Office & Daily Sheet
This is how often you should update your openings on the Therapist Availability tab.
What is Weekly?
T or F: Case notes are written in past tense.
What is False? Case notes are to be written in present tense.
This is the time therapists should arrive to the office for the day
What is 20 minutes prior to your first session?
T or F: File Audits occur 1x a year.
What is False? File Audits are an ongoing process. File reviews occur 2x per year. First in February for prelimiary audit feedback and then again in August for final audit feedback.
This person is ultimately responsible for a completed client file including intake paperwork
Who is The Therapist?
This is how often you should update all of your public profiles that exist outside of Sentier's website?
What is Monthly? With AI being what it is today, it is imperative that all listings be updated, current and clearly reflect your specialties.
HIPAA Stands for this.
What is Health Insurance Portability and Accountability Act?
Lakely
Who is Andrea?
The recycling/trash is full! This person should take it out!
Who is Me? The recycling and garbage dumpsters are outside and to the right of our back entrance.
This documentation is required for Meet and Greets
What is none! No paperwork required for Meet & Greets.
This is how often I should update the Therapist Availability tab
What is Weekly?
This is reviewed in file audits
What are 3 individual/family files + 1 group client if applicable. The files are randomly selected by Administrative Assistant. If themes or problems are apparent, Manager may dig deeper into other files.
T or F: Adolescent group clients/parents must complete the full ADA biopsychosocial questionnaire.
What is False: Group clients DO NOT need to complete the entire ADA biopsychosocial questionnaire.
T or F: Even when a therapist's caseload is full, they are required to continue taking meet and greets.
What is True: When a Therapist’s caseload is full and they are no longer accepting immediate new clients, Therapist must allow clients to schedule an immediate Meet and Greet session. This allows inquiring clients to decide if they would like to go onto Therapist’s waiting list. If waiting list is getting too long, please talk with manager. Policy is different for Child Therapists, who can close down their waiting lists.
HCO stand for this, and this person is the HCO on our team?
What is HIPAA Compliance Officer, and Who is Sarah?
Chadford & Stormy
Who is Bria?
This is how co-workers know when you are gone for the day.
What is the Chalkboard in the kitchen, checking Full Slate, or looking at office signs
If I can't get my client to sign their treatment plan, these are the steps I take
What is Treatment plans should be signed by the client or by a minor client’s guardian. Therapist must document 3 attempts to get these signed. This may be documented in Case Notes if discussed during session or in Contact Notes if via email or phone call.
This is where I should look if I don't know who to ask about something
What is The "Who to go to with questions" sheet and then your manager or a manager?
This completion score is needed on the August file audit to pass it
What is 90% of total assessed areas must be complete and meeting expectations.
This is the name of our HIPAA compliant dropbox system
What is Paubox
When you have a waitlist, this is what you do to manage it.
What is... Therapist is expected to actively attend to their waiting list, including completion of all columns located on the Therapist Waiting List master sheet when a new client is added as well as regularly communicate with clients who are on the list.
This federal body oversees HIPAA
What is the U.S. Department of Health and Human Services (Office of Civil Rights)
Pepper
Who is Michelle?
You figure out who referred a new client to you. These are the two places you document this on the Daily sheet.
What are Referrals tab and Vistaprint tab? And then send them a thank you postcard for the referral!
This is how often sliding fee agreements need to be reviewed and updated with clients
What is Every 6 months?
This is what I should do after presenting a case at Consult?
What is... Therapists are required to present a minimum of three clinical cases/clients per year at the monthly consultation team meetings. A Case Presentation form must be documented in the client file under Consultation Notes
This is the name of the Sheet you may use ongoing to organize your files and prepare for file audits.
What is Sentier File Tracker
This happens if you have an intake scheduled when our Administrative Assistant is unavailable/out of office
What is... In the event the AA is unavailable, Therapists are responsible for AA duties, including onboarding their individual clients.
If Megan asks a therapist to record a social media video, therapist must do it.
