Can I have my own domain?
All accounts are set up on a separate subdomain including the name of the service.
For example a service called ‘ClearView Counselling Services’ would have the subdomain clearview.therapyrecord.online and a URL of https://Clearview.TherapyRecord.Online
Is the service limited?
Accounts are charged on a per user basis with discounts for larger numbers of users and VSCE customers.
There is no limit to the number of therapists that you can register on the system and no limit to the number of teams or services you can add.
Users can have different roles in each service e.g. Be registered as a manager in one service and a therapist in a different service. The permissions will ensure that they can only view client data relevant to them.
Can we make changes to the system?
The system is constantly evolving in response to user feedback and we welcome suggestions for improvements or new features.
If significant changes are requested by several customers we will consider changes to the core system.
If the requested changes are unlikely to suit the majority of our customers we will consider more specialist customisations for an agreed fee.
Before trying to sign in you should download and install the Google Authenticator app onto your smartphone
You can follow these links to get the correct device for your phone
android authenticator shorturl.at/FRWYZ
Iphone and Ipad shorturl.at/BEM08
Once you have installed the app, click the ‘+’ button then ‘scan a QR code’ or ‘enter a setup key’ depending on your preferred method.
Open the invitation email and click on the link. This will take you to the ‘Create Account’ screen where you should enter your name, email address and password.
When you click register you will see the QR code and setup key. Using either of these will add TherapyRecord.Online to the authenticator app and sign you into the site.
At each subsequent attempt to sign into the site you will need your email address, your password and the code displayed in the authenticator app. This code refreshes every 30 seconds.
Here you can edit your name, email and password.
You can also find your authenticator information. It is worth writing down your recovery codes and keeping them secure in case you change devices.
The Dashboard Page Shows:
Notifications: Administrators can send notifications to some or all team members using the notification feature. Sole practitioners can use it for adding reminders or prompts. E.g. “remember to tell clients about my planned leave next month”. Notifications can be cleared as they cease to be relevant.
Todays appointments: This shows a list of the days planned sessions.
Reviews: This shows any reviews that you have previously set that are yet to be completed E.g. repeated questionnaires, review of treatment plans, risk reviews etc. These will disappear as reviews are completed.
Practitioner Menu (top left)
Dashboard: The home page after logging into the system. See above.
Caseload: A list of active clients showing the allocated service, therapist and other metrics.
Calendar: This shows scheduled appointments and reviews.
Address Book: A simple contacts list
Admin Menu (middle left)
Users (Team subscription only): This shows a list of users registered on the system including Admins, Managers and Therapists
Services: This shows a list of Services or Teams
Clients: This is a complete list of active and inactive clients. The list can be filtered to show clients waiting, clients currently active or discharged clients.
New clients are added to this list with the status of ‘waiting’ until they are allocated to a service and therapist. When a treatment episode is completed the clients status will change to, ‘discharged’.
Audit: This shows the number of clients on the caseload today, those waiting and those in treatment. Rates for, type of session, attendance, completion, non-completion and recovery over time can be filtered by demographic and geographical variables. Results can be downloaded for reporting.
How do I register a new client?
Click on ‘Clients’ in the admin menu.
Click on ‘Create Client’
Enter the clients details. Remember to only enter the types of personal information relevant to your service or the service in which you are working. It may not be relevant or appropriate for a therapist to record some details e.g. gender, sexual orientation or ethnic background, without a clear lawful basis for doing so. Please check with your service manager if you are uncertain. Leaving empty fields will simply omit the result from the clients details.
Click on ‘Create Client’ at the bottom of the screen.
You will now be able to see the client in the client list with the status of ‘Waiting’.
How do I activate or allocate a 'Waiting' client?
Click on ‘Clients’ in the admin menu.
Click on the clients name. This will take you back into the client details screen.
A new section has appeared 4 rows down the page.
Enter the Service the client is being allocated to.
- For solo practitioners this could be different services the provide e.g. Wednesday clinic or Friday morning group etc.
- For Larger services this could be service locations or different teams each with different team members.
After selecting the service, team administrators will need to allocate the client to the appropriate therapist.
Sole practitioners are assigned to the client automatically.
Once these steps are completed, click ‘Update Client’ at the bottom of the screen.
Click on ‘Caseload’ in the practitioner menu. The client is now visible in the therapists caseload.
You can enter the screen for each client by clicking on their name in the caseload list or from a review reminder on the dashboard.
You will know that you are in a client screen when you can see…
‘Caseload/Clients Name’ in the top breadcrumb row.
The top menu shows
- Workspace – Show/Hide the workspace
- Client information – Client details (opens in the workspace)
- Client Record – Full, chronological record containing all client entries. (opens in a new page)
- Client Progress – Display clients questionnaire results in chart form. Opens in new page)
- Payments – Shows a summary of the clients payment account. (Opens in a new page)
Below the top menu is the Episode Block.
Where a client has completed previous treatment episodes these can be shown beneath the current Episode Block by checking ‘Show previous episodes’.
Each coloured tab in the episode block will open the corresponding section of the record in the workspace.
