Employee Resources & Clinical Tools
Use this hub to quickly access clinical guides, documentation tools, referral lists, client worksheets, tutorials, and internal practice resources. Please check each resource label before sharing anything with a client.
Quick Access Panel
In this section, you will find information about our practice policies, internal guides and scripts, as well as downloadable PDF documents that can be shared with clients when appropriate.
Documents to Be Shared with Clients
- Welcome to Spruce
Download and share this document with clients when inviting them to communicate through Spruce. - Fee Schedule and Policies
Download and share this document with clients when reviewing fees, cancellation policies, and other practice expectations. - ADA & FMLA Accommodation Support Policy
Download and share this document with clients who have questions about ADA accommodations, FMLA, or other supportive documentation requests.
Internal Policies and Guides
- Home Office Telehealth Setup Guide
For internal use. Review this guide when setting up or maintaining a private and compliant home telehealth workspace. - AI Policy
For internal use. Review this policy before using any AI-supported tool in connection with your work at Roamers Therapy. - How to respond when a client dissents our policies?
For internal use. Use this guide when a client questions, disagrees with, or expresses concerns about a Roamers Therapy policy. - Client Treatment Review Script for Clinicians
For internal use. Use this script when completing a treatment review with a client. - Medical Records and Professional Letter Requests
For internal use. Review this guide when a client requests medical records, a professional letter, or other supportive documentation. - Biweekly Scheduling Requests Policy
For internal use. Review this policy before submitting your biweekly scheduling requests or availability updates.
In this section, you will find the current script and guidance for conducting 15-minute phone consultations with prospective clients.
- Roamers Therapy Phone Consultation Script
internal use
In this section, you will find internal forms, employee resources, scheduling guides, clinical tools, and office compliance documents.
Employee and Anniversary Evaluation
- Anniversary Evaluation Survey
This survey must be completed by clinicians once each year on their employment anniversary. - Employee Evaluation Form
This form must be completed by clinicians four times per year, on March 1, June 1, September 1, and December 1. Supervisors must also complete the form for each of their supervisees on the same dates.
Calendar and Time Off
- Calendar Management
- Irregular Time-off Request Form
use the SOP here to block off your calendar on SimplePractice - Supportive Documentation Irregular Time-off Request Form
- How to add Time-off on Simple Practice
- How to Manage Your Training Hours
CPT Codes and Level of Care Forms
- CPT (Current Procedural Terminology) Codes And How To Use Them (internal use)
- Form For Level of Care Needs Assessment and Treatment Planning Reduction & Referral
Office and Telehealth Compliance
- Physical Office & Supplies Guide for Lakeview & Dearborn
- Home Office HIPAA Compliance Attestation Form
(pw: johngottman) - Home Office Telehealth Guidelines Attestation Form
(pw: johngottman)
Reasonable Accommodation Forms
In this section, you will find workplace safety forms, workers’ compensation information, and emergency contact numbers for each office location.
Safety Reporting
Workers’ Compensation
Emergency Contacts
- South Loop Emergency Phone Number: (312) 554-4444
- Lakeview Emergency Phone Number: (312) 925-7164
In this section, you will find supervision guides, assessment tools, professional development resources, and clinical review materials.
Supervision Planning and Preparation
- Supervision Agenda
- Assessment of Supervisee Educational Needs by Munson
- Preparing for Supervision Guide
Supervision Assessment Tools
Professional Development and Reflection
- NASW Code of Ethics Quiz
- Questions to ask when crossing boundaries – Codes-Standards-Reflection
- Reactions to Criticism for Supervisees by Munson
Clinical Review and Documentation
- Example Diagnostic Evaluations and Treatment Plans
cheat sheet - Client Treatment Review Guide and Script for Clinicians
Transfer of Care
In this section, you will find professional codes of ethics documents.
You can find training videos, tutorials, guides, and supporting resources for the platforms used at Roamers Therapy.
