In the world of therapy and counseling, efficient documentation is essential for both the practitioner and the client. From intake forms to feedback surveys, having the right forms not only ensures compliance but also enhances client care. At SafeTalk, we offers a wide range of customizable forms designed to meet the needs of therapists and counselors. In this article, we’ll explore the various forms available in SafeTalk, how to use them effectively, and why they are an invaluable tool for your practice. Let’s check it out!
For Center Managers: Create Form Templates for your Team
As an Center Manager/Owner, you have the ability to create Form Templates that can be used by anyone within your team. This is particularly useful, if you want to standardize format & information across your team. So Let’s do that!
Step 1: From the left sidebar, go to “Organization” page & select the “Templates” tab from the top menu
Step 2: On the “Templates” page, scroll to the bottom and you will see the Forms Templates section. This is where you can manage(add/edit) your organization form templates. Click on “Create Form Template” button on top right to start creating your templates.
Step 3. Go to “How to setup a new template” section to learn how to setup a new template.
For Therapists: Your Personal Form Templates
As an Individual Therapist or a Therapist within an Organization, you have the ability to manage(add/edit) your own Templates. This is a useful case, if you want to create templates for your personal practice(that do not follow your center’s format, if you are a therapist within a center). Let’s learn how you can do that!
Step 1: From the left sidebar, go to “My Practice” page & select “My Templates” from the top Menu
Step 2. Scroll to the bottom of the page & you’ll find the “Form Templates”, Here, you are able to manage(edit/delete) your personal templates. These templates will be only visible and usable to you(& no one else within your team, if you are a therapist within a center). Simply click on “Create Form Template” button on top right to start adding your personal form templates
Step 3. Go to “How to setup a new template” section to learn how to setup new templates
How to setup a new Template
Step 1: Click on “Create New Template” and select one of the options
- Create a template from Blank. You are given a blank page & a number of very useful tools for form creation. Design your templates from scratch to be exactly how you want to them to be.
- Duplicate Your Template: Want to duplicate an existing form template you have? It’s easy, select the template you have in mind, click “duplicate” and start from there. No changes will be made to the original template
- Library: SafeTalk has you covered! We have created a library of various templates ready that are just ready for your use. Duplicate our templates to your own library & modify them to match your needs exactly
Once you have selected the base for your template, you will redirected to the template design page. Here you are given a number of tools(similar to Google Forms) where you can start designing your personalized templates. Customize your templates to match your practice!
Assign a Form for Your Client to Fill Out
Follow these simple steps to assign a form to a client within SafeTalk:
- Navigate to My Clients
- Go to the My Clients section and locate the client you want to assign a form to.
- Open the client’s profile and access their History.
- Go to the “Files & Tasks” Tab
- Once in the client’s profile, click on the Files & Tasks tab to view and manage all related tasks and files.
- Assign a Task
- Click on the Assign a Task button.
- In the task type options, select Forms.
- Select a Form Template
- A list of your available form templates will appear.
- Optionally you can add a remark & also a due date to the Task
- Choose the appropriate form template from the list and assign it to the client.
Once assigned, the client will be able to access the form through their client portal and complete it at their convenience. Additionally, you have an option to download the form in .pdf format by simply clicking the .pdf button on the top right. The client will receive an email notification about the new task being assigned to them. You’ll receive a notification once the form is submitted, ensuring a seamless workflow!
Handling Missing Information in Forms
Sometimes, clients may submit forms with missing information. In such cases, you can take the following steps to ensure that the form is completed correctly:
- Click on “Edit Task”: Open the task associated with the form submission.
- Set the Status to “Open”: Change the task status to “Open” to indicate that further action is needed.
- Update the Due Date: Adjust the due date for the task to give the client more time to complete the form.
Once you’ve updated the task, the client will receive an immediate notification, prompting them to resubmit the form. You can also include specific remarks, guiding them on what information is missing and needs to be added.
Data Privacy & Security
All the Case Notes that are created in SafeTalk are stored using industry standard encryption & stored on HIPAA & PDPA compliant data storage . Case Notes not visible to anyone outside the intended parties(therapist & client). At SafeTalk we follow strict standards to protect your data privacy!
