How can I take over from or transfer clients to a colleague?

Did your colleague suddenly leave, got sick or went on vacation nd there was no handover moment? It is not possible to connect yourself to a cliënt outside your own caseload. The secretary in the platform can do this for you. You can find the secretary by filtering on 'Secretary' under the tab 'Professionals'.

Does no one have the role of secretary in the platform? The application manager has the rights to add this role to professional accounts (included the account of the application manager itself). You can contact the platform's application manager for this. On this supportpage you can find information on how to find your application manager.(Opens in new window)

Transferring clients can be done either by the platform secretary or by yourself.

You take the following steps to transfer a client:

Step 1: First, connect the therapist who will take over your client to the client account:

• Open the client account
• Click on 'Professionals' in the left menu
• Then click on 'Relate therapist' and select your colleague.

Step 2: Next, you need to transfer the tools you guide to your colleague:

• Open the client account
• Click on 'Professionals' in the left menu
• Then click the button 'Manage relation' under your own name and select the new therapist and click the 'Transfer tools to therapist' button (the tools are automatically checked).

This is an important step. If the tools are not transferred, all tools become 'unguided'. Feedback moments are switched off.

Step 3. Finally, unrelate yourself by clicking 'break relation'.

As an organization you can choose that the takeover/transfer of clients must first be approved by the client through a relate request. A related professional has access to the entire account of the client (with the exception of conversations with other professionals).

Relate request is a functionality that is not enabled by default. Are you interested in this functionality? Please contact the application manager of your platform or the Minddistrict service desk.

Send a relate request

There are two options to send a relate request. The secretary in the platform can send a relate request for another professional. Or you search outside your caseload for a client account to which you want to be related.

Searching outside your caseload is a functionality that is not enabled by default. It depends on the settings of the platform whether this option is available. If you have any questions about this, you can contact the application manager(s) of your platform.(Opens in new window)

Option 1: The secretary sends a relate request:

First the therapist needs to be related to the client account:

• Open the client account
• Click on 'Professionals' in the left menu
• Then click on 'Request therapist relation' and select the colleague.
• Finally click on 'Send relate request to client'

You can cancel a relate request by going to 'Manage request' in Pending relation requests.

Option 2: Send a relate request by searching outside your caseload:

• Go to the 'Clients' in the platform.
• Go to the 'Other clients' tab. Because of privacy reasons, you must provide a motivation why you want to search outside your own caseload.
• You can filter your search by:
  • Name
  • Email address
  • ID
  • Date of birth

This action (including your specified motivation) is logged in the system and is visible to the application manager of the platform.

• You will then be given the choice of A: Send a relate request to client or B: Obtaining temporary access.

Temporary access gives you read-only permissions. You cannot change anything in the account.

• Choose 'Send relate request to client'.

You can cancel a relate request by following the same steps.

What does the request look like to the client?

The next step lies with the client. A task is sent to the client through the platform to accept or reject the relate request. The client will receive an email about this task.

The client receives an overview of which tools the professional has access to. It is not possible for the client to make a selection here. The client gives permission for the entire client account to be viewed (with the exception of conversations between other professionals).

What happens if a client accepts or rejects a request?

When a client accepts or rejects a request, the professional receives an email about this. When a relate request has been made by the secretary on behalf of a therapist and this request has been refused, the secretary will see this under Relate request.