Embedded Files
When to Close
When to Close
Termination can occur in many ways:
the client may never have come in
the client may tell the student therapist they do not want to continue
the student therapist may have completed the required one year at the Center
the client may need a different level of service, or
the student therapist and the client may decide together that therapy should be terminated.
If clients do not seem to be engaging in therapy (ex. do not respond to phone calls, consistently no show for appointments), consult with your supervisor about moving towards closure. If clients have not been seen in 30 days, then the case should be closed. Clients should be informed of this either over the phone or in a closing letter. See 'Correspondence with Clients' section under Clinic Policies & Procedures > Client Files for more information on how to send letters to clients.
Cases are to be closed promptly when finished with therapy or after no more than 30 days of inactivity.
Why it's important to close a case in a timely fashion
Why it's important to close a case in a timely fashion
AAMFT Code of Ethics states client records are to be maintained accurately & adequately. For a record to be accurate, any clients that have terminated therapy or are otherwise inactive need to appear this way in their client file. Failure to close cases in a timely manner becomes a matter of ethical conduct.
Additionally, if cases are not closed in a timely manner it falsely inflates the size of the caseload, which may delay or decrease the number of new cases assigned.
Closing Procedures
Closing Procedures
When a client discontinues therapy at the Center for ANY REASON (including the fact that they never came), the case will need to be closed. To do so:
You will first want to make sure all forms that have been signed are in Titanium (Therapy Agreement, Treatment Plan, Releases & Consents).
Be sure any copies of letters or worksheets/drawings that exist in hard copy form are in the physical file.
In Titanium, be sure:
All case notes have been completed & signed by the supervisor
All pictures have been uploaded to electronic file
For Trans Team clients, copies of letters of support (signed on letterhead) and readiness packet are uploaded to electronic file
Closing Summary is completed in Titanium. In addition, the "Termination New" data form must be completed and attached to the closing summary for each individual. Please note that a summary and data form must be completed for EACH person in a relational case.
A Closing Checklist must be filled out for each case (not individual) and submitted to the Clinic Administrative Assistant once you have completed the closing summary, termination data form, and checked the physical file to make sure all is in order. There is a folder in the clinic office where these are turned in. You do not need to wait until the supervisor signed the closing summary in Titanium to submit your Closing Checklist.
Submitting of the Closing Checklist is the only way the Clinic Administrative Assistant and Clinic Director will know a case has closed and a new case can be assigned. The Clinic Administrative Assistant audits the physical and electronic file. Once everything is completed the Clinic Administrative Assistant will deactivate the client.
Closing Case Checklist ADA.docxClosing Checklist
Closing Checklist
To be completed and turned into Clinic Administrative Assistant in order for a case to be officially closed
No Contact Closing Letter Template.docxNo Contact-Related Closing Letter template
No Contact-Related Closing Letter template
To be used when unable to reach the client by phone.
Edit template as appropriate for unique client situation. Print on clinic letterhead and sign. Scan signed letter into to client's chart in Titanium.
Discharge Letter templateDischarge Letter template
Discharge Letter template
To be used when closing due to client request, goals met, and/or mutually agreed by therapist & client
Edit template as appropriate for unique client situation. Print on clinic letterhead and sign. Scan signed letter into to client's chart in Titanium.
Attendance-Related Closing Letter template
Attendance-Related Closing Letter template
To be used when case is closing due to persistent attendance issues. **Only use after discussing with supervisor
Edit template as appropriate for unique client situation. Print on clinic letterhead and sign. Scan signed letter into to client's chart in Titanium.
Transferring Procedures
Transferring Procedures
Generally, cases are transferred in January when Master student therapists are leaving the Center. Some doctoral students may also transfer cases in August. It is recommended that there be a transfer session including the outgoing and incoming therapist, in order to help the client transition.
The same closing procedures apply to transferring cases. In Titanium, a Transfer Summary (rather than closing summary) should be completed for each individual in the case. A “Termination New Data Form” also has to be filled out and attached to the transfer summary note.
A Transfer Case Checklist must be filled out for each case (not individual) and given to the Clinic Administrative Assistant. Once this form has been submitted, the Clinic Administrative Assistant can follow up to make sure supervisor signs forms, file is in order, and the client can be removed from your client list.
Transfer Case Checklist.docxTransfer Case Checklist
Transfer Case Checklist
Outgoing therapist completes this and turns into Clinic Administrative Assistant to officially transfer the case
New Therapist Checklist for Transfer Cases.docxIncoming Therapist Checklist
Incoming Therapist Checklist
Form to help ensure all paperwork is completed when beginning therapy with a client that has been transferred to you
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