.

Psychotherapy/Occupational Therapy

Booking An Appointment

You can book an appointment with our Psychotherapist or Occupational Therapist by going to our “Book Appointment” page and by selecting the button that described the type of appointment you would like.

  • e.g., if you want an initial assessment with the occupational therapist for fatigue, you’ll select the appointment type “Fatigue Initial OT Assessment” in the “Occupational Therapy”.

 

Attending Appointments

After you have booked your appointment with the Health Care Provider (HCP) you just need to attend the appointment virtually.

  • To attend the virtual appointment you will go to our “Virtual Rooms” page at the time of your appointment and click on the button “Virtual Room”.
  • You can learn more about how to join a virtual meeting with Zoom here
  • Please be aware of our policies on missed or late cancellation appointments and late arrivals to appointments by reviewing them here.

If you prefer to have your OT or psychotherapy appointment over the phone, then no worries, when our HCP doesn’t see you in the room, they will phone you at the number you have on file.

  • Please make sure you keep your phone nearby and in a spot with adequate reception.  Also, please allow your phone to accept all calls so you do not miss the appointment.

 

Paying for Appointments

As this is not an OHIP-insured service, after attending the appointment you will be sent an invoice and be required to pay it as soon as you receive it.  Please review our payment, refund and missed appointment policy here.

Preparing to Get the Most Out of Your Appointment

Please be aware of our workflow so that you get the most out of your appointments.

Pre-appointment Questionnaires

OHIP 1-on-1 Appointments:  After we receive the referral from your primary health care provider, we will send you an intake questionnaire.  Once we receive your completed questionnaire, you will be invited to book an initial appointment with the MD.  The initial consultation lasts about 10 minutes.

 

OT/Psychotherapy Appointments:  Once you book a first appointment with either our OT or Psychotherapist, we will send you some intake questionnaires to help you get the most out of your session.

 

Questionnaires

The questionnaires will be sent to your email address from Ocean by CognisantMD no-reply@cognisantmd.com, a 3rd party company “Cognisant MD” (https://www.cognisantmd.com/) that integrates with our Electronic Medical Records.

  • Sometimes, the questionnaires are more than one page. 
  • Instructions on how to record your responses are included in the online questionnaires. 
  • However, when completing a page, you will have to submit the page so that the responses are saved. 
  • If you do not want to complete the next page at that time, you can simply close the questionnaire, and come back and pick up where you left off by using the same link sent to your email address.
  • Video instructions are provided here: [ ]

Sharing journals and medical information with us

MD Appointments

  • After your initial appointment with the MD, you will be requested to send to us a copy of specific real-time journals to help the MD evaluate your condition at the follow-up appointment.  Once we receive this journal, we will send you a link to your email for you to book a follow-up appointment with the MD.
  • Similarly, after your final Group Counselling Session for a particular section, you will be requested to send to us a copy of specific real-time journals to help the MD evaluate your progress at the final appointment.  Once we receive this journal, we will send you a link to your email for you to book your final appointment with the MD.

 

OT and Psychotherapy Appointments

  • Often in your work with our occupational therapist and psychotherapist, they will ask you to keep real-time journals so we can get more information about your condition. 
  • Sometimes they will ask you to periodically complete worksheets. 
  • Before any follow-up appointment, you can fax us or email us these worksheets to make your follow-up appointments with them more effective.

Plan to arrive early

Please allow enough time to attend the appointment – aim to come 10 minutes early to the virtual room – in case you have technological issues.  Also, please leave extra time just in case their are extenuating circumstances causing the health care provider to run late.