ProcessAdminGuide

["Getting \nStarted \nwith CAYP \nPsychology \nA Guide to our \nProcesses and \nAdministration"," ","Contents \nWelcome to \n5 \nCAYP Psychology \nGetting Started \n6 \nGetting Started \n6 \nYour Emails \n6 \nDBS Checks \n6 \nYour Online Profile \n8 \nWhatsApp \n11 \nWriteUpp and Lists \n12 \nWhat To Expect \n14 \nThe Initial Phone Call \n16 \nTherapeutic Support \n18 \nInvoicing \n20 \nCreating an Invoice \n20 \nMarking Invoices as Paid \n21 \nPayment Terms \n22 \nNon-Payment and Reminders \n22 \nPayments via Stripe or Cheque \n23 \nPayments via Cash \n23 \nThird Parties \n24 \nAdministration \n28 \nNote Taking \n28 \nRisk \n28 \nLetters and Reports \n29 \nLetters for Insurance Companies \n30 \nReports \n30 \nOnline Brochures \n32 \nSpecialist Assessments \n34 \nFallout from the Panorama Programme 34 \n(15 May 2023) and CAYP Psychology\u2019s \nresponse \nAutism Assessments \n35 \nSummary of the Autism \n35 \nAssessment Process \nA Simple Structure \n35 \nAdministration of Autism \n36 \nAssessments \nA Quick Guide \n38","ADHD Assessments \n40 \nSummary of the ADHD \n40 \nAssessment Process \nA Simple Structure \n40 \nAdministration of ADHD \n41 \nAssessments \nA Quick Guide \n43 \nCase Discussions \n44 \nand Psychiatry \nScreening \n46 \nQuestionnaires \nQuestionnaires via WriteUpp \n46 \nQuestionnaires via External Sites \n46 \nSRS-2 \n47 \nConners \n47 \nMini Reports \n48 \nCognitive Assessments \n50 \nSummary of the Cognitive \n50 \nAssessment Process \nAdministration of Cognitive \n52 \nAssessments \nA Quick Guide \n53 \nSummary Videos \n54 \nand Online Links ","4","Welcome to \nCAYP Psychology \nWe\u2019re delighted to have you on board. You are joining an exceptional \nteam, providing exceptional support for Children, Adolescents and \nYoung People across the UK and online. \nOur Story and Two Core Values \nCAYP Psychology began with Daniel Weisberg \nin a rented clinic in Lytham, St. Anne\u2019s, in March \n2016. Daniel noticed that there was a substantial \ngap between parents recognising that there \nwere concerns about their child and accessing \nstatutory services. A clear aim was developed for \nCAYP Psychology to fill this gap: To provide the \nhighest quality, professional support, to prevent \nany difficulties from worsening. \nThe first of our two core values was developed: \nThe children and young people are the \ncentre of everything that we do. \nAs a healthcare organisation, we will only \nprovide support for children, young people, \nand their families if we feel that we have the \nexpertise and competence to do so. Developing \na therapeutic relationship is essential for \npsychological support, and for us to knowingly \nfail young people would undermine young \npeople\u2019s faith in this process, making them less \ntrusting of services and professionals in future. \nWe will never offer appointments if we do not \nhave the skill set to do so, or another specialist \nservice could offer a more appropriate level \nof support. \nThis approach to children\u2019s psychological \nhealthcare was extremely popular, and CAYP \nPsychology began to grow with the addition \nof associates providing expert psychological \nassessment, understanding and support. CAYP \nPsychology has grown at an exponential rate, \nnow providing nationwide expert psychological \nassessment, understanding and support. We \nprovide outstanding specialist assessments of \nautism, ADHD, and learning difficulties. Our offer \nto parents is extensive, from perinatal and early \nyears support, to parenting groups following \nan autism diagnosis and , Video Interaction \nGuidance (VIG) and the Circle of Security \nParenting\u2122 Group. \nDuring our growth, we developed the second \nof our two core values: \nOur team are the most wonderful group \nof highly qualified and experienced \nprofessionals. We maximise their \nwellbeing, and encourage a high-morale, \nteam environment. \nWe ensure that everyone\u2019s voice matters. \nWe provide gifts and thanks throughout the \nyear, cover some costs of training needs and \ncontinuing professional development (CPD), \nprovide tools to complete expert work to the \nhighest of standards, and ensure transparent \ndecision making and communication with all \nmembers of the team. The overwhelming pattern \nseems to be that if you start working with us, \nthere\u2019s very little reason to move away from \nworking with us. \nCAYP Psychology is based in our own offices \nand clinic in Whitefield, North Manchester. \n5","Your Emails \nThe first action we\u2019ll take is to set you up with \nan @cayp-psychology.com email address. All \nthe details of how to set this up will be sent \nto your personal email address. You should \nget an email from \u2018GoDaddy\u2019. Just follow the \ninstructions. We also recommend that you \nset up your emails on your phone, as well as \non a desktop \/ laptop. We\u2019ve found that it is \nreally clear and easy to do, but if you have any \nproblems, please do let us know and we can try \nto help. \nPlease also set up your email signature. You can \ncopy and paste one from any email you have \nreceived from us, but it should look something \nlike this: \nOnce your emails are set up, please do be in \ntouch with us. It is not possible to set you up on \nany systems without an active email address. \nDr Daniel Weisberg \nHighly Specialised Clinical Psychologist \nFounder and Managing Director of CAYP Psychology \nT: 07446 502690 | 0333 242 0824 \nE: [email protected] \nW: www.cayp-psychology.com \nCAYP Psychology Limited \nCompany Number: 12016198 \nHead Office: 122 Bury New Road, Whitefield, Manchester, M45 6AD \nWe\u2019re a Climate Positive Workforce \nDBS Checks \nTo work with us, you need a recent (with the past \ncouple of years) check from the Disclosure and \nBarring Service (DBS). Please ensure we have \nthe details of your certificate (via a picture), or \nthe details from your update service (via your \ncertificate number, date of birth and surname \non the certificate). You will only be part of the \nupdate service if you signed up when you applied \nfor your most recent DBS, and pay an annual \ncharge (approximately \u00a313 per year). \nIf you do not have a recent DBS, you will need \none. You may also want to update your own DBS. \nYou can apply for one or update one via CAYP \nPsychology, with a very quick turnaround time. \nVisit this site: \nwww.bit.ly\/CAYPDBSApplication \nUnder the \u201cOrganisation Reference\u201d, type \n\u201c \nCAYP05441APP \n\u201d. \nLeave blank the \u201cOrganisation Code\u201d box. \nPlease follow the steps, but do make sure you \napply for an enhanced application, working \nwith both children and adults. At the end of the \nprocess, your application will be sent to us to \nverify your details. We will need a copy of your \ndriving licence and passport, along with a recent \nutility bill (within the last 3 months) which \nshows your home address. If you do not have any \nof these documents, please do let us know and \nwe can suggest some alternatives. \nGetting Started \n6","7","Your Online Profile \nWhen you start with us, you will have a dedicated \npage on our website. The current link to the \nsite is: www.cayp-psychology.com\/team. \nYour own page is at the URL extension \/dr- \nfirstname-surname. If you do not have the \u201cdr\u201d \nqualification, then the URL extension will be \/ \nfirstname-surname. \nWhen families book with you, they are \nexceptionally likely to check your profile. It \nlooks like \u201cOur Team\u201d page is one of the most \ncommonly viewed pages on our site, and people \nstay on this page for longer than many of the \nother pages. Even families who are looking to \nbook appointments will likely visit this page first \nto see who they may like to work with. Many \nenquiries come to us with a request for a specific \npsychologist. \nYour profile consists of three key areas: A \nphotograph, a summary and detailed information \nA Photograph \nChoose a photograph that reflects your \npersonality, yet is professional. The best photos \nare a simple headshot, with very little (if \nanything) in the background. It does not need \nto be a formal photograph, or one that shows \nyou in a work environment. But do remember, \nprofessionalism is important to us. \nA Summary \nThere are some boxes that we complete on your \nbehalf. Many of our options are listed opposite. \nIf you would like any other options, please do let \nus know. \n8","MY EXPERTISE: \nADHD \nAnger \nAnorexia \nAnxiety \nAttachment \nAutism \nAvoidant \/ Restrictive Food Intake Disorder \n(ARFID) \nBehavioural difficulties \nBereavement \/ grief \nBody image \/ Body dissatisfaction \nBonding with babies \nBorderline Personality Disorder (BPD) \nBrain development \nBrain injury \nCognitive assessment \nCommunication difficulties \nConfidence \nCulture and Diversity \nDevelopmental Language Disorder \nEarly years difficulties \nEating disorders \nEMDR \nEmotional regulation \nEmotionally-based school avoidance \nFamily work \nFeeding difficulties \nGender, sexuality, and identity \nLearning difficulties \nLearning disabilities \nLiving with chronic illness \nLow mood \/ Depression \nManaging meltdowns \nNeurodevelopment \nNeurological difficulties \nNeurorehabilitation \nOCD \nPanic attacks \nParent-infant mental health \nParenting support \/ concerns \nPerinatal support \nPhobia \nPhysical health \/ Paediatrics \nPost-diagnostic support \/ \u201cWhat Next?\u201d \nPregnancy \nPsychosomatic difficulties \nRelationship difficulties \nSelective mutism \nSelf-esteem \nSelf-harm \nSexual abuse \/ Sexual trauma \nSibling support \/ concerns \nSleep problems \nSpeech and Language (SLT) \nSymptoms without medical explanations \nTeen violence \nTicks \nToileting problems \nTransitions \nTrauma and reactions to events \/ PTSD \nVideo Interaction Guidance (VIG) \n9","POSITION: \n Do let us know what you\u2019d like your \nprofessional title to be. Many of our team use the \nequivalent title to their current or most recent \nNHS role (e.g., Senior clinical psychologist). In the \nindependent sector, there are currently no formal \nrestrictions on being called \u201cConsultant\u201d. You are \nfree to use this title if you wish, but this seems \nto only be used by clinicians who have this title \nwithin the NHS. \nAGE RANGE: \nPlease let us know the ages of \nthe children you\u2019d like to see. Our current \noptions are: \n0-5 years \n6-11 years \n12-14 years \n15-18 years \n19-25 years \n(this is only to be offered for autism \nand ADHD assessments) \nPROFESSIONAL QUALIFICATIONS: \nPlease let us \nknow what formal qualifications you\u2019ve received. \nWe need the name of the subject you studied, \nthe qualification it gave to you, and the name \nof the university \/ establishment where you \ngot the qualification (e.g., Doctorate in Clinical \nPsychology, DClinPsy, University of Manchester) \nDetailed Information \nThis text is important, as is highlights everything \nabout your experience and expertise. Families \ncertainly read this information, and your text is \na major contributing factor to if families want to \nwork with you. \nWe recommend that you have around 6 or 7 short \nparagraphs, that cover your experience from \ntraining and specialist placements, to job roles \nand responsibilities. Your interests are important, \nas are your preferred ways of working, additional \ntraining, and your interests outside of work. It is \nhelpful to use this space to detail your journey \nto where you are today. You may want to look at \nothers\u2019 profiles for inspiration and the structure. \nWhatsApp \nWe use WhatsApp as our first line of \ncommunication. Group emails are rare. \nIf you need to get in touch with anyone from \nthe CAYP Management team, WhatsApp is the \nquickest, most efficient, way. Of course, you \ncan email, but WhatsApp helps us to be much \nmore responsive. \nWe have a whole team WhatsApp group. This is \nfor everyone within CAYP Psychology. It\u2019s a place \nto share any queries, look for recommendations, \nor seek guidance on anything. It\u2019s fairly generic, \nas we have smaller, more-specific groups for you \nto access. \nWe will add you to the relevant groups when you \nstart with us, but you may want to join additional \ngroups as time goes on or your role changes. The \nlinks for the groups are overleaf. \n10","Whole Team Groups \nCAYP Announcements \n(important announcements; read only) \nhttps:\/\/chat.whatsapp.com\/JsC3NXbofOy8cHcdX3FEy8 \nCAYP Psychology \nhttps:\/\/chat.whatsapp.com\/EScDZLu6EXqCVKg7it8zQK \nSpecialist Groups \nAutism & ADHD \nhttps:\/\/chat.whatsapp.com\/KSFl2M4qIuR0W4wyGF3pVc \nCognitive Assessments \nhttps:\/\/chat.whatsapp.com\/Bb7lkh6snNDKU1L38u4OI7 \nLAC and Attachment \nhttps:\/\/chat.whatsapp.com\/GB5uANSt1XGEnGd6WQcwZh \nParenting, Early Years, VIG and Circle of Security \nhttps:\/\/chat.whatsapp.com\/FmYTw6wkv50KZulMWgeafF \nTrauma & EMDR \nhttps:\/\/chat.whatsapp.com\/GJ0aFJOep482zbcC3B3xq4 \nGeographical Groups \nCAYP Online Only \nhttps:\/\/chat.whatsapp.com\/GWWwhY7VlFj5RWNF9HA8L0 \nCAYP Birmingham \nhttps:\/\/chat.whatsapp.com\/CU9RBRHIyR5K6630qpPRB3 \nCAYP Derbyshire \nhttps:\/\/chat.whatsapp.com\/J8LlDgu8sbOEgp50hfHyw0 \nCAYP Lancashire \nhttps:\/\/chat.whatsapp.com\/Dx6W9v0gtVxARLYeQmtPCt \nCAYP London \nhttps:\/\/chat.whatsapp.com\/L95KZYvZ11y2Z3D7rJx16l \nCAYP Manchester \nhttps:\/\/chat.whatsapp.com\/Gziq2ufJwyM0wQMT3vQWTW \nCAYP Merseyside \nhttps:\/\/chat.whatsapp.com\/K61AtialXHVCxnMhPPRDox \nCAYP North East \nhttps:\/\/chat.whatsapp.com\/FZCg9II40uVCKUj0xvOtxw \nCAYP Scotland \nhttps:\/\/chat.whatsapp.com\/FOL6mYJfn7xC8a07eMB30n \nCAYP Staffordshire \nhttps:\/\/chat.whatsapp.com\/LRUPo4kvmPX4B6KfOy8qxb \nCAYP Sussex \nhttps:\/\/chat.whatsapp.com\/H544UgMrYsjAT8Cs81Nayl \nCAYP York \nhttps:\/\/chat.whatsapp.com\/K61AtialXHVCxnMhPPRDox \nCAYP Yorkshire \nhttps:\/\/chat.whatsapp.com\/IZHa83n6G6jAa3lnvny29k \nWhatApp includes end-to-end encryption. This means that no one outside of the chat (not even \nWhatsApp) can read or listen to the content. As a result, it is not a problem to refer to children \nusing their name, rather than initials or pseudonyms. \n11","WriteUpp \nWe will send you a link for WriteUpp. This is \nour practice management software, and every \nadministrative action will be done via this \nsystem. The set-up details will come to your \[email protected] email from WriteUpp \nthemselves. This email will detail how to set up \nyour account. We recommend bookmarking the \nwebsite to access. The homepage is at: \nwww.writeupp.com. Please access WriteUpp \nthrough your browser (via any device). Do not \nuse the app. There is much less functionality, \nand it is hard to navigate. \nWriteUpp is really easy and intuitive. Once you\u2019re \nin, and to get started, we strongly recommend \nsetting up a test family. Create your own family. \nClick \u201cCreate\u201d --> \u201cFamily\u201d \nYou will need to add the child\u2019s first name and \nsurname. The practice videos use the name \n\u201cPractice TestFace\u201d. You can create your own \nchild\u2019s name. Add your phone number and email \naddress to the \u201cContact Information\u201d section. \nMake sure the \u201cOpt-In\u201d boxes are ticked. You \nwill then be able to \u2018see\u2019 what your families will \nsee when they get text message reminders and \nconfirmations from CAYP. \nWhen a referral comes in to CAYP Psychology, \nand the details of the referral align with \nyour interests, expertise and availability, the \ninformation will be sent you via WhatsApp. \nAlternatively, the details will be uploaded to \nWriteUpp under \u201cLists\u201d. \nTo access the lists, click the three horizontal \nlines in the top left --> \u201cLists\u201d. Have a look \nat this video to explain the process: \nwww.bit.ly\/CAYPLists \nIf you click onto the three dots next to the \nfamily\u2019s name, you\u2019ll see several options \nincluding \u201cPatient Summary\u201d. This will expand \nthe family\u2019s details, and you can see more \ninformation. If you see a referral that you \nlike, click \u201cEdit Details\u201d. Untick the box for the \nrelevant waiting list that they are on and choose \nyour name under the \u201cresponsible\u201d tab. Press \n\u201cSave Changes\u201d. It is then down to you to initiate \nthe first call (See The Initial Phone Call chapter), \nwhere you get a little background information, \nand book an appointment together. \nYOU MUST: \n Untick from the list before \ncontacting. This will ensure that no one else \ncontacts the family at the same time as you. \nYOU MUST: \n Place yourself as \u201cresponsible\u201d. \nThis ensures that we can track who you \ncontacted if there\u2019s a technological glitch, \nor something goes wrong. This will also add \nthe family to your caseload. You can check \nyour caseload by clicking the three horizontal \nlines, then \u201cFamilies\u201d, then the \u201cBy Responsible \nUser\u201d tab. Under the drop-down menu, select \nyour name. \n12","13","Families will get in touch with us through a \nvariety of means. \n\u2022 \nVia email: \[email protected] \n\u2022 \nVia the \u201cContact Us\u201d page on our website \n\u2022 \nVia Live Chat on our website, or via our \ntelephone number: \n0333 242 0824 \n. These \ntwo services are picked up by an external \ncompany called Moneypenny. Moneypenny \nare a secretarial service, and they will take \nthe details of the chats online or callers for \nus to follow up. \n\u2022 \nVia an email directly to you: If this happens, \nplease do just forward the email to us (you \ncan use any of the management emails or \[email protected] \n) \nWhat To Expect \nThe information obtained from this contact is \nbrief. It will typically include the child\u2019s name, \ndate of birth, contact details for a parent or \nguardian, and location of the family. It will also \ninclude a brief summary of the family\u2019s concerns. \nIf the initial information is too brief (i.e. there \nis not enough information about where they \nwant to be seen, or the information about risk \nis too ambiguous), we will follow up with the \nfamily to get this information. Whilst we try \nto ensure this process happens consistently, \nwe may occasionally miss doing this, and the \nreferrals progress through this step without this \ninformation. The families, much more often than \nnot, will also be informed about the price of \nthe service they\u2019re looking for. For therapeutic \nappointments they are given a range of prices \n(\u201cbetween \u00a3140 and \u00a3190, depending on which \n14","psychologist you see and the time of day\u201d). For \ngroups, or specialist autism, ADHD and cognitive \nassessments, they are informed about the \noverall price. \nOnce this information has been uploaded to \nWriteUpp, a family record is created. This is the \nrecord for one specific child. On WriteUpp, you \ncan see which family record you are accessing by \nlooking at the child\u2019s name in the top right-hand \ncorner. It will typically be in orange. This name \nis the \u201cactive child\u201d. That means, whatever you \nare doing on WriteUpp relates to this child. If this \nchild\u2019s name is in light grey, it means that the \nchild\u2019s record has been created but nothing else \nhas been inputted for them. If the child\u2019s name \nis in dark grey, it means that the child has been \ndischarged. \nWhen a family have been in touch, and the family \nrecord has been created, the family will be sent \na \u201cWhat To Expect\u201d document via email. This \ndocument summarises every step of the process \nfor the specific type of support the family are \nlooking for. There are three options that they \ncan obtain: \n\u2022 \nTherapeutic support. \n\u2022 \nAutism and \/ or ADHD assessments. \n\u2022 \nCognitive assessments. \nYou can see what the family have been sent \nvia the \u201cMessages\u201d tab on the family record. \nClick \u201cMessages\u201d, then click the date next to the \n\u201cAppointment Email\u201d line. The message that \nappears is a copy of what the family will have \nbeen sent. \n15","INTRODUCE YOURSELF \n\u201cHi, I\u2019m Dr Daniel Weisberg. I\u2019m a clinical \npsychologist at CAYP Psychology. You got \nin touch with us about XX. I wanted to \nreturn the call to see if we may be able to \nhelp at all. Have you got 5 or 10 minutes?\u201d \n[This last phrase is great for setting \nboundaries with this call]. \nWARM, EMPATHIC, COMPASSIONATE, \nPROFESSIONAL, REFLECTIVE, AND \nNON-JUDGEMENTAL \nThe transferrable skills that you possess are \nessential here. You must demonstrate that \nyou hear what the family are saying, and that \nyou\u2019re trying to understand. You will often \nfind that families explicitly state that you \nare the first person to actually care, or \nto understand what they must be \ngoing through. \nHEAR A LITTLE ABOUT \nTHE FAMILY\u2019S CONCERNS \n(AIM FOR 5-6 MINS) \n\u201cIt sounds like XX is having a pretty \ntough time. Tell me a little more \nabout your concerns. Let\u2019s see if \nI\u2019m the right person to be able \nto help\u201d. \nThis process is really important. Wherever \npossible, You must contact the family by phone. \nSpeaking with them via phone sets us apart from \nall other services. It offers an valuable, personal \ntouch. You, the clinician who will be working \nwith the family is calling immediately. Unless \nthe referral is inappropriate for you, you will be \nthe only person that the potential family speak \nwith, and they only have to tell their story once. \nWe are offering something that can cost a lot of \nmoney, so families want a very professional and \nsupportive service. \nThe Initial Phone Call \nUnfortunately referrals don\u2019t just appear and \nfamilies come to appointments with you. There is \na little legwork to do, but we know that the time \nand effort in this first phone call is significantly \nearnt back many times over. \nIt may take a short while to perfect this telephone \ncall, but will quickly become second nature. Calls \ngenerally follow the same format. \nHere\u2019s a short video just to give you some \nguidance: www.bit.ly\/CAYPInitialCall \n16","You can give families your next available \nappointment and ask if they\u2019d like to book in. We \nare not in this role to put pressure on families, \nbut many families agree to appointments straight \naway. We have found that families often want \nto \u201cask their partner\u201d, or \u201chave a think about it\u201d. \nOnce the family leave the phone call, the chance \nof them getting back in touch does diminish. We \nrecommend one follow up phone call a couple of \ndays later, to \u201csee if you have any questions or I \ncan help any further?\u201d. This is entirely up to you. \nIf you get through to voicemail, please do leave \na message and encourage the family to call you \nback at a convenient time, along with your phone \nnumber. You can also follow up a voicemail with \nan email. \nIf the family want to book an appointment, do \ndouble check their email address - it will likely \nalready be on WriteUpp for you, but the spelling \nneeds to be accurate. Then say to the family that \nthey\u2019ll get a couple of emails and messages from \nus to confirm all the details and that you\u2019ll see \nthem at your appointment. \nRETURN THE REFERRAL TO THE LIST \nYou may think someone else \nwithin CAYP could help. If this is the \ncase, explain that you\u2019ll discuss the family\u2019s \nconcerns with some of your colleagues and \nsomeone else will get back in touch. At this \npoint, put the family back on the list (Open up \nthe Family Summary page. Click \u201cEdit Details\u201d. \nTick the box for the relevant waiting list that \nthey are on and remove your name under the \n\u201cresponsible\u201d tab. Press \u201cSave \nChanges\u201d. Perhaps pop a message on \nthe relevant WhatsApp group. \nFOR AUTISM AND ADHD ASSESSMENTS \nYou need to get the name of the child\u2019s school, \nthe name of a member of staff who is best \nplaced to answer some screening questions \nabout the child, and an email address for this \nstaff member. If the family don\u2019t have these \ndetails, make sure you have enough details to \nfind the school\u2019s website, and you can follow \nup these enquiries here or by calling the \nschool. Once you have these details, they can \nbe added as a Third Party (See Third Parties). \nEXPLAIN IF YOU CANNOT HELP \nIf you feel that you are not the right \npsychologist for the family, say so. Be honest. \nFamilies hugely value honesty and integrity. \nIf you don\u2019t feel that the referral is for you, \nor that another service may be more useful, \nplease say so. We take pride in being helpful \ntoo, so if you do know of other services, please \nshare them with the family. \nEXPLAIN HOW YOU CAN HELP AND \nBOOK THE APPOINTMENT \nIf you feel that you are able to help, you could \nsay, \u201cPerhaps I can tell you a little about me. I\u2019m \na clinical psychologist. I specialise in working \nwith children and young people going through \na wide range of difficulties, similar to what \nyou have described in XX. I offer appointments \non Mondays and Tuesdays at our clinic in YY. \nAppointments during the day are for an hour, \nand charged at \u00a3XX. Appointments in the evening \nare also for an hour and charged at \u00a3XX. They can \nthen be as often or as infrequent as you want, but \nI recommend that we just start with \none, develop an understanding of what is \ngoing on for XX and put a plan in place\u201d. \n17","Booking the appointment \nYou\u2019ve spoken with the family, you\u2019ve