帝王会所

Policy No. 7.4.01 Compliance with Documentation Guidelines:

Clinicians-in-training and all professional staff/supervisors are expected to complete all necessary documentation for clinical and consultation appointments.  

Procedures:

• Clinicians-in-training and senior staff must complete all documentation in a timely manner consistent with the Clinical Documentation Guide (CDG).
• Supervisors are expected to read and sign off on all entries in a client鈥檚 file for their supervisee(s) according to the time frame outlined in the CDG.
• If the supervisee is a trainee with a doctoral psychology intern supervisor, the intern will sign each case note (on Line 2), and then the assigned licensed umbrella supervisor will sign and lock the note.
• When therapy has ended, the supervisee must complete any closed therapy note or termination summary in a time frame consistent with the CDG. The licensed supervisor will deactivate the client file once the file review is completed.
• All clinicians-in-training sign their direct service documentation on Line 1.
• All clinicians-in-training are encouraged to complete their documentation and other responsibilities between 8am-5pm on days that CPS is open. Trainees and GAs, except doctoral psychology interns, may not be on CPS premises after 5pm unless a senior staff member is present. 
• Supervision notes:
  • Must be completed in a timely fashion (within one week of the supervision session)
  • These notes may be written by the supervisor or co-written with the supervisee
  • These notes are included in the trainee鈥檚 file in Titanium and are accessible to the trainee, supervisor(s), ADT, and TD.

Policy No. 7.4.02 Computer Usage:

Clinicians-in-training are provided with offices furnished with computers equipped with Electronic Health Record (EHR) software and Internet. It is expected that trainees use these computers only for the purposes of clinical and other professional work.  

Procedures:

• Clinicians-in-training are expected to adhere to all policies regarding responsible and ethical use of computers and other technology as explained in the general CPS Policy and Procedures Manual.
• Clinicians-in-training should lock their computer any time when leaving their respective offices. They may also adjust the settings on the computer to automatically lock if the computer is not in use for a specified amount of time.
• Clinicians-in-training are strongly discouraged from responding to client emails outside of work hours, including evenings and weekends.  All after-hours contacts from clients should be documented as soon as the clinician is in the office and discussed during supervision.
• Clinicians-in-training should engage in responsible use of the Internet and social media while using a work computer. Clinicians-in-training are also strongly encouraged to engage in responsible use of social media outside of the office, including, but not limited to, considering privacy settings, and monitoring one鈥檚 own online posts. Clinicians-in-training are prohibited from having direct social media connections with clients. 

Policy No. 7.4.03 Use of Artificial Intelligence:

Use of artificial intelligence (AI) in completing tasks at CPS is not permitted; this includes using it to write or revise clinical documentation, transcribe or summarize clinical sessions or other meetings, emails, or for any other purpose.

While AI has potential to save effort in creating documentation, that effort is necessary for trainees to develop the skill of writing clear, concise, appropriate documentation.  This will also help to ensure the integrity, confidentiality, and accuracy of documentation as well as the individual judgment and insights of the clinician.

CPS does not hold a Business Associate Agreement with any AI company, and no publicly available AI product guarantees to protect confidential information. 

Policy No. 7.4.04 Group Professional Supervision:

All trainees in Clinical Psychology, Counselor Education, Clinical Mental Health Counseling and Social Work must attend the Group Professional Supervision (GPS) at CPS, as part of their agreement for the traineeship.  

Procedures:

• This seminar meets weekly during the academic year.
• As part of the seminar, trainees will receive a syllabus and be asked to complete assignments and make presentations based on their caseload. 

Policy No. 7.4.05 On-Site Supervision for Unlicensed Staff, Doctoral Psychology Interns, and Psychology Trainees:

Any clinician-in-training, or unlicensed staff member, should not be scheduled to see clients at CPS during times when a licensed senior staff member is not available.

Procedures:

• A licensed senior staff member must remain at CPS until the client meeting the unlicensed clinician leaves.
• If an exceptional situation occurs, senior staff should be made aware of and approve of the situation (e.g., call/inform the front desk). 

Policy No. 7.4.06 Relevant 帝王会所 Policies:

All clinicians-in-training must understand and adhere to all relevant 帝王会所 policies. 

Procedures:

• Doctoral psychology interns and Graduate Assistants are identified as employees of 帝王会所 and the Division of Student Affairs and should adhere to the 帝王会所 Administrative Policy Manual.
• Clinicians-in-training students currently enrolled at 帝王会所 are expected to follow the 帝王会所 Student Handbook and Code of Conduct. 