SimplePractice
SimplePractice is the EHR solution we use at Roamers Therapy for all things clinical: booking appointments, collecting intake documents, posting diagnoses and treatment plans, submitting progress notes, and more. Below, you will find a video tutorial on how to use SimplePractice.
SimplePractice Video Tutorial
Spruce
Spruce is our communication platform to form a two-way communication channel between therapists and clients. You can watch the following video to learn how to use Spruce.
A few things to keep in mind before watching the video for the first time:
- You will be invited to our Spruce team by Practice Management during your first week. Please do not attempt to create an account before being invited as it may delay setting up your Spruce account.
- You should always review the “Spruce communications and etiquette” section on our Employee Handbook page 91.
- You should carefully review our “Welcome to Spruce” document from the Policy Guides and Scripts section above and download this document to share with each client you invite to Spruce.
- You can also find an SOP that explains the steps of inviting a new patient to Spruce and creating a new thread with an existing or previous client.
Spruce Video Tutorial
In this section, you will find intake assessments, risk assessments, FMLA and ADA assessments, progress note guides, treatment plan resources, and related video tutorials.
Every new client at Roamers Therapy receive a comprehensive intake package to be completed before their very first appointment. This package includes our policy documents, an open-ended initial assessment, evidence-based questionnaires, and two additional assessments for couples clients. These intake forms provide our clinicians invaluable information to prepare for their first session, diagnose their client’s condition, prepare progress notes, and develop their client’s treatment plan. You can use the resources below to familiarize yourself with our initial assessments:
Intake Questionnaires
- Roamers Therapy Intake Questionnaire
- ACE
Adverse Childhood Experiences Questionnaire - CAGE-A
- GAD-7
Generalized Anxiety Disorder Assessment - PHQ-9
Patient Health Questionnaire - SBQ
Suicidal Behaviors Questionnaire
Intake Forms for Couples/Relationship Therapy Clients
The following assessments are shared with only couples clients in addition to our standard assessments above.
- Roamers Therapy Couples Intake Questionnaire
- Gottman Relationship Checkup
This is a proprietary evidence-based assessment developed by the Gottman Institute. It includes an extensive list of questions to be answered by each partner and outputs a detailed report. We strongly recommend that new couples complete this assessment, but we do not make it mandatory because it has a $39/fee per couple. The questions of this assessment are not publicly available, but you can read more about the assessment at this link: https://gottmanconnect.com/checkup/professionals. During your first week at Roamers, practice management will create an account for you on Gottman Connect and share its password with you.
Intake Assessment Tutorials and Scripts
Use these videos and scripts when preparing for individual, couples, or child intake appointments.
- Intake Appointment Script and the Initial Assessments
- Couples Intake Appointment and Initial Assessments
- Child Therapy Script and Initial Assessments
Diagnostics
- DSM-5–TR
Diagnostic and Statistical Manual of Mental Disorders - ICD-11
International Classification of Diseases
Diagnosis Resources
When diagnosing a client, you should always refer to DSM-V for diagnostic criteria and make sure that your diagnosis is compliant with ICD-10. As a rule of thumb, you should never add a diagnosis to a client’s file on SimplePractice if you do not have sufficient information to confirm your diagnosis and you should avoid “X.8-Other” and “X.9-Unspecified” diagnoses.
- The Diagnostic and Statistical Manual of Mental Disorders (DSM-V)
- International Statistical Classification of Diseases and Related Health Problems (ICD-10)
Treatment Plan
Progress Notes
Use these guides when writing or reviewing progress notes in SimplePractice.
Progress Notes Video Tutorial
Treatment Reviews
Treatment Review for Children
Use these forms and protocols when assessing suicide or homicide risk or responding to a client crisis.
