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Psychologist using Easy Appointment Calendar
Shared Office Policies

Booking Enough Time

When booking appointments, it is recommended tenants select the greatest amount of time needed to guarantee their needs are meet. To guarantee a smooth transition between tenants, we encouraged tenants to book the room 10-15 minutes prior to when their client meeting will start. This will allow extra time to get settled in, straighten the room, and/or address any room change-over situations. Also, tenants are asked to book the room at least 10-15 minutes prior to when their client meeting ends to allow extra time in the event their client needs extra time. Tenants have mentioned, they allow for 15-30 after their last client meeting to complete their notes and documentation. Bauer Properties recommends and encourages tenants to use this extra time approach.

Shared Office Policies

Room Hold Over

A “Room Hold Over” occurs when a tenant's room schedule ends at 1:00 pm and the tenant is still using the room after 1:00 pm, yet another tenant has the room booked at 1:00 pm. If this occurs, an additional $50.00 “Room Hold Over” Fee may be incurred.

The “Room Hold Over” policy is set in place to guarantee a smooth transition between Tenants when scheduled appointment times are back-to-back.

Tenants should schedule the extra time they may need to avoid these possible situations. For example, if your client appointment ends at 1:15 pm then you should book the room until 1:30 pm.

All tenants should be mindful of when their time is coming to an end and avoid “Room Hold Over” at all costs.

Bauer Properties tenants are courteous and professional. In the numerous years we have been offering our shared office space, the “Room Hold Over” Fee has never occurred.

Room Hold Over
Therapist
Shared Office Policies

What to Do when another Tenant is using the Office You Have Reserved.

First and very important: Logon to the Appointment Calendar and confirm the room you have booked. On occasion tenants have been mistaken about the room they had reserved.

Second: If there is someone using the office prior to your appointment, do not interrupt their appointment until your scheduled appointment time. For example, if you have the room booked at 1:00 pm and there is someone in the office at 12:50 pm, please wait until 1:00 pm to address the situation. Please see the information above on "How to Book Appointments" to guarantee a smooth transition between clients.

Third: After you have confirmed you have the correct room. Knock on the door and let the other tenant know you have the office booked and are waiting. Although this may seem discourteous, it is the previous tenant's responsibility to be award of their time schedule and vacate the room when their time has ended.

Please consider tenants may be unaware there is an appointment after theirs, so even though there may be issues we ask everyone to be courteous.

Shared Office Policies

Door Plaque

Tenant door plaques are located in the tenant's mail slot.

Prior to the office use, shared office tenants shall place their door plaque in the plaque holder next to their office door. This let's others know the office is in use and by whom. When the appointment is complete, the door plaque is removed from the door and placed back in the mail slot area.

If a shared office tenant cannot locate their door plaque, a temporary plaque can be found in the middle mail cabinet. Look for the plaque labeled "Therapist Office in Use".

Bauer Properties Door Plaque
Counselor Booking Appointment
Shared Office Policies

Booking Appointments using the Online Calendar

Once signed up with Bauer Properties, tenants may book appointments using the Online Calendar. If tenants need the accounting staff to schedule their appointments, we would be glad to help. Please note a $25.00 processing fee is associated with this service.

Shared Office Policies

Need to Add a One Hour?

Using the online calendar, an additional Hour can be easily added to any existing appointment.

This booking type is only to be used to Add to an existing appointment. The additional hour can be added right before, right after, or within the same day as an existing 2-hour minimum appointment.

If this booking type is not booked with an existing 2-hour minimum appointment within the same day, an additional $10.00 appointment fee and an additional $25.00 bookkeeping fee shall be billed.

Psychologist using Easy Appointment Calendar
Our Staff can Process Payments
Shared Office Policies

Payment Policies

All booking appointment fees shall be paid at time of booking and are non-refundable.

If the required payment is not made at the time of booking, a PayPal request for payment will be sent via email. This request will include a processing fee in the amount of $25.00 for additional bookkeeping. No additional appointments will be authorized until this amount has been paid.

The $25.00 processing fee can be avoided if you make a PayPal Payment within five (5) days of your scheduled appointment. Click here for PayPal Payment Instructions.

Shared Office Policies

Cancelling Appointments

Booked appointments may be cancelled within one (1) hour after the initial appointment is made.

Payments made for cancelled appointments (cancelled within one (1) hour after the initial) can only be applied to future appointments. In this case, the following procedure should be followed:

  • Step 1: Book the New (correct) appointment you desire using the Online Calendar. When booking the appointment, do NOT pay for the appointment in the area indicated to pay.
  • Step 2: Cancel the old appointment using the Online Calendar. When cancelling the old appointment, add in the comment section "This appointment was cancelled, and a new appointment was booked within one (1) hour."
  • Step 3: Send an email to Accounting@BauerProperties.com with the New (correct) Appointment Booked: Add date & time and the Old (wrong) Appointment Cancelled: Add date & time.

Appointments cancelled after the one (1) hour courtesy period, will not be issued a refund. Further, the payment for a cancelled appointment may not be applied to future appointments. If this occurs, an additional $25.00 Bookkeeping Fees shall be applied.

Psychologist using Easy Appointment Calendar
Therapist Using Online Calendar
Shared Office Policies

Rescheduling Appointments

Rescheduling booked appointments is not allowed. Rescheduling an appointment is considered the same as cancelling an appointment then scheduling a new appointment. Please see the Cancelling Appointments Policy above and executed lease for more information.

Although the scheduling software allows tenant to reschedule an appointment this feature should not be used. Unfortunately, we cannot turn off the feature without turning off the feature for canceling appointments.

If the rescheduling feature is used to reschedule an appointment, payment for the new appointment and a processing fee in the amount of $25.00 will be due and will be billed using PayPal.

All policies have been put in place to reduce bookkeeping expense and help us to keep the costs as economical as possible.

Shared Office Policies

Occasions When Rescheduling is Approved

There are occasions when Bauer Properties approves a tenant to reschedule an Appointment. For example, if you scheduled appointment falls on a holiday.

    In these cases, the following procedure should be followed:
  1. Book the new appointment you desire using the Online Calendar.
  2. Cancel the old appointment using the Online Calendar. When cancelling the old appointment, add in the comment section all the details regarding the Cancelled Appointment and New Appointment that was approved by Bauer Properties.
  3. Send an email to Accounting@BauerProperties.com with all the details regarding the Cancelled Appointment and New Appointment that was approved by Bauer Properties.

Staff Approved Rescheduling
Shared Office Policies

Monthly Maintenance Fee

Bauer Properties tenants sometimes ask, "Can you waive the Monthly Maintenance Fee?". Unfortunately, we are unable to do so. The Monthly Maintenance Fee has been put into place for times when hourly tenants have stopped renting the rooms regularly. The Monthly Maintenance Fee covers the maintenance of the building.

Bauer Properties keeps costs to a minimal to be able to offer low rental rates. Without this fee, Bauer Properties would not be able to offer the offices for Flexible By-Appointment usage.

Psychologist using Easy Appointment Calendar
Staff is Here to Help
Bauer Properties Staff

Always Here to Help

All policies have been put in place to help us to keep the costs for our tenants as economical as possible.

We hope placing the policies here makes it easier. Our goal is for everyone to succeed.

If you have any questions or concerns, feel free to contact us. Our staff will be more than happy to help.