Clinic Trainee Resources

On this page:  Clinic Trainee Policies and Procedures Manual | Forms | Clinic Recording System | Deleting Clinic Recordings or Videos | Collecting Fees and Receipting Clients | Ethics | Record Keeping | Resources


 

This page contains resources for student Trainees of the McGill Psychoeducational & Counselling Clinic.

 Clinic

Clinic Trainee Policies and Procedures Manual

The Clinic Manual of Policies and Procedures contains all the information Trainees will need to successfully operate in the Psychoeducational and Counselling Clinic. This document should be read from start to finish PRIOR to calling your first client.

The manual contains all the forms used by Trainees to develop their Client File with instructions for form use. Please note: Trainees are NOT to print and use the SAMPLE forms in the Manual for inclusion in Client files. Trainees are to download original forms below for use.

For any questions, please consult with your Course Instructor or judith.norton [at] mcgill.ca (Dr. Judith Norton), Clinic Director.

 

ECP Psychoeducational and Counselling Clinic: Trainee Policies and Procedures Manual

2022 version forthcoming

 

Fillable PDF Forms referenced in Manual

Appendix_A_-_Informed_Consent_for_Counselling.pdf - NEW

Appendix_A1- Informed Consent for Assessment.pdf - NEW

Appendix_A2_-_Informed_Consent_Therapy.pdf - FORTHCOMING

Appendix_B_-_Authorization_for_Audio-Video_Recording.pdf

Appendix_C_-_Authorization_to_Obtain_Confidential_Information.pdf

Appendix_D_-_Authorization_to_Transfer_File_(counselling_only).pdf

Appendix_E_-_Permission_to_Visit_School.pdf

Appendix_F_-_Authorization_to_Release_Confidential_Information.pdf

Appendix_G_-_Document for Fee Assessment - Counselling.pdf - NEW

Appendix_G1 - Document for Fee Assessment - SACP.pdf - NEW

Appendix H - Inventory_of_Forms.pdf

Appendix_I_-_Case_Chronology.pdf

Appendix_J_-_Course_Instructor_Attestation.pdf

Appendix_K_-_Incident_Report.pdf

Appendix_L_-_Session_Notes.pdf

Appendix_L1_-_Session_Notes_Assessment.pdf

Appendix_N_-_Directory_of_Referral_Sources_in_the_Greater_Montreal_Area.pdf

Appendix_M Sliding Fee Scales for Psychoeducational Assessments and Counselling.pdf

Appendix_P_-_Client_Video_Recording_Inventory.pdf

Appendix_Q_-_Payment_History.pdf

Appendix_R_-_Discontinuation_of_Services.pdf

Appendix_S_-_Request for Service Form.pdf

Appendix_T_-_File_Closure_Procedure (SACP files only)

Initial Trainee-Client Contact

 

Clinic Recording System - Haivision Media Platform

As part of course and program requirement, student trainees registered in particular courses gain access to the ECP Psychoeducational and Counselling Clinic. In most cases, video recordings of every client session is required by the Course Instructor. Within each Clinic room, there is a wall-mounted touch panel that is used to initiate a recording and to move the camera angles as required. The Clinic Recording System Instructions document contains step-by-step instructions on how to record a video, view a recording, and perform basic editing or trimming a recording.  

SACP and Counselling Trainees will have a second step in order to share their recorded video files with their Doctoral Student Supervisor. The Sharing Files to Doctoral Student Supervisor - Publishing to Feed Instructions provide step-by-step instructions for sharing video recordings.

HOW-TO DOCUMENTS REFERENCED ABOVE:

 

Deleting Clinic Recordings or Videos For Course Instructors:

The Deleting Clinic Recordings or Videos document outlines the necessary procedures to delete recorded videos from the Haivison Media Platform created by your students pertaining to Client files when they are no longer required or when submitting a file for closure to the Clinic Director. Trainees cannot delete their own video recordings. Instructors must delete all their trainee videos pertaining to a client file prior to signing off on Appendix_P_-_Client_Video_Recording_Inventory  (see form below) which confirms the deletion of your student's video content.

HOW-TO DOCUMENTS REFERENCED ABOVE:

 

Collecting Fees and Receipting Clients in the Clinic:

Methods of Payment

Clients must pay by debit or credit card on-site in the Clinic. The Clinic does not accept any other form of payment (either by cash or cheque or e-transfer). These points must be conveyed to the Client clearly and unambiguously to avoid any confusion about payment methods. The Moneris Debit/Credit terminal for trainee use in located in room B128 within the Clinic space accessible only by McGill ID card by authorized individuals. 