What is False, as this is not required. Saying yes will help your caseload with the Internet Gods, however, and is strongly encouraged in the interest of caseload consistency.
What is a device check and why is it important?
What is... Device checks are periodic reviews of therapist electronic devices that help ensure security of e-PHI stored or shared via digital means.
Perseus
Who is Mary?
I'm HOT/COLD! This is what you should do.
What is Talk with coworkers who are working on same thermostat to see if others are hot/cold? If majority are, please text management to get approval for temperature change.
These are the 4 steps a therapist take if a client "falls" off their caseload and there is not termination session or communication from client
What are...
1. If a client stops scheduling appointments, the Therapist needs to attempt contact (via email and/or phone) three times before completing a Summary of Closure.
2. Therapist mails a physical letter to the client.
3. Therapist must then complete Summary of Closure within 14 days of sending the Letter of Termination.
4. Mark the client as "inactive" in Empathic.
At this $ rate, administrative tasks for clients (when approved by Manager) including communication and documentation beyond typical diagnostic and case documentation are billed.
What is... Administrative tasks we perform for clients are billed at a rate of $100 per hour to the nearest 15 minute increment.
These are the two main goals of file audits.
What are...
to prevent Therapists from getting behind in documentation and
to maintain integrity in documentation, which is an important part of high quality client care.
Name any 4 of the 6 required pieces of information we need from client's before setting up their client portal.
What are...
1. Legal name, DOB, and gender of legal record.
2. Preferred name and pronouns.
3. Do parents live in separate households? (if applicable).
4. Client’s email address (if applicable).
5. Would you like Sentier to submit OON claims to insurance?.
6. Does client have Medicare?
Three quarterly ways that you can help market your practice (in addition to networking):
What are:
1. Provide names of professionals in your network to the quarterly flyer mailing & add a personal sticky note.
2. Add professional contacts of yours to the Vistaprint list so they will receive postcards from us.
3. Add colleagues to our home page newsletter sign up so they will receive our quarterly newseletter.
When a HIPAA violation occurs, this is the person to notify?
Who is... If a breach of client privacy is known or suspected, the employee needs to notify their performance manager and the HCO immediately.
Pesto
Who is Levi?
These offices are on which thermostat?
What are...
Hallway thermostat: Beehive, group room, Chimney Rock, kitchen, bathroom, back entryway.
Pincushion thermostat: All other offices and waiting room.
Name any 3 e-signature documents that need to be signed annually?
What are...
ROI's (to insurance, current providers, family member, previous provider),
Walking and Outdoor Therapy Agreement,
Telehealth Services Agreement,
Informed Consent and Financial Policy Agreement,
COVID-19 Waiver,
Good Faith Estimate
When a therapist cancels a session within 48 hours of the session time, this is required
What is... This is considered a Late Change of Schedule. Once clients are notified, Therapist will update FullSlate to note changes in their schedule. In Full Slate, Therapist will change “Services” to “Therapist canceled- no charge”.
AND complete Therapist Late Change to Schedule form within 24 hours of changes to schedule and submit to therapist’s performance manager.
Name 1 thing you should do with the feedback you receive from the file audit?
What are
1. Performance management meetings target areas for growth identified in the file audit.
2. Therapist works to improve performance related to documentation and feedback from the file audit.
This form is required and who needs to sign in the event a minor client lives in two households
Agreement for Parents in Separate Households must be signed by both parents for minor clients whose parents live in separate households (divorced or separated). If parents were never married, biological moms are given custody in MN, so court paperwork needs to be obtained if dad is requesting therapy for minor child.
T/F: Networking loses importance once a therapist's caseload is full. Why is this true or why is this false?
What is False: A caseload is always changing. A therapist can be on a waiting list one day and have five openings the next. If professionals in the broader community do not know you, they will not refer to you.
This is how often should you delete client PHI from your devices
What is Every day? Also empty your device's "Trash" folder every day.
Carver, Nora June
Who is Barb?