agreed an \nappointment date and time, now you need to \ninput this into WriteUpp. Log in to WriteUpp and \nthe \u201cCreate\u201d tab has everything that you need: \n1. \nCHECK THE FAMILY RECORD \nThe family record has all the information \nthat you need. You will have seen this from \nwhen you got in touch with the family for \nthe initial phone call. When you speak with \nthe family over the phone, it can be useful \nto make sure the details are correct. You \nwon\u2019t need any more information from what \nis already there, unless you see \u201cTBC\u201d or \n\u201cConfirm\u201d or something like that. If that is the \ncase, try to get this information and update \nthe record. \nThe child\u2019s name and details will be the \nclient, and the name of the parent will be \nin the contact details and next of kin boxes. \nDouble check that \u2018opt-in to SMS\u2019 and \u2018opt- \nin to email\u2019 are ticked. A little further down \nthe page is a space for Next of Kin details. \nThese will typically be the same details as \nthe \u201cContact Information\u201d details, but these \nopt-in choices should not be ticked. The only \ntime this \u201cNext of Kin\u201d opt-in information \nshould be ticked is if these details are \ndifferent to the \u201cContact Information\u201d \ndetails. If the family want to opt-out, you \ncan change this at a later time. If you haven\u2019t \ndone so already, under the \u2018Responsible\u2019 tab, \nclick your name. \nOnce you have the family set up as your \n\u201cactive family\u201d, the child\u2019s name will appear \nin an orange box in the right-hand corner. \nThis means that whatever you are doing on \nWriteUpp, it will be about the child in the \nTherapeutic Support \norange box. Click the calendar icon in the \ntop search bar (It says \u201831\u2019). This takes you to \nyour calendar. Now, before you can input \nany entries to your calendar, it will default \nto working hours of Monday to Friday, 9-5. \nTo change this, click the 3 lines in the top \nleft, then \u2018Settings\u2019. Scroll down to \u2018working \nhours\u2019. You can put in whatever you want. \n2. \nBOOK THE APPOINTMENT INTO WRITEUPP \nThe process of booking a therapy \nappointment is here: \nwww.bit.ly\/CAYPTherapyBooking \nReturn to the calendar. Click on the calendar \nin the place where you\u2019d like to enter your \nfamily. Make sure you\u2019ve selected the right \nfamily (the child\u2019s name will be orange \nin the top right corner), put the status as \n\u201cbooked\u201d, make sure the appointment type \nis correct - You\u2019ll need the one that says \n\u201cAppointment\u201d followed by a price (e.g., \n\u201cAppointment - \u00a3150\u201d). Make sure that \nthe appointment is with you and that the \nappointment is at the right location - do let \nus know if your location is not listed. Mute \nor unmute your communications (email and \ntext confirmation and reminders) - Keep \nthem un-muted unless otherwise instructed. \nIgnore the recurrence part, unless there\u2019s a \nneed to use it. \nAs soon as you click \u2018save\u2019, an email and \ntext confirmation will go to the family, and \na couple of days before the appointment, \nthe family get a reminder text and email. \nThey also get a text message reminder the \nday before the appointment. These emails \nand texts are personalised to you and \nyour clinic. The emails that the families \nreceive will contain all the details of the \nappointment - it\u2019s all automated to reduce \nthe administrative burden. \n18","3. \nTHREE FORMS \nOnce you\u2019ve booked the appointment, there \nare 3 forms to send (but only 2 if you\u2019re only \ndoing online work): \nA. \n The terms and conditions. \nB. \n Your bank details. \nC. \n(Face-to-face only) \nDirections to your clinic. \nThese forms are all completed via WriteUpp, \nand takes a minute or so. \nMake sure you have the correct active family \n(the name of the family is in orange on the \ntop right). \nA. \n Send your terms and conditions (click \n\u201cCreate\u201d --> \u201cConsent\u201d --> choose the \nrelevant therapeutic terms option based \non the cost of your appointment - \n(\u201cTherapeutic Terms & Conditions - \u00a3140 \n\/ \u00a3150\u201d)-> \u201cConsent via Email\u201d --> click \nthe relevant recipient --> choose the \nTherapeutic Terms and Conditions \ntemplate --> \u201cSend Email\u201d). \nB. \n Send your Bank Details document (click \n\u201cCreate\u201d --> \u201cDocument\u201d --> choose the \nrelevant bank details option --> click the \nemail icon --> click the relevant \nrecipient --> choose the \u201cBank \nDetails\u201d template --> \u201cEmail Document\u201d). \nC. \n (For face-to-face appointments only) \nSend your Directions document (click \n\u201cCreate\u201d --> \u201cDocument\u201d --> choose \nthe relevant directions option --> click \nthe email icon --> click the relevant \nrecipient --> choose the \u201cDirections\u201d \ntemplate --> \u201cEmail Document\u201d). \nWithin this bundle, the family will \nautomatically be sent a Contact Details \nform. When it has been completed, you \ncan \u2018import\u2019 the details to the family home \npage, so you don\u2019t have to put all the details \nin yourself: On the family home page (the \nchild\u2019s name will be in orange on the top \nright), click on the tab that says \u201cforms\/ \nassessments\u201d. If nothing is there, the family \nhaven\u2019t filled anything out. If there is \nclickable form that reads \u201cSmart Contact \nDetails\u201d, click onto it. In the bottom right- \nhand corner, there will be a little box with \ntwo arrows in it. Click this, then you can \nimport the family\u2019s details on to their \nhome page. \nYou can check the status of their consent: \nOn the family demographic page, next to \nthe child\u2019s name is a small box with an even \nsmaller tick inside. This will be grey if you \nhaven\u2019t sent the consent email, orange if \nyou\u2019ve sent it but they\u2019ve not consented, \nand green if they\u2019ve consented. Please make \nsure it\u2019s green before you meet with the \nfamily. If not, don\u2019t worry, we have built in \na new term which states that consent will \nbe assumed if the family turn up for their \nfirst appointment. You can then consent the \nfamily yourself. Just create a new consent \nform using Step A above, then click \u201cConsent \nin Person\u201d. This will override the consent \nform you sent via email which was not \ncompleted. \n4. \nFOR ONLINE APPOINTMENTS, SEND THE \nMICROSOFT TEAMS LINK \nYou will have Microsoft Teams as part of \nyour email account. You need to schedule \nyour appointment within Teams and then it \nwill automatically send the family an email \nwith the login details to join the meeting. It \nis pretty straightforward, however here is a \nvideo link which will show you how to create \nthe meeting: \nwww.bit.ly\/CAYPTeamsBooking \n. \nYou will still need to make sure that you have \ncreated the appointment in WriteUpp as \nwell, as WriteUpp and Teams don\u2019t (yet) talk \nto each other. \n** \nOnce you\u2019ve completed the appointment, you \nneed to save it as \u2018completed\u2019, and then you can \nthen do your invoicing. \n19","Creating an Invoice \nYou are responsible for invoicing following your \nappointments. Remember, the family are working \nwith you, not CAYP Psychology. CAYP Psychology \nhas just set up the relationship between you. So, \nthe family will be paying you directly. \nPayments are due after your appointment. If you \nneed to change this for any reason, please do let \nus know first. There may be amendments needed \nto the automation within WriteUpp. \nIf you have not sent the family your bank \ndetails, please now send them your bank details \ndocument. (Click \u201cCreate\u201d --> \u201cDocument\u201d --> \nchoose the relevant bank details option --> click \nthe email icon --> click the relevant recipient \n--> choose the \u201cBank Details\u201d template --> \n\u201cEmail Document\u201d). \nClick \u201cCreate\u201d, --> \u201cInvoice\u201d. Just follow the steps \non screen. Most boxes should pre-populate for \nyou based on the information that has already \nbeen uploaded to WriteUpp. Once you\u2019re happy \nwith which items you want to invoice, click \n\u2018generate invoice\u2019. On the next page, you have to \nfill out the invoice reference. use this format: AB\/ \nXX01, where AB are your initials, XX are the child\u2019s \ninitials and 01 is the number of the session. All \nyour invoices need to begin will your initials so \nit\u2019s easy to identify invoices if something goes a \nlittle wrong. \nIf the address of the family on the demographics \npage has been completed, or you\u2019ve imported \nthis information from the smart contact form, \nall the boxes should automatically populate \n(Just a reminder: if you go to the family summary \npage, ensure the child\u2019s name is in the orange \nbox at the top right, you can click on \u2018forms\/ \nassessments\u2019. Click on the form that\u2019s on the list - \nIt will be called \u2018Smart Contact Details\u2019. Click the \nform and if you click the box in the bottom right- \nhand corner that contains two arrows (called the \nSmart Import), you can import all the family\u2019s \ncontact details onto their homepage. If you can\u2019t \nInvoicing \nclick the form, the family haven\u2019t done this yet. \nPlease remind them to complete the form). \nYou can edit who will be paying the invoice. Click \non \u201cPayable by\u201d. You\u2019ll have a couple of options. \nThere\u2019s no need to change this. It just defaults to \nthe child\u2019s name. If you are working with a local \nauthority \/ school \/ insurance company \/ other \norganisation, and they\u2019re paying, you\u2019ll want to \nchoose the relevant option but these will only \nappear after they are added as a Third Party (See \nThird Parties). \nAt the bottom of this page, you\u2019ll be able to \nsee the items that you\u2019re invoicing for. Your \nappointment should already be here, and will \ndefault to the correct price, which is based on \nyour appointment type. You are given the option \nto edit what is written here (i.e., change the name \nof what will be invoiced) and you can also amend \nthe price. If you click on the three dots at the end \nof the row, then click \u201cedit\u201d, you can amend the \ntotal cost of the appointment or add a discount. \nThere\u2019s no need to amend the tax rates. VAT is set, \nby the government, at 0% for all psychological \nhealthcare. If you have changed anything, click \n\u201cupdate\u201d. \nYou will notice that one of the appointments on \nthe list will be \u201cInitial Enquiry for Therapeutic \nSupport\u201d. You can either amend this status to \n\u201cComplete\u201d and include it within your invoice \n(the cost defaults to \u00a30), or you can simply leave \nit out of your invoice by unticking it. \nClick on \u2018Save Invoice\u2019. The final invoice comes \nup on the next page. If you\u2019re happy with it, click \nthe little envelope in the bottom right corner. \nThis\u2019ll take you to the submission page. Click on \n\u201cto\u201d\u2019 and click the parent\u2019s name. Then, under \n\u201cSelect Template\u201d, click \u201cAppointment Invoice\u201d. \nThis\u2019ll prepare the email that will be sent to the \nfamily. Then, once you\u2019re happy, click \u201cEmail \nInvoice\u201d. \n20","Marking Invoices as Paid \nOnce it\u2019s paid, please do mark the invoice as \npaid. To do so, go to the family\u2019s homepage, click \n\u201cAccount\u201d, then click wither the invoice number \nor the \u201cPay\u201d button of the relevant invoice. The \ninvoice will return to the screen. In the bottom \nleft corner, you can click \u201cPay in Full\u201d, and you\u2019ll \nbe able to complete the relevant details of when \nand how payment was made. If the invoice is \nalready marked as paid, the family will have \npaid CAYP via Stripe (the online payment \nprocessing facility) or over the telephone \n(See Payment via Stripe). \nAlternatively, you can click \u201cPart Pay\u201d. This \noption is for families who are paying in separate \ninstalments. Once you\u2019ve clicked \u201cPart Pay\u201d, the \nnext screen allows you to set up who will be \npaying and how much. \n1. \nIf you know who will be making the \npayments, but they haven\u2019t yet paid (e.g., \nParents and School are going to be paying), \nyou can set them. Click \u201cAdd Payment\u201d. \nChange \u201cPayable by\u201d to the first payee. If \nthey are not listed, you\u2019ll need to add them \nas a Third Party (See Third Parties). Change \nthe amount to how much the first payee \nwill make, click \u201cSave\u201d. Repeat this process \nfor the second payee. You can add as many \npayees as you\u2019d like this way. The current \nCAYP record is 5. Click \u201cBack\u201d to return to \nthe invoice. You\u2019ll see the payment details \nhave now been added. You can now send the \ninvoice using the email icon, and choose who \nwhich payee you will be sending the email to. \nPlease do this with care, as the invoice comes \nwith automation and integration into Stripe \n(the online payment processing facility). \nThis means that each payee will receive a \npersonalised link to an online payment, \nspecifically for the amount stated. \n2. \n If you know who will be making the \npayments, and at least one payee has already \npaid, Click \u201cAdd Payment\u201d. Change \u201cPayable \nby\u201d to the first payee. If they are not listed, \nyou\u2019ll need to add them as a Third Party \n(See Third Parties). Change the amount to \nhow much the first payee has made, add the \npayment date and payment type, then click \n\u201cSave\u201d. Repeat this process for the payees \nthat have paid. For payees who are yet to pay, \nfollow step 1. \n3. \nOnce a payment has been made, unless it was \ndone via Stripe, the online payment software, \nyou will have to mark the relevant part of the \ninvoice as paid, go to the family\u2019s homepage, \nclick \u201cAccount\u201d, then click either the invoice \nnumber or the \u201cPay\u201d button of the relevant \ninvoice. The invoice will return to the screen. \nIn the bottom left corner, you can click \u201cPart \nPay\u201d. Click the three dots. Click \u201cEdit\u201d, and \nadd the payment date and payment type. \nThen, click \u201cSave\u201d. Once you\u2019ve marked all \npayees as paid, the invoice is automatically \nmarked as \u201cPaid\u201d. \nIf the family pay by cash, cheque or card on the \nday, please do still mark the invoice as paid. It\u2019ll \nmean that WriteUpp remains up-to-date, and \nif a family call to check anything, we can see \nwhere their account is up to. We have considered \nremoving all payment options but BACS, but our \nappointments and fees can involve substantial \namounts of money and families may not be \ncomfortable with a bank transfer. \nOnce your invoicing is done, you can set up the \nnext session. \n21","Payment Terms \nOur terms are clear: \n1. \nPayments are due after an appointment. \n2. \nPayments need to be made after 24 hours. \n3. \nNo further appointments can take place until \nthe outstanding balance is paid. \nThese terms are in place to ensure that you will \nonly ever be one session out of pocket if a family \ndon\u2019t pay. This is really rare, and remember, if the \nfamilies don\u2019t pay, there are no associate fees for \nyou to pay. \nNon-Payment and Reminders \nIf families do not pay, after 24 hours, you can \nsend an invoice reminder. Ensure the child\u2019s \nname is in orange in the top right corner, \nand then on the Family Summary page, click \n\u201cAccount\u201d. Find the invoice that you would \nlike to chase and click on the invoice number. \nThe invoice will appear on the next page. Click \nonto the email icon, and on the next page, add \nthe parent\u2019s email address in the \u201cTo\u201d box, and \nadd any other email addresses if appropriate. \nUnder the option to \u201cSelect Template\u201d, click \n\u201cAppointment Invoice Reminder\u201d, then click the \nbox that states \u201cEmail Invoice\u201d. \n22","There are four steps to keep in mind regarding \ninvoicing and reminders regarding payments. \n1. \nSend the invoice after your appointment. \n2. \nIf there remains no payment after 24 hours, \nsend the appointment invoice reminder. \n3. \nIf there remains no payment after 24 hours, \ngive the family a call to see if everything is \nOK and that there is a remaining balance on \nthe child\u2019s account. As this can be a difficult \nconversation, you may prefer to email or \nsend a WhatsApp. If this is the case, we \nsuggest something like the following text. \n4. \nIf there remains no payment after 24 hours, \nplease do let us know at CAYP. We can then \nchase the payment for you. \nThe payment terms state 24 hours, but you may \nwish to apply some leniency to these terms and \nallow the family a couple of days before moving \nto the next step in the process. \nPayments via Stripe or Cheque \nWhen you booked the appointment, you sent \nyour bank details in a document via WriteUpp. \nThere\u2019s no need to re-send these unless the \nfamily ask for it. On the invoice itself, there\u2019s \na reminder of our preference to pay via bank \ntransfer, but they can also pay in other ways. \nOn the invoice, there is a link to pay, via a service \ncalled Stripe. This money goes straight into the \nCAYP Psychology account. If that happens, we \njust transfer the money straight back to you. \nStripe charge a small fee. This fee is typically \nbetween 1.5-2.5%. The fee ranges, based on the \nagreements between WriteUpp and Stripe, and is \nentirely out of our control. All the card payment \nservices charge similar rates. If a family pays this \nway, we will transfer the money, less the Stripe \nfee, back to you. \nSimilarly, if people want to pay by cheque (rare, \nbut it happens), encourage them to write it out \ndirectly to you. If the family will only write a \ncheque out to CAYP Psychology, let us know. \nWe can bank it and transfer you the amount. \nPlease mark the invoice as paid. \nPayments via Cash \nYou are welcome to accept payments by cash. It \ncan feel strange for a family to hand over a large \namount of money. We suggest that you double \ncheck that the correct amount is present. Please \nmark the invoice as paid. \n23","If your work involves anyone else other than the \nchild and at least one parent, they can be added \nas a third party. This could be school, a charity, \nthe local authority, an insurance company, or \nanother family member. \nAs it stands, WriteUpp does not allow you to add \nyour own third parties. We need to do it on your \nbehalf. If that is the case, please just let us know \nthe details: \n\u2022 \nThe type of third party (e.g., school, charity, \nlocal authority, family member etc). \n\u2022 \nThe name of the organisation. \n\u2022 \nA contact name. \n\u2022 \nYour contact\u2019s phone number (mobiles are \nalways preferred) and email address. \nIf you are able to provide the name of the child \nyou\u2019re working with, we can assign the third \nparty to their account with us. \nWorking with \nInsurance Companies \nIf your third party is an insurance company, \nwe have already added many of these onto \nWriteUpp. \nWith the insurance work, there are several \noptions for how insurers work. \n1. \nThe insurers pay you outright for the full \namount, for every session. This is very rare. \n2. \nThe insurers pay you, perhaps the full amount \nor perhaps with a cap, less the excess on \nthe policy. If there is an excess, the insurers \nexpect you to retrieve this from the family. \nThis is the most likely outcome. \n3. \nThe insurers pay you, perhaps the full amount \nor perhaps with a cap, less the family\u2019s \nliability. This means that the policy asks the \nfamily to pay a % of each session (say 25%), \nup to a total amount (such as \u00a3150). \nWithin our terms and conditions, there is a \nclear policy that the family are liable for: excess \npayments, shortfalls from payments made by \ninsurers and family liability payments. This \nmeans that if the insurers pay up to a cap, the \nfamily are liable. The challenge here is that the \ninsurance companies do not believe that the \nfamilies should have to pay for shortfalls. When \nthere is a shortfall, you have two options: \n1. \nAccept that you\u2019ll be paid less than you \nare owed. Please advise us, so that you\u2019re \nnot charged the associate fee for what you \nshould have been paid. \n2. \nSend additional invoices to reclaim the \noutstanding balance \u2013 you can do this to the \nfamily, or direct to the insurance company. \nWe recommend the latter \u2013 Keep a note of \nhow much the shortfall is for, and when this \nshortfall reaches the cap (typically \u00a3100), \nsubmit another invoice to the insurance \ncompany. From the insurance company\u2019s \nperspective, it looks like just another \nappointment. If you need help around this \narea, please do ask. \nTo start insurance work, you need to register \nwith the Private Practice Register ( \nhttps:\/\/www. \nhealthcode.co.uk\/the-ppr\/ \n). Once you\u2019re set up, \nto make a successful claim, you need the child\u2019s \npolicy number and authorisation code. Make \nsure you have the correct spelling for the child\u2019s \nname, their correct date of birth and correct \nhome address. Incorrect details will result in \ninsurers saying \u201cno\u201d. These details may have been \ngiven to you via the family, or you can obtain \nthem from the contact details form. On the \nchild\u2019s home page, click \u201cForms\/Assessments\u201d \u00e0 \n\u201cContact Details\u201d form. You can click onto it if it \nis in blue. Otherwise, it means the family have \nnot completed this form. There may be several \nversions. Use the most recent one, as a link to this \nform is sent out with every appointment, in case \nthe family need to update their details. \nThird Parties \n24","To add the relevant details to the child\u2019s record, \non the client\u2019s home page, you need to add a \n\u2018third party\u2019. Click \u201cEdit Details\u201d. Scroll down \nto \u201cSelect Third Party\u201d, then you can choose \nwhichever insurance company. Add the \nauthorisation code and policy number. Ignore \nthe Healthcode part. \nNow, when you click \u201cCreate Invoice\u201d, and you \nchoose \u201cpayable by\u201d, you will have the additional \noption of the insurance company, and when you \ngenerate the invoice, the authorisation code and \npolicy number automatically appear. \nAfter you have generated the invoice as normal, \nand you have the image of the invoice on screen, \nclick on the \u201cPart Pay\u201d button at the bottom. At \nthe bottom, click \u201cAdd Payment\u201d. Then on the \nnext screen, under \u201cPayable By\u201d, you should see \nyour third party. Leave everything else as it is, \nthen press \u201cSave\u201d. You can then send this invoice \nto your insurers directly via email (see below). \nUnder the invoice reference, make sure you \ninclude your reference \u201cAB\/XX01\u201d When you send \nthe invoice to the insurers, there is a template for \nthe email \u201cInvoice to Insurers\u201d. \nWhen you send an invoice to the insurance \ncompany, use the following email addresses or \nlinks: \nASCENTI: \[email protected] \nAXA: \nhttps:\/\/provider.axahealth.co.uk\/payment- \nsupport-service\/submit-invoice\/ \nAVIVA: \[email protected] \nBUPA: \nhttps:\/\/www.bupa.co.uk\/providers-online\/ \nCIGNA: \[email protected] \nHEALIX: \[email protected] \nHEALTH-ON-LINE: \nhttps:\/\/provider.axahealth. \nco.uk\/payment-support-service\/submit-invoice\/ \nWPA: \[email protected] \nVALIDIUM: \[email protected] \nVITALITY: \nhttps:\/\/www.vitality.co.uk\/healthcare- \nproviders\/i-am-a-consultant\/ \nthen scroll down to \u201cSubmit via Website\u201d \nWhen payment comes back, either in full, less \npatient liability or less the excess, you can add \nthis to your invoice, then re-send this invoice to \nthe family to settle the outstanding payment. Pull \nup the invoice, and under the \u201cPart Pay\u201d tab, add \nthe amount that the insurers paid towards that \ninvoice. Add the date, and payment type. Then \npress OK. A new button saying \u201cAdd Payment\u201d \nshould appear. Click on to this, then put the \nparent\u2019s name in the box that says \u201cPayable By\u201d. \nThe outstanding amount on the invoice should be \nin the box that says \u201cAmount\u201d. Leave everything \nelse blank as it hasn\u2019t been paid. Press \u201cSave\u201d, \nthen on the next screen, return to the invoice by \npressing \u201cBack\u201d. \nNow, you can re-send the invoice to the family. \nWhen you press send using the envelope button, \nyou can choose which part to send. You have to \nclick the right part, as this will set up the Stripe \npayment correctly. Now you can send the invoice \nas normal using the appropriate template. \nWhen you send the invoice, we recommend that \nyou send an email to the family to explain that \nyou have sent a couple of invoices to them, and \nthe outstanding balance is owed by the family, as \nper their agreement with the insurers. \nGP and Paediatricians \nWe do not routinely include any other services \nin our work with families. When families work \nwith us, they are covered by our confidentiality \npolicy, which states that we do not inform any \none else that we are working with the family \n(e.g., GP, Paediatricians, School) unless the family \nwant us to, or if there is any danger posed to \nanyone involved. \n25","26","Discharging \nOnce you\u2019ve finished your appointments with a \nfamily, you can \u201cclose the episode of care\u201d. There \nare no requirements for summary letters to be \nsent - of course, you can, but it\u2019s not required \n- so once you\u2019ve come to the end of work with \na family, please do close it on WriteUpp. Click \n\u201cCreate\u201d\u2019, then \u201cDischarge\u201d. There\u2019s a short \nsummary of the work you\u2019ve completed and \nyou\u2019ll be notified of any outstanding actions \n(e.g., invoices need to be sent), then you can \nclose the episode. Please make sure that: \n1. \nAll appointments are marked as complete. \n2. \nAll invoices are marked as paid. \n3. \nAll notes are written up and \u201clocked\u201d. \nOnce you confirm your discharge, the child\u2019s \nname will change from orange to black. \nAnd that\u2019s it. If the family return for a new \nappointment, just book them in your diary. \nWriteUpp will then automatically open a new \nepisode of care\u201d. This is cleverly called \u201cEpisode \n2\u201d. You can rename this if you desire. \nFeedback \nOur reputation is exceptionally important, and \nwe do want to spread the word about our service \nin the most effective ways. A strong reputation, \ngood feedback and word of mouth are three \nof those ways. We are very keen on getting \nwritten, positive feedback, which you may have \nseen from our Google reviews. These are a huge \ndriver for families wanting to come and see \nyou specifically. The more reviews you get, the \nmore chance of being requested specifically by \nfamilies. \nAfter your appointments are completed, for the \nfamilies you think things have gone really well \nor they are really pleased with the work together, \nplease ask them for a Google review or Trustpilot \nreview. We are aware that this is a little cheeky \n\u2013 essentially, we\u2019re seeking out positive reviews \nonly - but it is really helping us to develop and \ncontinue to offer our high quality, professional \nservice. \nAfter your work is completed, you can send the \nfollowing email to the family (of course change \nthe text to be as relevant as possible): \nHi XX, \nIt was a pleasure to see you today. It really \nsounded like things had moved in the right \ndirection. You\u2019ve worked so hard in helping XX, \nand just over the past couple of weeks, there has \nbeen a real difference and improvement in XX\u2019s \nwellbeing. I hope this can continue. \nI wondered if I could ask a cheeky request: CAYP \nPsychology and our practice is developing and \nI would really appreciate a review on Google or \nTrustpilot. I\u2019m not sure how anonymous this is, \nbut if you are OK to do so, would you please leave \nme a review - https:\/\/g.page\/CAYPpsychology\/ \nreview (Google) or https:\/\/uk.trustpilot.com\/ \nreview\/cayp-psychology.com (Trustpilot). \nWe are a climate positive company, and have \npledged that for every review, we offset 1 tonne \nof CO2 and plant 50 trees (https:\/\/ecologi.com\/ \ncayppsychology). Your review will contribute to \nsustainable projects around the globe. \nThere is no obligation for this, of course, and your \nreview does not have any impact on my care or \nfuture work with yourself, XX, or the family. \nI wish you and XX all the best, and please do be in \ntouch if I can help in any other way (review or no \nreview...). \nWith best wishes, \nYou\u2019ll see that there\u2019s a comment about being \na climate positive company. We plant one tree \nfor every appointment we offer, and we offset \n1 tonne of CO2 and plant 50 trees with every \nreview we receive. Our progress is detailed here: \nwww.ecologi.com\/cayppsychology. \n This is just \npart of our climate positive workforce pledge. \n27","Note Taking \nAs part of our professional standards, appropriate \nclinic notes need to be taken. This means that \nnotes are still essential when working within the \nNHS or independently. \nHow you take your notes is entirely up to you. \nAs long as there is a documentation of what was \ndiscussed and what occurred within the session \n\/ call \/ meeting, you have met the minimum \nstandards. Some clinicians choose to write \nsession notes on paper, then upload them or \ntransfer them to WriteUpp. Some clinicians write \nlots of detail, others write basic facts and events. \nSome clinicians use external apps or hardware to \ndocument notes. Others use a simple note pad. \nAll of these are acceptable, as long as there is a \nnote on WriteUpp to explain what has happened. \nAfter any session or telephone call, click \n\u201cCreate\u201d --> \u201cNote\u201d. You can then link your note \nwith an appointment, use a pre-determined \ntemplate, or fill in the note alone. Your note \nmust be professional, factual, concise, and \nunderstandable by anyone else reading it. Once \nyou\u2019re done, click \u201cSave and Exit\u201d. \nKeep in mind that CAYP Psychology is the data \nhandler, under the terms of the Information \nCommissioner\u2019s Office (ICO). All clinical \ninformation needs to be kept on WriteUpp, and \nyou shouldn\u2019t have any unsecured notes with \nyou. If you do keep handwritten notes, please \nmake sure that they are stored safely and at \na convenient time, return them to the CAYP \nPsychology HQ or make sure that they have been \nuploaded or transferred to WriteUpp. \nRisk \nCAYP Psychology sits at the \u201cmild to moderate\u201d \nlevel of distress for families. We are most likely \nto see families who recognise that \u201csomething \nis going on\u201d, and may speak to school, or their \nGP. But the chances of the child meeting the \ncriteria for CAMHS or other specialist services \nare very slim indeed. Of course, we are presented \nwith risky situations, and we will always act \nprofessionally and responsibly, but the frequency \nof these situations arising is very low indeed. \nShould risky circumstances arise, we would \nencourage you to act in the same way you\u2019d \nbe expected within an NHS role: determine \nif the child is safe to return home, liaise with \nthe family\u2019s GP, write any referral letters or \nletters of recommendations, and document \nyour discussions. You are encouraged to liaise \nwith Daniel at CAYP Psychology, or utilise the \nWhatsApp group \u2013 you can put a generic message \nout there, or ask for support from individuals. \nIf you do make a referral onwards, despite \nthe time it may take, we tend not to apply any \ncharges. It does not seem appropriate to do so. \nAny referral letters can follow the guidance in the \nsection \u201cLetters and Reports\u201d, and can be sent via \nemail. Always ensure that your letters are sent as \na pdf, and that they are uploaded to the child\u2019s \nrecord on WriteUpp: \u201cCreate\u201d --> \u201cAttachment\u201d. \nAdministration \n28","Letters and Reports \nAfter an appointment, our administrative \nrequirements include only note taking, invoicing, \nand any relevant changes to WriteUpp (e.g., \nbooking new appointments, discharging etc.). \nWe do not tend to send letters or reports after \ntherapeutic appointments. Of course, if a \ntherapeutic modality requires a letter, if it is \nclinically justified, or simply the right thing to \ndo, we can do so. \nShould a family wish for a letter to be sent, our \nterms and conditions state that this will be \ncharged at your hourly rate. You can use your \ndiscretion, but we recommend charging for any \nletter with the exception of a brief, \u2018no-more- \nthan-2-paragraph\u2019 summary of your session (e.g., \nthe family have asked for a quick summary of \nwhat you did \/ next steps \/ recommendations), or \nany referrals onwards (e.g., referral to CAMHS or \nspecialist service). Any other letter (e.g., letters \nto schools, to insurance companies, or lengthier \nsummaries to the family) are charged at your \nhourly rate. We tend to take approximately \none hour on these letters, and this seems like \nan appropriate charge. Families appreciate the \ntransparency in your costs, so if you advise that \na letter is charged at \u00a3150, this is more palatable \nthan an unknown \u201chourly rate\u201d charge. \nIf families do ask for letters, we use our \nstandardised template \u2013 We can format it for you. \nLetters can be sent via email. There is sufficient \nencryption and protection built into our accounts. \nPlease send letters as a pdf, never as a Word \ndocument, and if you are waiting for payment \nbut want to send a letter for a family to check, \nsend a \u201cdraft version\u201d. This includes the \u201cDRAFT\u201d \nwatermark, there is no signature but rather the \ntext \u201cDRAFT REPORT\u201d, and in the footer, you have \ntyped \u201cDRAFT LETTER \u2013 NOT AUTHORISED FOR \nDISSEMINATION\u201d. \nIf you need any templates, please do just get \nin touch. We can forward these on to you \nstraight away. \n29","Letters for Insurance Companies \nThere are times when insurance companies \nrequire your opinion, so that they can authorise \naddition sessions for the families. Sometimes \nthere is a proforma. Sometimes, they require a \nformal letter. However they request information, \nkeep in mind that insurance work is heavily \nmedicalised. Families tend to only get authorised \nsupport following medical language (i.e. \n\u201ctreatment\u201d, \u201cdiagnosis\u201d). We recommend that \nyou provide four paragraphs: \n1. \nWho you are, how you\u2019ve come across the \nfamily, and when and where you\u2019ve met \nthe family. \n2. \n A summary of the presenting difficulties. \n3. \nYour formulation (Written in a medical \/ \ndiagnosis-driven manner). It is important \nto include \u201cCBT\u201d, even if you do not \nintend to use CBT. Certainly use the term \n\u201ctreatment\u201d, and refer to a \u201cPrognosis\u201d if \nappropriate. \n4. \nA plan of sessions - how many more \nsessions, and how often will they take \nplace. \nYou can send a copy to the family, but if there \nis a clinical rationale to avoid doing so, that is \nperfectly acceptable too. Do try to include the \ninsurance details with the summary table at the \ntop (i.e. Name, Date of Birth, Address, Policy \nNumber, Authorisation Code). \nReports \nFollowing more formal assessments (Autism, \nADHD or Cognitive Assessments) a detailed \nreport is written, and this is included in the \noverall cost of the assessment. When your \nassessment is completed, it is recommended \nthat you invite the family back to review the \nresults and recommendations. This appointment \nwill be a chance to share your results and report. \nWe strongly suggest that you do not send a report \nto a family before this appointment. If a family \nask you to do so, we suggest that you decline \non the grounds that it is more helpful to review \nthe report together, to ensure that there is no \nconfusion around the results and what \nthey mean. \nAfter your feedback meeting, send the report to \nthe family under the following circumstances: \n\u2022 \nThere is a DRAFT watermark on every page. \n\u2022 \nThere is a \u201cTBC\u201d written next to the heading \n\u201cDate of Finalised Report\u201d on the first page. \n\u2022 \nThe footer of each page reads \u201cDRAFT \nREPORT \u2013 NOT AUTHORISED FOR \nDISSEMINATION\u201d. \n\u2022 \nYour signature is replaced or written over \nby the word \u201cDRAFT REPORT\u201d. \n\u2022 \nThe report is sent as a pdf, never as a \nWord document. \nFor our assessments, we encourage one round \nof amendments. We can change any textual \nerrors, such as typos or factual inaccuracies, \nbut we must never change the outcome of the \nassessment, unless substantial new information \ncomes to light. Additional amendments are \npossible, but do try to limit these, so you do not \nend up in \u201camendment ping-pong\u201d with families. \nOnce they have settled their final balance and \nagreed on a final draft, send the Word document \nto us, who will complete the final formatting \nand support the dissemination and upload onto \nWriteUpp. \n30","31","Brochure \nTherapeutic Support \nwww.bit.ly\/therapeuticsupport \nAutism Assessments \nwww.bit.ly\/autismassessments \nADHD Assessments \nwww.bit.ly\/adhdassessments \nCognitive Assessments \nwww.bit.ly\/cognitiveassessments \nVIG \nwww.bit.ly\/VIGwithCAYP \nWhat Next? A practical course for parents \nfollowing a child\u2019s diagnosis of Autism \nwww.bit.ly\/WhatNextCAYP \nCircle of Security \nwww.bit.ly\/CircleofSecurityCAYP \nOnline \nBrochures \nWe have brochure, flyers and \nguides for families. These can \nbe used to advertise our services, \nas well as provide additional \n information about the support. \nEvery item is available in a hard \ncopy and online. Please do share \nthese links with families should \nyou wish to send them any \nadditional information. \nIf you would like hard copies of \nthe following