- Supervisor On-Call & Crisis Management Protocol
- Pre-Licensed Clinician Crisis Management Protocol
- Suicide & Homicide Risk Assessments
- Additional Suicide Ideation Risk Assessments Guide
Risk Assessments Video Tutorial
You should complete the assessment below when you are preparing an FMLA/ADA letter
In this section, you will find worksheets, exercises, workbook sections, and visual aids to use during sessions or share with clients when relevant. If you need a specific section of a PDF file, contact the Practice Manager at contact@roamerstherapy.com with your request.
Individual Therapy
- Body Image Worksheet
- Coping Skills Worksheet
- EMDR Affect Scan
- Grudges Worksheet
- Problem Identification Journal Exercise
- Behavioral Activation for Depression
- Different Areas of Life Journal Exercise
- Theme Prompts Sheet
- Individual Therapy Visual Aids
Relationships and Couples Therapy
- Aftermath of a Fight or Regrettable Incident
- Grudges Worksheet
- Science of Trust
- Couples/Family Therapy Visual Aids
Family Therapy
Child Therapy
In this section, you will find substance use, HIPAA, child therapy, and credentialing resources for use at Roamers Therapy.
HIPAA Resources
- Communicating with Patients
- Internal Communication
- Medical Records Requests
- Physical Office – File Cabinet
- Important Reminders Regarding Patients
- Working From Home HIPAA Guidelines
- In-person Appointments Guide
- Encountering a Client Outside of Sessions
Child Therapy Resources
- Child Development -Trauma Guide
- Clinical Use of Child Therapy Materials
- Treating Traumatic Stress in Children and Adolescents Book
Credentialing Resources
In this section, you will find policies, forms, and client documents to use when preparing a client for discharge or transferring their care.
Discharge
- Discharge Policy and Expectations from Clinicians
- Mental Health Maintenance Plan
- Saying Goodbye / Termination of Therapy (to share with clients)
Transfer of Care
Referrals (for IL)
You can use the resources below to refer your clients to external practitioners in Illinois:
- Referral Guide for Clinicians (only for internal use)
- Abuse and Violence Referral List (to be shared with clients)
- ADHD Referral List (to be shared with clients)
- Autism Referral List (to be shared with clients)
- Child Therapy Referral List (to be shared with clients)
- Eating Disorders Evaluations & Treatment List (to be shared with clients)
- EMDR External Referral List (to be shared with clients)
- Family Counseling Referral List (to be shared with clients)
- Grief Support Groups & Grief Counseling Referral List (to be shared with clients)
- Ketamine Assisted Therapy Referral List (to be shared with clients)
- Neuropsychological Evaluation Referral List (to be shared with clients)
- Parenting Coaching Parenting Classes Referral List (to be shared with clients)
- Partial Hospitalization Programs (PHP) and Intensive Outpatient Programs (IOP) Referral List (to be shared with clients)
- Psychiatrist Evaluation & Medication Management Referral List (to be shared with clients)
- Registered Dietitian Referral List (to be shared with clients)
- Somatic Experiencing Referral List (to be shared with clients)
- Substance Use Referral List (to be shared with clients)
- Trauma Therapy Referral List (to be shared with clients)
- Urgent Care Referral List (to be shared with clients)
- Sliding-Scale / Low Cost Referral Options (to be shared with clients)
Referrals (for DC)
You can use the resources below to refer your clients to external practitioners in Washington, D.C.:
- Psychiatric Medication Evaluations & Monitoring at Washington, D.C Referral List (to be shared with clients)
- Practices That Accept Insurance at Washington, D.C Referral List (to be shared with clients)
Referrals (Out of State)
You can use the resources below to refer your clients to out of state practitioners:
This page is password protected, and the password will be changed periodically. Sharing this private password with third parties may result in disciplinary action.
Intellectual Property Disclaimer: This page contains internal documents produced by Roamers Therapy for active employees only. It is also our intellectual property. Please do not share with any third parties and do not use it outside Roamers Therapy for any purposes without our written consent. Any violations may result in disciplinary action and/or legal action.