Policy No. 7.4.07 Electronic Health Record Schedules:

Clinicians-in-training are expected to manage their schedules using EHR software, including accounting for all direct and indirect service provision, supervision, seminar attendance, administrative time, etc. to fulfill their requirements for training.  

Procedures:

• GAs are expected to work 20 hours per week during the academic year. They are required to cover a 4-hour drop-in shift, provide 10-12 hours of individual therapy, receive 2 hours of supervision and 1-1.5 hour of GPS. GAs may be asked to co-facilitate group therapy.
  • GAs are encouraged to use up to 20 hours of professional development time during the academic year.
  • If GAs would like to use additional professional development time they will need to seek preapproval from the ADT or TD and are asked to make up time missed.
  • GAs are encouraged to alert supervisor(s), the ADT, and TD of planned professional development time away from the office two weeks prior to the scheduled absence.
• Trainees in Clinical Psychology are expected to work 16 hours per week during the academic year (this includes approximately 7-10 hours of individual client contact, 2 hours of drop-in coverage once approved by their supervisor(s), 2 hours of supervision, 1.5 hours of GPS, and 2 hours of paperwork). If group co-facilitators are needed, they may have the opportunity to co-facilitate group therapy.
• Trainees in Clinical Mental Health Counseling must fulfill the requirements for practicum and internship.
  • For practicum, this includes 40 direct service hours and 100 total hours. They are expected to work 10 hours per week during the practicum semester.
  • For internship, this includes 240 direct service hours and 600 total hours (300 total hours per semester). CPS expects these trainees to work a minimum of 20 hours per week during the academic year (this includes approximately 12 hours of client contact, 2 hours of drop-in coverage once approved by their supervisor(s), 2 hours of supervision, 1.5 hours of GPS, and 2 hours of paperwork). May have the opportunity to co-facilitate group therapy if co- facilitators are needed.
• Trainees in Social Work are required to work 20 hours per week during the academic year (this includes approximately 12 hours of client contact, 2 hours of drop-in coverage once approved by their supervisor(s), 2 hours of supervision, 1.5 hours of GPS, and 2 hours of paperwork). May have the opportunity to co-facilitate group therapy if co- facilitators are needed.
• Doctoral psychology interns must fulfill the 2,000-hour requirement for internship and are considered full-time employees (available Monday to Friday 8am-5pm, with occasional after-hours responsibilities that can be compensated with flextime in consultation with supervisor/TD) and will provide a minimum of 500 direct clinical hours. All completed hours must be documented in EHR software. 

Policy No. 7.4.08 Tracking Hours:

The requirements for documenting practicum/internship hours differ among clinicians-in-training respective academic programs. All clinicians-in-training are expected to accurately and honestly document their hours at CPS through the EHR.

Procedures:

• Trainees are required to communicate with supervisor(s), the ADT, and TD, at least two weeks prior to a planned absence, and document that absence in the EHR.
• Trainees must document their hours and submit them to their academic departments using the method recommended by their department. Trainees are required to track their hours at CPS through the EHR and submit them to their supervisor weekly. The supervisor will sign a document indicating the total number of hours completed at midyear and at the end of the traineeship.
• Doctoral interns are responsible for documenting their hours and ensuring the EHR reflects their day-to-day schedule.  Interns will be given feedback about their hours every three months, minimum.
• GAs must use their specific academic department guidelines to track and document their hours. GAs are required to track their hours at CPS in the EHR. The supervisor will sign a document indicating the total number of hours completed at the end of the GA and upload it to their supervision file in the EHR.
• EHR software can produce a report of clinical and total training and internship hours that can facilitate this documentation process. 

Policy No. 7.4.09 Training Manuals:

A copy of all CPS policies and procedures and training manuals are available to all clinicians-in-training at the beginning of their training at CPS. The training manuals will be made available as electronic documents for each trainee. If a trainee requests a physical copy, it will be provided. 

Procedures:

• Training manuals typically include the respective training handbook, due process and grievance procedures, policies and procedures specific to training, and clinical documentation guidelines.
• It is the clinician-in-training鈥檚 responsibility to read all information contained in the Policy & Procedure manuals and submit a signed Acknowledgment Form that indicates they understand and will adhere to the agency and training program鈥檚 policies and procedures.
• Signed Acknowledgment Form must be submitted to the ADT or TD within one week of starting the training placement.