items, please do just \nlet us know and we can get some \nsent out to you. \nThese are shortened links, via the website \nbit.ly. The capitalisation makes a difference, \nso please ensure that the exact link is shared \nwith the family. \n32","33","Fallout from the Panorama \nProgramme (15 May 2023) and \nCAYP Psychology\u2019s response \nSeeking a private ADHD or autism diagnosis can \nbe an anxiety-provoking experience, especially \nafter the recent BBC exposure of poor-quality \nand dangerous assessments by private clinics \n(15 May, 2023). \nWhilst this undercover investigation was \nfor ADHD assessments in adults, we are very \nconcerned about the impact this can have \non families seeking a diagnosis or a better \nunderstanding of their child. We are also very \naware that there may be private providers for \nchildren and young people who are offering \nsimilarly concerning assessments. \nAt CAYP Psychology, we have always strived \nto achieve the highest of standards. Our \nassessments are thorough, adhere to NICE \nguidelines and best practice recommendations, \nand our clinicians are all aware of the latest \ndevelopments within the academic literature, the \nscientific consensus, and government policy. Our \nclinicians all work or have worked extensively \nwithin NHS teams (Child and Adolescent Mental \nHealth Services (CAMHS), specialist autism or \nADHD services, or neuropsychology services). \nWe are keen to ensure that our assessments \ninvolve a substantial amount of \u2018history\u2019. That is, \nwe want to best understand children\u2019s education \nhistory, family history and health history. This \ninformation is essential to ensure that we have an \naccurate understanding of children\u2019s difficulties. \nFor example, attentional difficulties at school \ncould be due to an underlying ADHD, or due to \na many other reasons, including challenges at \nhome, learning problems, or health concerns. \nWe also complete observations, computerised \nprogrammes, structured assessments, and child- \nspecific assessments to ensure we obtain the \nmost detailed picture of your child. We liaise \nclosely with children\u2019s teachers and staff at their \nschool or education provider, in addition to any \nother professionals involved in their care. \nOur team is made up of highly qualified and \nexperienced clinical psychologists, speech and \nlanguage therapists, counselling psychologists \nand forensic psychologists. However, we are \nnot medical professionals, and we cannot make \nrecommendations about medication for ADHD. \nOur assessments do involve discussions with \nchild and adolescent psychiatrists, and their \nopinions are an essential part of our process, \nbut should families wish to pursue medication, \nfurther appointments will be needed with a GP, \nCAMHS or another service. \nWe take the BBC investigation very seriously \nindeed, and want to reassure families thinking \nabout a private ADHD or autism assessment, \nthat we are proud of the quality and detail \nprovided within our assessments. To further \nreassure families, we offer screening \nquestionnaires before confirming any \nappointments together, in addition to \nconversations about their concerns and the \nassessment process, and there are certainly no \nhidden charges within the assessment. \nIf you would like to discuss a possible autism \nor ADHD assessment for your child, or if you\u2019d \nlike to talk through any concerns following the \nBBC investigation, please do be in touch. You \ncan contact us by phone ( \n0333 242 0824 \n), email \n( \[email protected] \n), or live chat \nto a member of our team on our website \n( \nwww.cayp-psychology.com \n). \nSpecialist Assessments \n34","Autism Assessments \nSummary of the Autism \nAssessment Process \nWe are really proud of our autism assessments. \nWe\u2019re proud because we have highly qualified \nand experienced clinicians offering the highest \nof standards of assessments, for children and \nfamilies who have been let down by the statutory \nservices. Our costs are clear and transparent, \nand the entire process is communicated \nclearly, based on a very simple, unambiguous \nand intuitive structure. And, across the \nwhole assessment, families are cared for by \nexceptionally helpful, professional, and caring \nclinicians, who place the needs of the children \nand young people who use our service above \nanything else. Our assessments will always \nprioritise the integrity of the assessment \nover other dynamics, such as finances or \nother pressures. \nA Simple Structure \n1. \nScreening questionnaires \u2013 questionnaires \nthat are sent to the parents \/ carers, \nquestionnaires that are sent to school, \nand, if the child is over 8 years old, a \nshort questionnaire sent to the child. \nIf the screening questionnaires indicate \nevidence for a neurodevelopmental \ndifference, we will proceed to the \nassessment itself. If there is insufficient \nevidence, the process ends and the family \nwill be signposted or recommended \nanother approach. \n2. \nThe Assessment - A structured \ndevelopmental history must take place \n(the 3di or ADI-R, or similar), the relevant \nmodules of the ADOS, plus an additional \nmeasures, observations, reviews of \ncorrespondence or liaison with other \nservices, including school. \nIt may be that a school observation or \na more formal conversation with school \nis necessary. \n3. \nFormulation with the team \u2013 Autism \nassessments are completed in pairs. Often, \na discussion between your pair is sufficient \nto come to a clear conclusion. At times, \nyou may need a wider team discussion. \nYou have full access to our autism team, \nvia WhatsApp. Our team includes Speech \nand Language Therapists, Counselling \nPsychologists, Clinical Psychologists, \nForensic Psychologists and Specialist \nNeurodevelopmental Practitioners. We \nalso have access to Child and Adolescent \nPsychiatrists. \n4. \nFeedback with the family \u2013 We review the \nresults and report with the family, allow \nthe family one round of amendments to \nthe report, then share the finalised report. \nAn autism assessment is charged at \u00a32000. \n35","Administration of Autism \nAssessments \nAs there are four stages to our assessments, there \nare four payments for each assessment, that \nare automatically created as families progress \nthrough the assessment. These are: \n1. \nScreening payment. \n2. \nDeposit payment. \n3. \nFirst balance payment. \n4. \nFinal balance payment. \nThe process: \nWe recommend that you watch this video, \nwhich summarises the process: \nwww.bit.ly\/CAYPAutismBooking. \nEach appointment type is linked to a lot of \nautomation, so it\u2019s really important to use the \ncorrect appointment types, and to follow this \nprocess. If a family want to deviate from the \nprocess, for example, they want to pay all in one \ngo, or merge appointments together, please run \nthis past us first, otherwise the automation will \ngo a little haywire. \n1. \nSCREENING PAYMENT \nYou\u2019ve had the phone call with the family. \nAt the end of this call (if the family go ahead \nor not) send the assessment brochure via \nemail ( \nwww.bit.ly\/autismassessments \n). If \nthe family agree to proceed with an autism \nassessment, you can book the assessment. \nThis needs to be booked in your diary for at \nleast 2 hours after the phone call. The family \nwill then get automated messages. Click on \nthe calendar in the place where you\u2019d like to \nenter your family. Make sure you\u2019ve selected \nthe right family (the child\u2019s name will be \norange in the top right corner), put the status \nas \u201cbooked\u201d, make sure the appointment type \nis correct - You\u2019ll need the one that says, \n\u201cAutism Assessment - Screening + Payment\u201d. \nMake sure that the appointment is with you. \nIt doesn\u2019t matter about the appointment \nlocation, as this information is not included \nin any automation. You can use the clinic \nthat you would typically use. Keep the \ncommunications unmuted. This will ensure \nthe family get the screening information \nvia email and text message. Ignore the \nrecurrence part. As soon as you click \u2018save\u2019, \nthe screening process will have been sent \n(See Screening Questionnaires). \nYou can check that it has all been sent by \ngoing to the family\u2019s home page, and click \non the \u201cmessages\u201d tab. You should see \nseveral entries. The entries start with the \ndate that the screening information was \nsent, and there should be seven entries: An \nappointment text, appointment email, and \nfour smart forms. If you don\u2019t see all of these, \nthe screening information has not been \nsent. If this is the case, you either muted the \nnotifications, the email or text information \nwas not opted-in, or you booked the \nscreening appointment type too soon - The \nscreening appointment type must be booked \nabout 2 hours after the current time. If you \nhave any difficulties, please do be in touch \nwith us. \nYou\u2019ll then need to send the bank details \ninformation, so the family know where to \nsend money. \n36","Send your Bank Details document (click \n\u201cCreate\u201d --> \u201cDocument\u201d --> choose the \nrelevant bank details option --> click the \nemail icon --> click the relevant recipient \n--> choose the \u201cBank Details\u201d template --> \n\u201cEmail Document\u201d) Then send the invoice, as \nper the invoicing process. Use the \u201cAutism \nAssessment - Screening Invoice\u201d template. \nThis payment is non-refundable (with the \nexception of extenuating circumstances). The \n\u00a3200 is used as a method to ensure families \ndon\u2019t just \u201cdo the screening because it\u2019s free\u201d, \nand also provides some payment to you \nshould the questionnaires indicate that the \nprocess should end here. \n2. \nDEPOSIT PAYMENT \nYour screening questionnaires now indicate \nyou should proceed. You need to book the \ndeposit (Use the \u201cAutism Assessment - \nDeposit\u201d appointment type). Book it at the \ntime you agreed to proceed. \nYou must mute \nthe notifications \n. For any deposit, we don\u2019t \nwant the family to think that they will be \ncoming for an appointment. Send the deposit \ninvoice. Use the \u201cAutism Assessment - \nDeposit\u201d invoice. \n3. \nCLINIC APPOINTMENT \/ \nFIRST BALANCE PAYMENT \nIt\u2019s time to book the actual clinic \nappointment. Again, do this as you typically \nwould, using the appointment type \n\u201cAutism Assessment - Clinic Appointment\u201d \nappointment type. You\u2019ll then need to send \nthe clinic directions, so the family know \nwhere to travel to \/ how to park etc. \nSend your Directions document (click \n\u201cCreate\u201d --> \u201cDocument\u201d --> choose the \nrelevant directions option --> click the email \nicon --> click the relevant recipient --> \nchoose the \u201cDirections\u201d template --> \u201cEmail \nDocument\u201d). \nComplete the clinic appointment. It may be \nthat you have completed everything at this \nappointment. Alternatively, you may need \nto meet the family again. If you are finished \nor not, send the invoice for the first balance \npayment - use the invoice type \u201cAutism \nAssessment - First Payment\u201d invoice). If \nyou need to meet the family again, use the \n\u201cAutism Assessment - Additional Session\u201d \nappointment type. There\u2019s no need to send \nany terms and conditions, as this has all been \nautomated for you. \n4. \nFEEDBACK APPOINTMENT \/ \nFINAL BALANCE PAYMENT \nWhen your assessment is finished, you\u2019ll \nwant to book the feedback meeting with the \nfamily. Agree a date, then use the \u201cAutism \nAssessment - Feedback\u201d appointment type. \nAfter the meeting, send the draft report to \nthe family to check. The family can request \nsome textual amendments (e.g., typos, or \nfactual inaccuracies), but you must never \nchange the outcome of an assessment. At \nthe same time, send the final invoice (using \nthe \u201cAutism Assessment - Final Payment\u201d \ninvoice). Once you\u2019ve made the changes, \nsend the report to us for formatting. We will \nensure that the report is formatted correctly, \nthen return the report to you. Once this final \ninvoice is paid, the family can be sent the \nfinalised report and this gets uploaded to \nWriteUpp. \n** \nEvery step along the way, the family will get \nautomated messages and emails to inform them \nof where they are up to in their assessment, in \ntheir payments and what is coming next. It is \ncrystal clear for them, but this automation will \nonly work if you use the correct appointment \ntypes. Reading all this information may make it \nappear that there is a load of work associated \nwith this. In reality, the administration requires \njust a few clicks, which