Request for Documentation, Letters, Assessments and/or Reports (client)

Document Request Process:

To streamline the document request process, we have introduced a Document Request Snapform system that simplifies requests for both psychologists and clients. Below is a step-by-step guide on how to request documents efficiently.

If Discussing the Request in Session

When a document request is discussed during a session, psychologists can complete the Document Request Snapform on behalf of the client. This process includes:

1. Accessing the document request form – Use the designated document request form to enter the request details.

2. Submitting the Request – Complete the form with relevant information, including the necessary details for the document.

3. Quotation Sent to Customer Service (CS) – The completed request is sent to the CS team, who will then generate a quote for the client.

4. Client Approval – Once the client accepts the quote, the customer service team will initiate an invoice with our accounts. 

5. Payment Made & Letter Completed - Once the customer service receives confirmation of payment from accounts, the psychologist will be notified to complete the letter by customer service team.
6. Upload Completed Document - Upload document in PDF form Using the My Mirror Letterhead (If external template is not being used) to help seekers completed document section under 'Client documents' on their profile. You will be asked 'Who should access the document(s)?' so please select 'Admin & clinicians'. This will send a notification to the customer service team to promptly send the document to the client. 

This method ensures minimal delays and a seamless experience for the client.

If Asking the Client to Contact Us

If the psychologist prefers the client to initiate the request, the process follows these steps:

1. Directing the Client to Contact CS – The psychologist advises the client to reach out to CS for the request.

2. CS Sends a Client-Specific Snapform – Upon contact, CS will provide the client with a slightly different version of the Snapform.

3. Client Completes & Submits the Snapform – The client fills out the form with the necessary details.

4. Upload to Client File – Once received, the completed form is uploaded to the client’s file.

5. Psychologist Reviews & Provides Quote – The psychologist is notified via email to review the request and provide the quote to CS.

6. Payment Made & Letter Completed - Once the customer service receives confirmation of payment from accounts, the psychologist will be notified to complete the letter by customer service team.
7. Upload Completed Document - Upload help seekers completed document under 'Client documents' on their profile. You will be asked 'Who should access the document(s)?' so please select 'Admin & clinicians'. This will send a notification to the customer service team to promptly send the document to the client.