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 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.
IMPORTANT NOTE: The clinic is using Owl Practice for client file management and other activities. As Owl Practice is launched processes and procedures in the current manual are being revised. Please contact your instructor for further information.
Clinic Manual 2023-2024 (October 2023 version)
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:
- Clinic Recording System Instructions
- Sharing Files to Doctoral Student Supervisor - Publishing to Feed
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:
- Merchant Manual : https://www.mcgill.ca/financialservices/files/financialservices/merchant_manual_2012-06-04.pdf
- Merchant Policy: https://www.mcgill.ca/financialservices/policies/merchant
Clerk IDs
For the purposes of processing transactions on the Moneris Terminal, each trainee is provided a unique, two-digit 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:
Creating Invoices and Issuing Receipts in Owl Practice - for use by Clinic Trainees when collecting fees
Trainees are required to generate an invoice in Owl Practice prior to accepting payment through the Moneris terminal. Once payment has been received, and the Moneris generated Merchant receipt clearly indicates APPROVED then a receipt can be created in Owl Practice.
Detailed instructions on how to do this can be found here: Owl Practice Payment Instructions
The process for collecting fees is mapped out below for your reference:
- Login to Owl Practice, mark attendance and generate an invoice from your Owl Practice account.
- The Moneris Terminal in B128 is defaulted to payment screen.
- You will enter the payment amount required for your client session.
- Follow the prompts on the terminal. You will be required enter your unique two-digit Clerk ID.
- You will then pass the terminal to the client to process payment. They will insert or tap card their card to complete the transaction.
- 2 receipts will print out of the Moneris Terminal. One for the customer to keep and one for the merchant (trainee) to keep.
- If the payment is APPROVED, record payment in Owl Practice and email a copy of the receipt to the client for insurance purposes.
- Retain the merchant copy for scanning and electronic retention for your records.
- Download a copy of the Owl Practice receipt to create one PDF document with two pages : Page 1: the Owl practice receipt and Page 2: the Moneris terminal receipt.
- You are then required to email a copy of the one PDF document you prepared to the following email account: clinicfees.ecp [at] mcgill.ca with 24 hours of collecting payment; 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.
- Upload a copy of the Moneris receipt into Owl Practice and keep the physical copy in your locker in room B163 until the file is closed in accordance with the instructor at which point, they must shred it.
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 Expanatory Guide to the Code of Ethics
Record Keeping
Resources
DSM-V (McGill users only)