may take a little time \ninitially. This process reduces some of the admin \nburden associated with the appointments. \nPLEASE DO NOT DEVIATE FROM THIS PROCESS \nUNLESS AGREED. \n37","A Quick Guide for \nAutism Assessments \n1. \nCall the family and agree an \nAutism assessment. \nA. If they go ahead or not, send the \nAutism Assessments brochure. \n2. \nBook the \"Autism Assessment - Screening + \nPayment\" appointment type. Then at the \nsame time: \nA. Send the Bank Details document. \nB. Send the \"Autism Assessment \n- Screening\" invoice. \nC. Send the screening questionnaires \nto school. \nIF YOU DO NOT PROCEED WITH \nTHE ASSESSMENT \nThe process ends here. We do not offer refunds \nunless extenuating circumstances. \nIF YOU DO PROCEED WITH THE ASSESSMENT: \n1. \nBook the \"Autism Assessment - Deposit\" \nappointment type. Mute the notifications. \nThen at the same time: \nA. Send the \"Autism Assessment - \nDeposit\" invoice. \nB. Book the \"Autism Assessment - Clinic \nAppointment\" appointment type. \nC. Send the Directions document. \n2. \nAfter the clinic appointment, send the \n\"Autism Assessment - First Payment\" \ninvoice. \n3. \n(If needed, book the \"Autism Assessment - \nAdditional Session\" appointment type). \n4. \nBook the \u201cAutism Assessment - Feedback\" \nappointment type. \n5. \nSend the draft report and at the same time: \nA. Send the \"Autism Assessment - Final \nPayment\" invoice. \n6. \nSend the amended draft report to us \nfor formatting. \n7. \nSend the final report to the family. \n8. \nDischarge the family. \nWith the exception of Cognitive Assessments, \neach assessment we offer has five different \nappointment types. Please make sure you use \nthe correct one as your assessment progresses \n\u2022 Assessment Type - Screening + Payment. \n\u2022 Assessment Type - Deposit. \n\u2022 Assessment Type - Clinic Appointment. \n\u2022 Assessment Type - Feedback of Results. \n\u2022 Assessment Type - Additional Session. \n38","39","Summary of the ADHD \nAssessment Process \nWe are really proud of our ADHD assessments. \nWe\u2019re proud because we have highly qualified \nand experienced clinicians offering the highest \nof standards of assessments, for children and \nfamilies who have been let down by the statutory \nservices. Our costs are clear and transparent, \nand the entire process is communicated \nclearly, based on a very simple, unambiguous \nand intuitive structure. And, across the \nwhole assessment, families are cared for by \nexceptionally helpful, professional, and caring \nclinicians, who place the needs of the children \nand young people who use our service above \nanything else. Our assessments will always \nprioritise the integrity of the assessment over \nother dynamics, such as finances or other \npressures. \nA Simple Structure \n1. \nScreening Questionnaires \u2013 questionnaires \nthat are sent to the parents \/ carers, \nquestionnaires that are sent to school, \nand, if the child is over 8 years old, a short \nquestionnaire sent to the child. \nIf the screening questionnaires indicate \nevidence for a neurodevelopmental \ndifference, we will proceed to the \nassessment itself. If there is insufficient \nevidence, the process ends and the family \nwill be signposted or recommended another \napproach. \n2. \nThe Assessment - A structured \ndevelopmental history must take place \n(the ACE clinical interview or similar), the \nQb Check and the Conners (if not done at \nscreening), plus any additional measures, \nobservations, reviews of correspondence or \nliaison with other services, including school. \nIt may be that a school observation or a \nmore formal conversation with school is \nnecessary. \n3. \nFormulation with the team \u2013 ADHD \nassessments can be completed alone. \nHowever, you may want a wider team \ndiscussion. You have full access to our ADHD \nteam, via WhatsApp. Our team includes \nSpeech and Language Therapists, Counselling \nPsychologists, Clinical Psychologists, \nForensic Psychologists and Specialist \nNeurodevelopmental Practitioners. We \nalso have access to Child and Adolescent \nPsychiatrists. \n4. \nFeedback with the family \u2013 We review the \nresults and report with the family, allow \nthe family one round of amendments to the \nreport, then share the finalised report. \nAn ADHD assessment is charged at \u00a31100. \nADHD Assessments \n40","Administration of ADHD \nAssessments \nAs there are four stages to our assessments, there \nare four payments for each assessment, that \nare automatically created as families progress \nthrough the assessment. These are: \n1. \nScreening payment. \n2. \nDeposit payment. \n3. \nFirst balance payment. \n4. \nFinal balance payment. \nThe process \nIt is the same process as the autism assessment, \nbut uses the ADHD specific measures. There\u2019s a \nsummary video here: \nwww.bit.ly\/CAYPADHDBooking \n. There was also \nsome additional ADHD training completed, which \ncovered the specifics of completing an ADHD \nassessment. The recording is here: \nwww.bit.ly\/ADHDtrainingCAYP \n. The training \nrequires a passcode: \nADHDaxCAYP1! \nEach appointment type is linked to a lot of \nautomation, so it\u2019s really important to use the \ncorrect appointment types, and to follow this \nprocess. If a family want to deviate from the \nprocess, for example, they want to pay all in one \ngo, or merge appointments together, please run \nthis past us first, otherwise the automation will \ngo a little haywire. \n1. \nSCREENING PAYMENT \nYou\u2019ve had the phone call with the family. At \nthe end of this call (if the family go ahead or \nnot), send the assessment brochure via email \n( \nwww.bit.ly\/adhdassessments \n). If the family \nagree to proceed with an ADHD assessment, \nyou can book the assessment. \nThis needs to be booked in your diary for at \nleast 2 hours after the phone call. The family \nwill then get automated messages. Click on \nthe calendar in the place where you\u2019d like to \nenter your family. Make sure you\u2019ve selected \nthe right family (the child\u2019s name will be \norange in the top right corner), put the status \nas \u201cbooked\u201d, make sure the appointment type \nis correct - You\u2019ll need the one that says, \n\u201cADHD Assessment - Screening + Payment\u201d. \nMake sure that the appointment is with you. \nIt doesn\u2019t matter about the appointment \nlocation, as this information is not included \nin any automation. You can use the clinic \nthat you would typically use. Keep the \ncommunications unmuted. This will ensure \nthe family get the screening information \nvia email and text message. Ignore the \nrecurrence part. As soon as you click \u2018save\u2019, \nthe screening process will have been sent \n(See Screening Questionnaires). \nYou can check that it has all been sent by \ngoing to the family\u2019s home page, and click \non the \u201cmessages\u201d tab. You should see \nseveral entries. The entries start with the \ndate that the screening information was \nsent, and there should be seven entries: An \nappointment text, appointment email, and \nfour smart forms. If you don\u2019t see all of these, \nthe screening information has not been \nsent. If this is the case, you either muted the \nnotifications, the email or text information \nwas not opted-in, or you booked the \nscreening appointment type too soon - The \nscreening appointment type must be booked \nabout 2 hours after the current time. If you \nhave any difficulties, please do be in touch \nwith us. \nYou\u2019ll then need to send the bank details \ninformation, so the family know where to \nsend money. \n41","or not, send the invoice for the first balance \npayment - use the invoice type \u201cADHD \nAssessment - First Payment\u201d invoice). If \nyou need to meet the family again, use the \n\u201cADHD Assessment - Additional Session\u201d \nappointment type. There\u2019s no need to send \nany terms and conditions, as this has all been \nautomated for you. \n4. \nFEEDBACK APPOINTMENT \/ \nFINAL BALANCE PAYMENT \nWhen your assessment is finished, you\u2019ll \nwant to book the feedback meeting with \nthe family. Agree a date, then use the \u201cADHD \nAssessment - Feedback\u201d appointment type. \nAfter the meeting, send the draft report to \nthe family to check. The family can request \nsome textual amendments (e.g., typos, or \nfactual inaccuracies), but you must never \nchange the outcome of an assessment. At \nthe same time, send the final invoice (using \nthe \u201cADHD Assessment - Final Payment\u201d \ninvoice). Once you\u2019ve made the changes, \nsend the report to Lauren for formatting. \nLauren will ensure that the report is \nformatted correctly, then return the report \nto you). Once this final invoice is paid, the \nfamily can be sent the finalised report and \nthis gets uploaded to WriteUpp. \n** \nEvery step along the way, the family will get \nautomated messages and emails to inform them \nof where they are up to in their assessment, in \ntheir payments and what is coming next. It is \ncrystal clear for them, but this automation will \nonly work if you use the correct appointment \ntypes. Reading all this information may make it \nappear that there is a load of work associated \nwith this. In reality, the administration requires \njust a few clicks, which may take a little time \ninitially. This process reduces some of the admin \nburden associated with the appointments. \nPLEASE DO NOT DEVIATE FROM THIS PROCESS \nUNLESS AGREED. \nSend your Bank Details document (click \n\u201cCreate\u201d --> \u201cDocument\u201d --> choose the \nrelevant bank details option --> click the \nemail icon --> click the relevant recipient \n--> choose the \u201cBank Details\u201d template --> \n\u201cEmail Document\u201d) Then send the invoice, \nas per the invoicing process. Use the \u201cADHD \nAssessment - Screening Invoice\u201d template. \nThis payment is non-refundable (with the \nexception of extenuating circumstances). The \n\u00a3200 is used as a method to ensure families \ndon\u2019t just \u201cdo the screening because it\u2019s free\u201d, \nand also provides some payment to you \nshould the questionnaires indicate that the \nprocess should end here. \n2. \nDEPOSIT PAYMENT \nYour screening questionnaires now indicate \nyou should proceed. You need to book \nthe deposit (Use the \u201cADHD Assessment \n- Deposit\u201d appointment type). Book it at \nthe time you agreed to proceed. \nYou must \nmute the notifications \n. For any deposit, we \ndon\u2019t want the family to think that they will \nbe coming for an appointment. Send the \ndeposit invoice. Use the \u201cADHD Assessment - \nDeposit\u201d invoice. \n3. \nCLINIC APPOINTMENT \/ \nFIRST BALANCE PAYMENT \nIt\u2019s time to book the actual clinic \nappointment. Again, do this as you typically \nwould, using the appointment type \n\u201cADHD Assessment - Clinic Appointment\u201d \nappointment type. You\u2019ll then need to send \nthe clinic directions, so the family know \nwhere to travel to \/ how to park etc. \nSend your Directions document (click \n\u201cCreate\u201d --> \u201cDocument\u201d --> choose the \nrelevant directions option --> click the email \nicon --> click the relevant recipient --> \nchoose the \u201cDirections\u201d template --> \u201cEmail \nDocument\u201d). \nComplete the clinic appointment. It may be \nthat you have completed everything at this \nappointment. Alternatively, you may need \nto meet the family again. If you are finished \n42","A Quick Guide for \nADHD Assessments \n1. \nCall the family, and agree and ADHD \nassessment. \nA. \nIf they go ahead or not, send the ADHD \nAssessments brochure \n2. \nBook the \u201cADHD Assessment - Screening \n+ Payment\u201d appointment type. Then at the \nsame time: \nA. \nSend the Bank Details document. \nB. \n Send the \u201cADHD Assessment - \nScreening\u201d invoice. \nC. \n Send the screening questionnaires \nto school. \nD. \n Send the external screening \nquestionnaires to parents. \nIF YOU DO NOT PROCEED WITH \nTHE ASSESSMENT \nThe process ends here. We do not offer refunds \nunless extenuating circumstances. \nIF YOU DO PROCEED WITH THE ASSESSMENT: \n1. \nBook the \u201cADHD Assessment - Deposit\u201d \nappointment type. Mute the notifications. \nThen at the same time: \nA. \nSend the \u201cADHD Assessment - \nDeposit\u201d invoice. \nB. \n Book the \u201cADHD Assessment - Clinic \nAppointment\u201d appointment type. \nC. \n Send the Directions document. \n2. \nAfter the clinic appointment, send the \n\u201cADHD Assessment - First Payment\u201d invoice. \n3. \n(If needed, book the \u201cADHD Assessment - \nAdditional Session\u201d appointment type). \n4. \nBook the \u201cADHD Assessment - Feedback\u201d \nappointment type. \n5. \nSend the draft report and at the same time: \n6. \nSend the \u201cADHD Assessment - Final \nPayment\u201d invoice. \n7. \nSend the amended draft report to us \nfor formatting. \n8. \nSend the final report to the family. \n9. \nDischarge the family. \n43","CAYP Psychology is not a medical service. We \ndo not offer medication and we do not make \nrecommendations about medication, with \nthe exception of a more generic, \u201cperhaps a \npsychiatric opinion is necessary\u201d. When families \ncome to us for an ADHD assessment, we are clear \nthat our offer is an assessment only. Should the \nfamily wish to pursue medication, they need to \ndo this from other services - CAMHS, their GP, \nor other independent services. We do, however, \ntry to be as helpful as possible to support the \nfamily, so our ADHD assessment must have a \npsychiatric opinion included. The only exception \nto this is if the family insist that they only want \na diagnosis. At this point, a psychiatric opinion \nis not required, but the family need to know that \nshould they consider medication in future, the \nreport will likely be rejected. \nWe do not have psychiatrists within our team. \nHowever, we buy in psychiatry time. This time is \nfor online group case discussions, supervision, \nand multi-disciplinary conversations. \nWe have access to at least two consultant child \nand adolescent psychiatrists. Whilst they do not \nsit in any part of your assessment, they can offer \ntheir opinion on your assessments, conclusions, \nand recommendations via supervision. \nTo join supervision with our psychiatrists, \nplease book online via: \nhttps:\/\/cayp-psychology. \nselectandbook.com\/ \n. There are no charges \nfor supervision; it is included as part of our \nassociate agreement, but we do have to have a \nstrict cancellation \/ non-attendance policy. We \nunderstand that last minute changes can happen, \nbut the psychiatrists always charge for their time, \nif you attend or not. So we do, unfortunately, \nhave to enforce this policy. \nCancellations: Should supervision be cancelled \nwith fewer than 48 hours\u2019 notice, you will be \nliable for the charge associated with your time \nslot (this is typically the cost of the supervision \nsession divided by the number of supervisees) \nAttendance: Should you not come to supervision, \nyou will be liable for the charge associated with \nyour time slot. \nThese charges will be added to your next \nassociate invoice. \nAfter supervision, your reports must explicitly \nreflect that you have had case discussions \nwith our multi-disciplinary team, including a \nconsultant child and adolescent psychiatrist. The \nfamily are then able to use the report as evidence \nto move from the \u201cassessment queue\u201d, into the \n\u201cmedication queue\u201d. \nMedication \nWith a psychiatric opinion, our reports meet \nthe criteria for a valid assessment. There is \nabsolutely no reason whatsoever for our private \nassessments to be invalid. We know that as \nlong as a private assessment is completed by \ntrained and experienced clinicians, and delivered \nin accordance with NICE guidelines, there are \nno grounds to reject this referral because \u201cit is \nprivate\u201d. Our assessments certainly meet these \ncriteria and our reports can and should be used \nto support a family\u2019s request for medication \nmanagement. Families have two options at \nthis point: \n1. \nThey can take our report to CAMHS, and \nrequest an appointment with a psychiatrist, \nspecifically for medication. \n2. \nThey can take our report to independent \nservices. \nWe have found that many private psychiatrists \nand independent services who offer medication \nmanagement do not wish to accept referrals \njust for medication. They want to complete the \nassessment and offer medication. However, \nwe have found two services to whom we have \nbecome trusted partners, and we recommend \nthat you refer or signpost families to these \nservices, if appropriate. \nCase Discussions and Psychiatry \n44","The first service is Eden Wellstyle. Their website \nis: \nhttps:\/\/www.edentherapiesharleystreet. \nco.uk\/ \n. The family can self-refer, via: \nhttps:\/\/ \nedenwellness.typeform.com\/self-referral \n. As part \nof the referral process, the family need to add \na referral code. This indicates to Eden that the \nfamily have completed an ADHD assessment with \nCAYP. The referral code is: CAYP. The family will \nalso need to share the finalised report. \nIf the family ask about charges for Eden, there is \na very specific model. At the time of publication, \nthere is a \u00a3160 general administration fee. This \nis a one-off for all services of Eden Wellstyle \nand \u201cincludes a dedicated personal case co- \nordinator, who is available at all times at the end \nof an email or WhatsApp for the duration\u201d while \nthey are under their care. They offer an initial 30 \nminute consultation to discuss their services and \nyour requirements, at a cost of \u00a324 (twenty four). \nThere is then no obligation to continue with \nEden, but at this point, there is an initial cost of \n\u00a3184 to get started. \nThe first consultation that the family have with \na consultant psychiatrist is charged at \u00a3550, then \n\u00a350 for a prescription. If the family continue \nwith the service, Eden charge \u00a3375 for follow \nup appointments during titration, and \u00a350 for \nprescriptions. \nAll of these appointments are online. \nThe second service is via a consultant \npaediatrician, Dr Rashad Nawaz. He accepts \nreferrals from us, rather than from families, \nvia letter. You can make a formal referral by \nwriting to: \nDr Rashad Nawaz \nADHD & Neurodevelopment Clinic, \nc\/o Ghosh Medical Group, Rodney Street, \nLiverpool L1 9ED \nThe referral letter needs to be accompanied \nby a copy of the finalised report, screening \nquestionnaires and the QBCheck report. \nIf the family ask about charges for Dr Nawaz, \nthey are a little cheaper than Eden. At the time \nof publication, the first medication appointment \nfee is \u00a3400, which includes reviewing all the \nreports and the first prescription. Medication \ntitration reviews are 2-4 weekly, and charged at \n\u00a3150, which includes issuing a prescription. \n45","Screening \nQuestionnaires \nWhen sending screening questionnaires, a large \npart of the process is automated. When you use \nthe \u201cscreening + payment\u201d appointment type, the \nscreening questionnaires get sent to the family \nand the child automatically. However, nothing \ngets sent to school and you have to do this \nyourself. Similarly, external questionnaires (i.e., \nquestionnaires for which there is a licence) won\u2019t \nbe sent out, and you have to do this yourself. \nTo ensure this process works well, we need to \nobtain the contact details for a member of staff \nat the child\u2019s school. This means on your initial \nphone call, you\u2019ll need to obtain the name of the \nchild\u2019s school, the name of a member of staff \nwho will answer the screening questionnaires, \nand an email address for this member of staff. \nThese details will be added as a Third Party (see \nThird Parties), and once this is done, you can \nsend the questionnaires onwards. \nThere are two sets of screening questionnaires: \nQuestionnaires via WriteUpp and questionnaires \nvia external sites. \nQuestionnaires via WriteUpp \nThese include lots of free text options and \nquestions about education history, concerns in \nschool, and some teacher-rated questionnaires \nfor autism and ADHD. \nTo set these up, go to the child\u2019s summary page \nand make sure their name is in orange in the \ntop right hand corner. Click \u201cCreate\u201d \u201cForm \/ \nAssessment\u201d \u201cAssessment Screening \u2013 Teacher \nForm\u201d. Click the \u201csend as a Smart Form\u201d logo (it \nlooks like a paper plane \/ arrow). In the box that \npops up, click the teacher\u2019s name or the name \nof the school. In the next box that pops up, click \n\u201ctemplates\u201d \u201cAutism & ADHD Screen \u2013 Teacher \nForm\u201d. Leave the \u201cmessage expiry\u201d option as \n\u201cnever\u201d, and change \u201cAccess Code\u201d to \u201cEmail\u201d \n(this means that the teacher will get an email \nwith a 2-factor authentication code, which keeps \nthis private information as safe as possible). Click \n\u201cSend\u201d (If a box comes up asking for a mobile \nphone number, just leave this blank. As long as \nthere is the teacher\u2019s email address included, \neverything will work). \nQuestionnaires via External Sites \nThis applies for questionnaires to teachers AND \nquestionnaires to parents. \nFor a thorough autism and \/ or ADHD assessment, \nwe should also be using some other well- \nvalidated questionnaires. These include the \nSocial Responsiveness Scale \u2013 Second Edition \n46","(SRS-2) and the Conners (versions 3 and 4 \nare available). As these are licenced tools, we \ncannot use these as part of WriteUpp. But, we \ndo have access to online systems to ensure the \nadministration of them is as straight forward \nas possible. \nSRS-2 \nPlease visit: \nhttps:\/\/platform.wpspublish.com\/ \naccount\/register \nTo get set up click \u201cyes\u201d for the question \u201care \nyou part of an organisation?\u201d. You can search \nfor CAYP Psychology. Then set up your account \nunder your own name. We will have to then \nauthorise you before you can use the system. \nYou can see a summary of how to use this here: \nwww.bit.ly\/CAYPSRSOnline \nConners \nPlease visit: \nhttps:\/\/assess.mhs.com\/Account\/Login.aspx \nWe have to set you up on this system, so if you\u2019d \nlike access, please do just let us know and we \ncan do this for you. You will then have access \nto the Conners 3 and 4, and versions for the \nchild, parent, and teacher. The process is really \nintuitive, but there is also a summary video of \nhow to use these questionnaires here: \nwww.bit.ly\/CAYPConnersOnline \n** \nWe have access to pretty much every validated \nquestionnaire for autism and ADHD, so if you \nwould like to also use another measure, please do \njust let us know and we can assign the necessary \ncredits to your account. \nYou can also send as many questionnaires as \nyou like. Your account is only charged when you \nscore a questionnaire. CAYP cover the cost of this \nthough, so you do not need to add any credit card \nor bank details to these sites. \n** \nOnce you have submitted your screening \nquestionnaires, the next step is to get a \nmini-report (See Mini-Reports) \n47","Mini Reports \nAfter your screening questionnaires are sent \nout, we will arrange for all the information to \nbe scored and summarised for you to continue \nyour assessment. All this information will be \nsummarised into a \u201cmini-report\u201d. We have found \nthat creating these mini-reports has substantially \nreduced your administrative burden, and \nhas allowed enough time to be able to offer \nadditional appointments \/ assessments. \nWe have created a summary video of the mini- \nreport process: \nwww.bit.ly\/CAYPMini-Report \nThese mini-reports are not to be shared with \nfamilies. They are internal reports for your \ninformation only. They are designed to help you \ndecide if there is enough clinical justification to \ncontinue with an assessment, but to also support \nyour final report. For this reason, appropriate \nelements of the mini-report can be copied and \npasted into your final report (e.g., scores from \nquestionnaires). \nOnce you have sent your screening \nquestionnaires, you need to inform us that this \nhas been done. You can do this within WriteUpp \nwith a couple of clicks. Make sure you have the \ncorrect active family. The child\u2019s name should be \nin orange in the top right corner. Click \u201ccreate\u201d \n--> \u201ctask\u201d. \nIn the \u201cWhat?\u201d box, type \u201cScreening \nquestionnaires have been sent\u201d. In the \u201cWhen?\u201d \nbox, use today\u2019s date. In the \u201cWho?\u201d box, add \nthe name of our current assistant psychologist. \nThe comments box can be left blank, but you \nare welcome to add any additional information. \nPlease tick the box that says \u201cTask relates to the \nActive Family\u201d. This ensures the task relates to \nthe child in the orange box \u201cSave\u201d. Our assistant \npsychologist will be informed that a new set of \nscreening questionnaires has been set up and \nthey will create a mini report. \nOnce the mini-report is created, it will be \nuploaded onto child\u2019s record and a task will be \nsent to you, to inform you that a mini-report has \nbeen completed. You will get a notification next \nto your name at the top right-hand corner of the \npage. It will be a number in a red box. You can \nmark this task as \u201ccomplete\u201d, and the report will \nbe available under the \u201cfiles\u201d tab. \n48","49"]