WHAT TO EXPECT FORM
What 3 important goals does implementing the 'What to Expect' form achieve?
1. It provides students information about CAPS services, policies, etc.
2. Documents that they received the form
3. It helps manage students' expectations
Why are there different number of slots assigned to Access Team members?
Every effort is made so that the Access system is as equitable as possible. All clinicians start out with the same number of slots and those then are reduced, based on the following:
# of days at MMC vs. BBC campus, responsibilities for oversight of ongoing programs/initiatives, training responsibilities & supervision, administrative supervision responsibilities, etc.
-Emails dated: 12/18/19 & 8/22/19
If an Access Team member needs to step out to get lunch, what should happen to ensure collaboration & communication & how is that done?
The team member communicates this to the FD via Skype, email, or in person and includes the expected time of return. (P. 4)
Part 1: If a student requires additional services beyond the Access appointment, who is responsible for ensuring appropriate follow-up?
Part 2: If there are additional services scheduled at Access, what should be done to ensure continuity of care?
Part 1: "The Access clinician is responsible for managing the case until the student obtains the appropriate services."
Part 2: "If there are any additional services scheduled at Access, the clinician is to add the client's name to their ct list by checking their name on the ct's security tab." (P.6)
Wendy
The 'What to Expect' form was recently updated to include what information about individual therapy?
“CAPS offers limited, short-term counseling. If you need/prefer long-term or weekly counseling, then an off-campus counselor may be a better fit for you. The Counseling Center does not offer long-term, intensive, or specialized treatment generally required for substance abuse or severe or chronic emotional difficulties. Students generally attend counseling appointments that last 30-45 minutes and occur every 2-3 weeks.” Email from Alia dated: 2/5
If the reservation system shows many more reservations on Same Day 1 (1/2-hour appt) than Same Day 2 (on-the-hour appt), what can be done to make this more equitable?
Unfortunately, no swaps can be made between Same Day 1 & 2.
Which Access Team members take phone calls from the FD when faculty, students, parents, etc. request to speak with someone?
All members of the Access Team take phone calls on a rotating basis. (P. 4)
You have not seen a student for more than 60 days. The student calls to schedule an appointment with you. What happens?
The student will be scheduled through the Access system. Every effort will be made for them to see their requested clinician. If an Access appointment for that clinician is not available, a "walk-in" appointment may be scheduled for the clinician on their regular, non-walk-in schedule. (P. 5)
Who is a twin at CAPS?
Both Justine & Hilary
What does the form state may happen if a student no-shows or cancels repeatedly?
"After two consecutive no-shows or cancellations for scheduled services, a next session may not be rescheduled. You must speak with the clinician to determine if therapy is right for you at this point in time."
Who do you alert if your Access appointment will go over the allotted time?
"If the session is likely to take an extended amount of time because the student is 'in crisis,' the clinician is expected to communicate this to the ATL, AOC, or FD staff ASAP." (P. 4 Guidelines for Access Team)
We know that Access appointments supersede all other appointments. If there is a rare exception, how should we proceed with possibly closing an Access slot?
1. Clinicians will communicate with their ATL to brainstorm other scheduling possibilities.
2. If no other solution is identified, the clinician will email Assistant Director for Clinical Services and copy the ATL and FD Supervisor with the request to close the slot and the justification.
3.If the request is approved by Assistant Director for Clinical Services, the clinician will send an email with this information to front desk supervisor, Assistant Director for Clinical Services, the ATL, and the clinician’s supervisor. (P.8)
An Access Team Member calls out sick. They correctly inform FD, ATL, & their direct supervisor. What are the 4 steps, in order, that take place to manage the reservation system at this point?
1. FD closes any un-reserved slots
2. Green slots are used
3. Crisis backup slots activated
4. Any available clinician is asked to help out with Access/Urgent appointments
Whose parent is a former CAPS staff member?
Hilary
What does the form state about when medication refills will be provided?
"Medication prescriptions for refills will only be provided at your scheduled psychiatric appointment."
How is the "green slot" utilized?
It is intended to provide relief to Access team members.
However, if a student presents or calls on the same day and needs to be seen, the "green slot" is the first to be used.
-Emails dated: 9/16/19 & 12/18/19
What slots do I need to find coverage for if I am out on my Access day?
Access slots and "green slot" need to be covered, as well as Friday crisis-only days. Crisis backup slots do not need coverage.
-Emails dated: 9/16/19 & 12/18/19
If the assignment of Access appointments seems to be unbalanced throughout the day, what can be done?
1. See the student, without "push back"
2. Address concern with the ATL afterwards
3. The ATL may review the rotation and make changes as needed (P. 7)
How many nationalities are represented at CAPS?
??
According to the form, what may happen if you are not checked in by your appointment time?
"If you are not checked in by your appointment time, you may lose that appointment if another student is waiting to see a clinician."
How are Access clients assigned to Access Team members?
The reservations will rotate through the members of the team (e.g., 1,2,3 instead of 1,1,1 for each time slot). (P.4)
What paperwork should be present in the student's file after completing an Access appointment?
Access progress note, BHM attached, Biopsychosocial 1, Clinician Index of Client Concerns, Brief Mental Status, Recommendation & Disposition, and ALL student completed forms (processed from incoming data).
If a student who was seen previously at CAPS returns after 60 days, and is seen through the Access system, who may they get reassigned to?
Every effort will be made to have the student resume counseling with the clinician who completed the most recent biopsychosocial assessment (intake). (P. 5)
How many CAPS/VEP staff worked here previously and returned?
3 - Nathalie, Vania, & Cindy