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Counseling and Psychological Services
Hudson Health Center, 3rd Floor
1 Ohio University Dr.
Athens, OH 45701
740-593-0091

Section 7.4 Accountability

Policy No. 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.
  • Supervisors are expected to read and sign off on all entries in a client’s file for their supervisee(s) according to the time frame outlined in the Clinical Documentation Guide.
  • If the supervisee is a trainee with a doctoral psychology intern supervisor, the intern will sign off on each case note, and then the assigned licensed umbrella supervisor will sign and lock the note.
  • When it is clear that therapy has ended, the supervisee must complete any closed therapy note or termination summary in a time frame consistent with the Clinical Documentation Guide. 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, with the exception of doctoral psychology interns, may not be on CPS premises after 5pm unless there is a senior staff member present.

Policy No. 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 Policy and Procedures Manual for CPS.
  • 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 their work hours, including evenings and weekends. All after-hours contacts from clients should be documented as soon as 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’s own online posts. Clinicians-in-training are prohibited from having direct social media connections with clients.

Policy No. 4.04 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 (e.g., crisis, drop-in, running an evening group).

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 and approve of the situation (e.g., call/inform front desk).

Policy No. 4.05 Relevant Ohio University Policies:

All clinicians-in-training must understand and adhere to all relevant Ohio University policies.

Procedures:

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

Policy No. 4.06 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. in order to fulfill their requirements for traineeship, GAship, or doctoral psychology internship.

Procedures:

  • GAs are expected to work 20 hours per week. 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 hour of GPS). GAs may also be asked to co-facilitate group therapy if there is a need for co-facilitators.
  • 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). May have the opportunity co-facilitate group therapy if there is a need for co-facilitators.
  • Trainees in Counselor Education must fulfill the requirements for practicum and internship. For practicum, this includes 40 direct service hours and 100 total hours. 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 co-facilitate group therapy if there is a need for co-facilitators.
  • Trainees in Social Work are required to work 20 hours per week during the Fall and Spring Semesters (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 co-facilitate group therapy if there is a need for co-facilitators.
  • 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 compensate 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. 4.07 Tracking Hours:

The requirements for documenting practicum/internship hours differ among clinicians-in-training respective programs.

Procedures:

  • Trainees in Clinical Psychology must document their hours using the method recommended by their academic department, which will assist in completion of applications for future doctoral internships. They are required to track their hours at CPS through EHR and may use such documentation to support what they must submit to their academic department. The supervisor will sign a document indicating the total number of hours completed at the end of the traineeship and uploaded to their supervision file in the EHR.
  • Trainees and interns in Counselor Education must document their hours and submit to their supervisor weekly and to their department, per department requirements. The supervisor will sign a document indicating the total number of hours completed at the end of the traineeship.
  • Trainees and interns in Social Work must document their hours and submit to their department using the method recommended by their department. Trainees are required to track their hours at CPS through EHR and submit to their supervisor at the mid-term and at the end of the academic year (total of two submissions). The supervisor will sign a document indicating the total number of hours completed at the end of the traineeship and uploaded to their supervision file in the EHR.
  • 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.
  • EHR software can produce a report of clinical and total internship hours that can facilitate this documentation process.
  • GAs must use their specific academic department guidelines to track and document their hours. The supervisor will sign a document indicating the total number of hours completed at the end of the traineeship and uploaded to their supervision file in the EHR.

Policy No. 4.08 Training Manuals:

Training manuals are provided to all clinicians-in-training at the beginning of their training at Counseling and Psychological Services. The training manuals will be made available as electronic documents for each trainee. If a trainee requests a physical copy, a physical copy can be provided.

Procedures:

  • Training manuals typically include the respective training handbook, due process and grievance procedures, policies and procedures that are both general and specific to training, and clinical documentation guidelines.
  • It is the clinician-in-training’s 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’s policies and procedures. Signed Acknowledgment Form must be submitted to the ADT or TD within one week of starting the training placement.