All sections accessed via the episode block are for the entering of new information.
The tabs currently available include:
- Session Record
- Risk Management
- Treatment Plan
- Non-Clinical Note
The red ‘End episode’ button (top right) is used at the end of treatment to record an outcome and close the episode.
Beneath the Episode Block is the global workspace.
The coloured tabs can be used to open the various sections into the workspace.
Each section opens in its own resizable and moveable window. An unlimited number of windows from current and past episodes can be opened in the workspace.
Each section allows for the inputting of new information except the ‘Client Information’ section which can be dropped down from the top menu for read only purposes.
Session Record Tab
This tab opens the session record. Here you can enter a concise summary of each client session.
Some solo practitioners opt to record all of their entries into this section and largely ignore the other tabs.
For therapists working in teams, or with clients who have complex needs and are vulnerable, we recommend using the various tabs for different types of entry as this will activate the system’s built in tracking and alert features and demonstrate a higher degree of accountability.
Client Assessments can be recorded here using the following format.
- Reason for referral/seeking therapy?
- Goals, wishes, expectations?
- Formulation (including recommendations)
Therapists can choose to ignore the offered format. Boxes that are left blank are not saved in the record.
Risk Management Tab
Here you can record various risk concerns by type, provide a summary of your concerns and rate your subjective level of concern using a Red, Amber, Green (RAG) rating system.
Current concerns are flagged in the appropriate colour on your caseload list so that you can appraise concerns across all of your clients at a glance.
You can provide a description or a rationale for how you will address concerns either directly or indirectly in the ‘planned response and rationale’ section.
Review dates set in the risk management tab will be shown in the calendar and in the reviews section of the dashboard when due/overdue.
Once ‘Current Risk’ concerns are closed they can be viewed in the ‘Previous Risk’ section of the ‘Risk Management Tab’
*note that we have avoided terminology that suggests risks themselves can be rated in a way that would indicate a particular response. We have attempted to accommodate different approaches to managing risks where therapists may have high-concern and respond with more nuanced, clinically informed intervention supported by a rationale.
Treatment Plan Tab
Once a treatment plan has been agreed with the client it can be recorded in your preferred format in this plain text entry field.
Recording it separately prevents it being buried beneath subsequent entries making it quick to find and reference when reviewing progress or dragging records into a client letter or discharge summary.
The term ‘Treatment plan’ is commonly used but practitioners may use this section to record Therapeutic Agreements, Therapeutic Contracts, Care plans etc.
Where a client’s signature is required, this can be uploaded using your own form via the document tab.
The ‘Safeguarding Tab’ tab works in the same way as the Risk Management tab to record type of concern, level of concern and any relevant details or updates.
Current concerns are flagged on the caseload list supporting practitioners to reliably monitor possible and actual safeguarding concerns.
Previous concerns are visible beneath current concerns in the safeguarding tab.
Safeguarding can be rated as ‘Safeguarding Concern Possible’, Safeguarding Concern Raised or ‘Closed’.
The ‘Safeguarding Concern Possible’ rating should be applied for safeguarding issues that are being considered in supervision but have not, currently, met the threshold for formally raising a concern.
The ‘Safeguarding Concern Raised’ rating can be applied when concerns have been formally raised and an ongoing safeguarding process is in place.
Both the UKCP and the BACP are explicit regarding the importance of record keeping in regard to safeguarding concerns and decisions that are made. Especially in providing a rationale when a decision is made not to act.
A number of consents should be sought at the start of therapy and reviewed periodically or at the client’s request.
This section allows for client consents to be recorded, time-stamped and kept up to date.
The system currently has 4 inbuilt questionnaires that can be used to track progress and recovery rates.
The questionnaires can be completed directly by the client via a tablet or computer or completed on paper and then entered by the therapist.
Each questionnaire can only be entered once in a day. Entering a second set of scores on the same date will overwrite the initial scores.
Reviews can be set by date or by number of sessions.
When questionnaires are due to be repeated this will show in the calendar and on the dashboard in the reviews section.
The client progress tab will show the results of questionnaires over time in graph form.
Documents are uploaded via this tab.
Documents should be given a title.
Consideration should be given to the size of the document and to using web optimised documents when possible. This is especially relevant to pdfs which can be very large.
The system doesn’t have a document viewer which means that uploaded documents are not readable without first downloading them. This is worth considering if the document upload section is used for pertinent clinical information such as an assessment summary. It would be preferable to enter this into the assessment section where it can readily be viewed by the practitioner that needs it.
Non-Clinical Note Tab
This was provided on request and is considered useful by users.
We make no recommendations for its use.
The summary section is used for drafting client letters, GP letters, discharge summaries, case studies, reports etc.
Information in all other sections can be dragged and dropped into the summary box prior to being exported into a word document. This feature reduces the need for duplication and can greatly speed up the writing process.
This tab shows the clients full chronological record in the same way as the ‘Client record’ but in the workspace and in a draggable format.
Client payments are entered under this tab.
The running total of payments and any underpayment can be tracked in the payments section from the top menu.