The London Association for Counselling & Psychotherapy

The Patient Record is there for four reasons.

• It will provide an up-to-date & accessible record of your active patient caseload.
• You can tell The London Association for Counselling & Psychotherapy management to contact you urgently about a matter of concern to do with that patient.
• You are required to keep the patient contact details up-to date.
• As a part of your work with The London Association for Counselling & Psychotherapy, you must advise us about changes to the basic framework of your contract with the patient.

You should appreciate that The London Association for Counselling & Psychotherapy is quite a large organisation, and it cannot run on redundant information in its records. The London Association for Counselling & Psychotherapy asks you to undertake these basic administration tasks conscientiously.

You are asked to report on changes in the following circumstances:
• A new Fee has been agreed with the patient.
• You have changed the session's location.
• Treatment has finished.
• The patient has asked for a break of more than 28 days.
• The patient has re-contacted/resumed sessions
• The patient's contact details have changed
• If you need to make The London Association for Counselling & Psychotherapy aware that the patient is at Risk.

If you cannot agree to do this, you should discuss the matter with management as soon as possible. Without such a discussion, The London Association for Counselling & Psychotherapy will assume your consent.

Session Codes will be automatically reviewed whenever the main variables that construct the code are notified as having been changed.

They are reviewed because when you tell The London Association for Counselling & Psychotherapy that the Session Venue or the Session fee has changed, an email asking The London Association for Counselling & Psychotherapy to also review the code is automatically dispatched.

Dear Administrator,
Please note that you need to reconsider the Service Code for Test Patient because of the change of session venue.
Regards,
Consulting Therapist

Dear Administrator,
Please note that you need to reconsider the Service Code for Test Patient because of the change of fees.
Regards,
Consulting Therapist

The only other occasion when a change of session code is appropriate is when the patient has completed the Formula 1 or Formula 2 term of the Referral Fee Session Code.

So, on chargeable session 7+, or chargeable session 35+ if using Formula 2, then the Session Code does need to revert to the usual room code.

Usually the ongoing code will be quite clear - Session [100] or Session [150] for Onsite, & Session [500] for offsite.

If you are confident about doing that mark-up for another code, enter the new code in the first vacant box, and the date from which it is appropriate. Make a note of the event: eg "My referral period is up" in the Service Codes Notes box.

Then select 'Service Codes' from the update record field box, and also 'control and hold' select 'Notes' to generate a multiple update event. Press 'Update'.

This generates the following email:
Dear Administrator,
Please note that you need to reconsider the Service Code for Test Patient.
Regards,
Consulting Therapist

This will notify The London Association for Counselling & Psychotherapy, and prompt them to review & edit the Appointment Manager patient record.

If everything to do with Session Codes remains a mystery to you, please get management to contact you about it by sending The London Association for Counselling & Psychotherapy an email via the 'bring another matter to the Manager's attention' route.

Let The London Association for Counselling & Psychotherapy know when you have negotiated a new fee with the patient.

•: Type in the new fee in the first vacant box.
•: Select the next session date on which the new fee will be paid from.
•: Select 'Fees' in the Value Field range of the 'Update'.
•: Update the record.

The following email will be generated:
Dear Test Patient,
Consulting Therapist has advised us your fees have been re-assessed.
We are pleased to agree that proposal.
Regards,

Changing Location

If you are moving the location of the patient sessions from Onsite→Offsite→Onsite then you will need to tell The London Association for Counselling & Psychotherapy when you do it.

•: Select the new Session Venue in the first vacant box.
•: Select the next session date on which the new Venue will be operative from.
•: Select 'Session Venue' in the Value Field range of the 'Update'.
•: Update the record.

This will generate the following email:
Dear Test Patient,
Consulting Therapist has advised us that you have agreed to change where you are meeting.
We hope that this can facilitate those meetings.
Regards,

Writing notes

There are three 'Notes' Sections on the page. If you have written a Note, you must save it. You do that by selecting 'Notes' in the Update Field Range, and then updating.

The Notes are shared with The London Association for Counselling & Psychotherapy Admin. - and are not therefore private. Equally, what Admin. writes in its notes will appear on your screen. It allows The London Association for Counselling & Psychotherapy Admin. & you to be sure that qualifications and review matters have a permanent record.

Multiple Events

If there are simultaneous events for updating the patients record, (i.e. you are changing the venue, the fee, and adding notes about all of that, all at once) then hold 'control' while you are selecting multiple options in the 'Update' field range, and then Update as before.

You can update simultaneously for anything to do with 'changing data'. But you can only have single, discreet events for alerting The London Association for Counselling & Psychotherapy Admin. for matters of concern/intervention.

Your screen shows records for all your active & suspended patients.

The patient status is marked on the top right of your patient's details header. There are five status types:
• Active
• New
• Waiting List
• Suspended
• Dead

These correspond to the status updates on your screen (in order):
•The treatment has finished = Dead
•The patient is on a break = Suspended
•The patient has resumed = Active
•The patient wants another therapist = Waiting List
•The patient never started treatment = Dead

• Select the appropriate option from the status change menu
• Select I am updating the patient's record for the following: = Status.
• Select 'Update'.

Mark for on a break:
Dear Test Patient,
Consulting Therapist has recently advised us that your meetings have been suspended.
Although every effort will be made to hold-open your meeting time, because of the pressures on our services this might be changed when you resume things.
Regards,

Mark for resume treatment:
Dear Administrator,
Please note that Test Patient, who is in treatment with Consulting Therapist has resumed treatment after a break.

Mark for patient wants another therapist:
Dear Test Patient,
Consulting Therapist has advised us that you are wanting to meet with someone else.
We will be in touch again when we have been able to make further arrangements.
Regards,

Mark as Patient Never Started:
Dear Test Patient
Consulting Therapist has recently advised us that you have not taken up the offer to start meetings with him.
Should you want to reconsider matters, please do contact me.
Best Regards,