Mandatory Financial Compliance Training Course for Trainees

Each trainee must complete a McGill Mandatory Financial Compliance Training Course established by Financial Services entitled, Payment Card Industry (PCI) training. Trainees will receive an email directly from Financial Services with a link to the course which will take approximately 30 minutes to complete. All trainees collecting client fees from their clients are classified as Merchant Personnel and are required to familiarize themselves with relevant policies in order to collect fees on behalf of the ECP Clinic. Evidence of completion must be sent to the trainees course instructor prior to using the Moneris Terminal to collect fees from clients. 

On a yearly basis, every person involved in a McGill merchant process (i.e. anyone who may receive/see credit card information and/or process credit card transactions on behalf of McGill University) is required to take the online PCI Compliance Course/Exam as well as read the Merchant Policy and Merchant Manual. The first step is to familiarize yourself with the Merchant Policy and Manual:

Clerk IDs

For the purposes of processing transactions on the Moneris Terminal, each trainee is provided a unique, two-digits Clerk ID to allow the Department to track and validate their individual transactions. Clerk IDs will be emailed to each trainee who has been confirmed as having completed their PCI Training with their course instructor.

How-tos for Moneris Debit/Credit Terminal for Trainees

Instructions and videos on using the terminal can be found below and further information can be found in the Trainee Policies and Procedures Manual found above and in the Moneris manual below.

Demonstration Videos for trainees using the Moneris Terminal in the ECP Clinic:

Issuing Receipts - Fillable PDF for use by Clinic Trainees when collecting fees

Trainees are required to prepare a receipt for their client for insurance purposes and the following template is to be used. This receipt may only be issued to a client after a trainee has successfully accepted payment on the Moneris terminal. 

Trainees should consult with their course instructors on preparing their receipts with their instructors signature in advance of their confirmed client session.

PDF icon ECP Clinic Receipt

Receipt numbers should be established with the use of the unique client code with the suffix 01, 02, 03, 04, etc.. [ex: First receipt for a given client should end in 01 (AW22JANDOE01) and fourth receipt for the same client should end in 04 (AW22JANDOE04)].

The process for collecting fees is mapped out below for your reference:

  1. You would need to have prepared a completed fillable pdf entitled ECP Clinic Receipt (found above). Print one copy to provide to your paying client. You are to retain an electronic copy for your client file in OneDrive. You are not to provide this receipt to the client unless you have successfully collected payment via debit/credit card.
  2. The Moneris Terminal in B128 is defaulted to payment screen.
  3. You will enter the payment amount required for your client session.
  4. Follow the prompts on the terminal. You will be required enter your unique two-digit Clerk ID.
  5. You will then pass the terminal to the client to process payment. They will insert or tap card their card to complete the transaction.
  6. 2 receipts will print out of the Moneris Terminal. One for the customer to keep and one for the merchant (trainee) to keep.
  7. Staple the customer copy to the completed Client receipt for insurance purposes and provide to your client
  8. Retain the merchant copy for scanning and electronic retention for your records
  9. You are then required to email a copy of the Clinic receipt you prepared and a scan of the Moneris terminal issued Merchant Copy receipt to the following email account: clinicfees.ecp [at] mcgill.ca; Note: When collecting the first payment from the client, please also ensure you include a copy of the Document for Fee Assessment indicating established fee signed by the Clinic Director, if applicable.

 

    Telepsychology Procedures

    Code of Conduct for Maintenance and Sharing of Electronic Files:

    CODE OF CONDUCT FOR MAINTENANCE AND SHARING OF ELECTRONIC FILES - All Trainees and Course Instructors must read and abide by the Code of Conduct.

    Electronic Files and Video Instructions for Course Instructors:

    Creating and Sharing OneDrive Files - This document will outline the necessary procedures to create Trainee folders for your course, share Client files (MS Word or PDF) with Trainees, and review contents of Client folders.

    Accessing and Deleting Videos - This document will outline the necessary procedures to attend a virtual meeting, review video recordings of a meeting, and delete videos.

    Electronic Files and Video Instructions for Trainees:

    Creating and Sharing OneDrive Files - This document will outline the necessary procedures to create Client folders for your course and share files/folders with your Course Instructor or Student Supervisor

    Video Meetings: Hosting Telepsychology Sessions, Recording & Sharing Videos - This document will outline the necessary procedures to set up a virtual meeting, record your meeting, and share video access with your Course Instructor or Student Supervisor.

    OneDrive Troubleshooting and How to Disable Synchronization - OneDrive accounts used to store client files may not be synced to be downloaded on to a Trainee's personal laptop. They may only be accessed through a browser by logging into OneDrive.​ This document outlines who to disable synchronization.

     

     

    Closing a Client File Remotely

    Instructions for Closing a Client File Remotely - This document provides a step by step guide for closing your client file once services have been terminated.

    Ethics

    OPQ Code of Ethics

    OPQ Expanatory Guide to the Code of Ethics

    OCCOQ Code of Ethics

    Record Keeping

    OPQ Guide to Record Keeping

    Resources

    DSM-V (McGill users only)

     

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