Ohio University

BASICS Telehealth

CPS will administer the BASICS program via telehealth for the fall 2020 semester. Please be aware of the following guidelines for engaging in telehealth BASICS appointments.

BASICS Registration Process

Contact CPS at 740-593-1616 in order to schedule BASICS appointments. Our health service associates will assist you in scheduling appointments and will providing instructions regarding paperwork that needs to be completed prior to intake appointment. There is a $100.00 fee associated with the intervention. See missed appointment policy below for additional information related to fees associated with BASICS program.

How long does it take to complete BASICS?

The BASICS program consists of two (2) individual counseling sessions. Session One consists of an hour with your BASICS Counselor, plus an additional 30 minutes completing assessment instruments prior to your appointment. Consider the first session a two-hour appointment in your schedule that day. Intake paperwork and assessments must be completed 30 minutes prior to your meeting with your counselor. One week later, Session Two is a one-hour appointment with your BASICS Counselor, plus several minutes afterward completing a satisfaction survey. To complete the program, you must attend both sessions as scheduled.

Missed Appointment Policy Notice Please review this form carefully, as it will ensure your successful completion of BASICS.

What if I miss an appointment due to illness or an emergency? We hope not! But if so, the $100 re-scheduling charge from CSSR and $20 no show charge from CPS will be waived for three specific situations. These exemptions are considered when there is a: 1) Death in the family (student must provide a dated obituary or program from the services or funeral) 2) Medical emergency (student must provide dated proof of services received from a health care provider) 3) Unique extenuating circumstance -- Corroborating documentation of this circumstance must be provided. Unfortunately, due to high demand, you may have to repeat the program from the start, perhaps with a new counselor. The BASICS Supervisor, not your BASICS Counselor, grants exemptions. Please do not attempt to communicate directly with your BASICS Counselor. Instead, contact Alex Reed, 740-593-1616 or reedj5@ohio.edu. What if I miss an appointment for reasons that are not approved? Counseling & Psychological Services automatically charges a $20 No-Show fee for missed appointments. This will show up on your student account as a “Health Center C&P Services”. The Office of Community Standards and Student Responsibility will automatically charge your student account a $100 re-scheduling charge at the time of your missed appointment. You will mostly likely have to repeat the program from the start and may be assigned a new counselor. Note that you may need to clear this charge in order to register for classes. IN ORDER TO RE-SCHEDULE YOU MUST CALL CPS TO RESCHEDULE. What if I miss an appointment again, after rescheduling? We will notify your referral source that you have failed to complete the program. If you are referred by the OU Office of Community Standards and Student Responsibility, a hold will be placed on your account and you will be charged a $100 rescheduling fee. If you are referred by an attorney, an officer of the court or another such party, we will notify them of your failure to complete the program. You will not be permitted to register for BASICS a third time and may need to pursue alternative methods of fulfilling obligations for your referral source.

 

Formats of BASICS Telehealth Services at CPS

  1. Synchronous:  Counseling services where the counselor and the student participate in counseling at the same time
    1. Phone Counseling Sessions
    2. Video Conferencing Sessions via Microsoft Teams

Setting up Telehealth (i.e., consents, location verification and expectations, and development of Emergency Contact Plan). The following must be complete prior to meeting with your BASICS counselor.

  1. Standard BASICS informed consent with limitations to confidentiality and duty to warn
  2. Telehealth consent (refer to telehealth consent form)
  3. Supervision disclosure—informing client of supervisor and supervised nature of your work.
  4. Emergency Contact Plan includes:
  5. Discussion of location differences (home, other private location)
  6. For all scheduled sessions, clarify our expectation that client be at current address for each scheduled session and notify CPS by calling 740-593-1616 if they are going to be at a different location/address during session.
  7. Student’s identity must be verified prior to engaging in confidential services (i.e., verification of PID and DOB).
  8. Secondary mode of communication if primary technology fails

 

Confidentiality and Privacy

CPS utilizes multiple measures to ensure client’s confidentiality and privacy from the counselor’s side of the session.  CPS discusses measures that the student should take to ensure confidentiality and privacy from their end.  Examples include:

  • Conduct the sessions in a private location where others cannot hear you.
  • Using secure video conferencing technology. The CPS uses Microsoft 365 TEAMS, a HIPAA compliant application.
  • Do not record any sessions on Teams.
  • Password protect your computer, tablet, phone, and any other device with a password that is unique. 
  • Always log out of your sessions.
  • Do not have any software remember your password. Sign in every time.
  • Do not share your passwords with anyone.
  • Do not share your computer when you are logged on to any counseling software.
  • If you wish to avoid others knowing that you are receiving counseling services, clear your browser’s cache (browsing history), and on your phone, list your therapist by a name rather that as “counselor or therapist”.
  • Have all of your devices set to time out requiring you to sign back in after a set idle time.
  • Keep your computer updated.
  • Use a firewall and antivirus program.
  • Notify your counselor if you suspect any breach in your security.

 

Benefits to Telehealth

  • Increase access (disabilities, transportation issues, weather, illness, or emergencies)
  • Convenience regarding scheduling, travel time, etc.
  • Cost savings (e.g. cuts out travel costs, childcare, time off work)
  • Barrier removal, including those with dx such as PTSD or social anxiety
  • Reduced perceived stigma
  • Authenticity of emotional expression: online disinhibition effect – more likely to share more intense or authentic emotion when at a distance
  • Effectiveness literature indicates effectiveness, and body of literature growing
  • Client empowerment:  clients can feel sense of control
  • Social Justice: removal of barriers creates more equitable access for students
  • Increases clinical capacity: by using multiple tele-mental health services, can increase number of students served and seeking services (which can also lead to limitations to ability to serve the demand)

 

Limitations of Telehealth Services

  • Confidentiality is greatest concern
    • Instruct clients about how to maintain their own confidentiality, including where they may want to be during their sessions (not in a public location) and being mindful that no one else is in the room that should not be in the room
  • Keeping pace with ethical codes and best practices
  • Limited literature on TMH effectiveness
  • Inability to see communication in context, including non-verbal communication; may have to instruct client on how to create the best atmosphere for the most effective session
  • Service disruption due to technical issues, power outages, challenges with internet connections; identify back-up plans
  • Credentialing and training are essential
  • Administering assessments can be challenging online if it hasn’t been created for online delivery
  • Ensure malpractice insurance covers TMH
  • Lack of technical infrastructure- ensure hardware, software, and human resources are available to provide services in effective, legal, ethical manner
  • Crisis intervention must be planned in advance
  • Privacy and Security compliance is required by state laws; clients may not waive rights with non-compliant service delivery platforms
  • May limit access for individuals without access to high speed internet (i.e., in rural or remote areas)

 

Technology

  • CPS utilizes Microsoft 365 TEAMS, a HIPAA compliant technology. 
  • Staff and Clients need to download Microsoft 365 Teams on to their desktop/laptop/tablet
  • Staff shall contact Business & Technology Manager for technology related support
  • All communications between the client and the counselor occur within the secure patient portal, with the exception of email for scheduling purposes and to share links and blank documents
  • All staff shall be familiar and or trained on utilizing TEAMS video conferencing and telephone conferencing functions
  • Preferred mode of technology for clients is using desktop/laptop/iPad for video conferencing
  • Additional training content (See Appendix F, Telehealth Tips for Providers and Clients)

 

Staff Training and Competence

  • Ohio law requires providers be trained in the provision of telehealth services, best practices, as well as legal and ethical guidelines
  • Ohio law requires that providers have the technology competence to effectively deliver telehealth services
  • All CPS clinical staff will complete telehealth certification program from Zur Institute TeleMental Health and Digital Ethics course (26 Hours)  https://www.zurinstitute.com/course/certificate-in-telemental-health/

Supervisee Training Requirements (See Appendix G for Telehealth Training Requirements)

Supervisees will complete APA approved training in telehealth that addresses the legal and ethical issues related to providing telehealth services.

Supervisees will also review the ethical code of their specific profession i.e. counseling, social work to clarify any differences not addressed in above training.

Supervisors will address any questions related to legal and ethical issues in first supervision session of fall semester.