The Clinic Admin Team begins by collaborating with the Course Scheduling team and our clinical educators to determine the available appointments for the semester. once this schedule is set, the Clinic Admin Team requests treatment recommendations from the clinical educators and opens client registration. During registration, clients are able to provide their availability for sessions. This information is then compared with clinical educator availability and clients are placed on the schedule. Aspects the Clinic Admin Team considers during this stage includes client diagnosis, clinical educator's domains of expertise, and client's previous clinical educator(s).
Scheduling Considerations:
Client's Availability and Diagnosis: Each semester, clients submit a registration form where they provide the Clinic Admin Team with all of their availability. This information, in collaboration with their diagnosis and current plan of care, is used to place them on the schedule of a clinical educator who can support the continuation of their care in the following semester.
Client's Previous Clinical Educator(s): To support the continuum of care across semesters, the Clinic Admin Team does their best to pair clients with clinical educators that they have worked with in previous semesters. There are times when the client's availability does not match the clinical educator's, so this is not always a guarantee, but it is a key consideration when creating the schedule.
Clinical Educator's Domains of Expertise: If a new client is added to the schedule, a client's goals have changed, or the client's previous clinical educator is not available, the client will be scheduled with another clinical educator. The Clinic Admin Team reviews the treatment recommendations and diagnoses of each client to pair them with a clinical educator who is best able to support their plan of care.
Following the creation of the schedule, the clinical educators have an opportunity to review their client lists and provide feedback to the Clinic Admin Team before student caseloads are created.
Weekly treatment sessions can be scheduled for Monday-Thursday 8am - 7pm. The specific schedule for each semester is created in collaboration with the course schedule to avoid conflict between courses and client sessions. As mentioned on the M.S. Guide, all students must adjust their personal schedule to meet the needs of practicum.
Caseload Considerations:
Your Availability: Prior to the start of each semester, the Clinic Admin Team will reach out to request that you input your schedule into Titanium for use during caseload creation as well as throughout the semester to determine coverage availability and potential availability for an additional client later in the semester.
Direct Contact Hours: As your first opportunity to earn direct contact hours through weekly treatment sessions, the Clinic Admin Team assigns clients across the lifespan to your caseload, with at least 1 pediatric and 1 adult client. Additional as the clinic continues to operate in a hybrid format, you will be assigned at least 1 in person and 1 telepractice client, when possible.
BEP Hours: If you are part of the Bilingual Extension Track, the Clinic Admin Team takes this into consideration when creating your caseload. Your pediatric clients will likely be assigned to provide some of these direct contact hours. The team does their best to assign you clients in your target language, but cannot guarantee that there will be clients in the clinic or that their availability will match yours.
PCAP Client: During your Principles of Intervention course, you selected a client to follow throughout the semester during your Pre-Clinical Apprenticeship Program (PCAP) assignments. Whenever possible, the Clinic Admin team assigns you to your PCAP client to support continuation of care and learning. You do have the opportunity to share if you would like to continue with your PCAP client during the Practicum Planning Survey.
Evaluation Client: If a client evaluated the previous semester is scheduled for weekly sessions, the Clinic Admin Team does their best to schedule the client with one (or more) of the students who conducted the original evaluation. This allows for continuation of care for the client and allows you to follow the client from evaluation to weekly sessions.
Connecting with Clinical Educators: The Clinic Admin Team does their best to schedule you with a maximum of 2-3 clinical educators. This is done to support connection with the clinical educators as well as scheduling weekly meetings to connect regarding clients and progress throughout the semester.
Client Scheduling is a multi-layer process with many considerations at every stage. But that doesn't mean that you don't get a say in your caseload. Prior to the start of each semester, the Clinic Admin Team shares the Practicum Planning Survey. This is your opportunity to share any information you would like us to take into consideration, including if you'd like to continue working with your PCAP client, if you speak a language other than English, and the treatment domains you are interested in exploring during your practicum experience. As a generalist training program, the Clinic Admin Team cannot guarantee that every client on your caseload will match your interests, but this survey is the best opportunity to share the information so that it can be taken into consideration.
At the same time as the Practicum Planning Survey is shared, the Clinic Admin Team will also request that you enter your schedule into Titnaium for the semester. The team will only take courses into consideration when creating your caseload. If there are extenuating circumstances, such as recurring doctor appointments or work schedules, please reach out to the Clinic Admin Team at nyuspeechclinci@nyu.edu so that it can be discussed further. Reaching out Titanium schedules are due is recommended to provide ample time for discussion and potential consideration during caseload creation. Additionally, please be sure to keep your schedule updated throughout the semester. As mentioned above, this information is used by the Clinic Admin Team to determine potential session coverage for your fellow graduate student clinicians or the addition of a client to your caseload, when available.
Unlike weekly treatment sessions, Diagnostic Evaluations are scheduled on a rolling basis, meaning that the Clinic Admin Team never stops connecting with clients to schedule their evaluation appointments.
As mentioned above, evaluation clients are scheduled on a rolling basis on a first come, first serve basis. Each full-time faculty member of the clinic conducts one evaluation a week throughout the semester, beginning the fourth week of the semester. The Clinic Admin Team reviews the intake documents received to determine the clinical educator(s) who are best able to support the evaluation. The team does their best to make these pairings whenever possible, but cannot always guarantee ideal pairings.
Student groups are randomly assigned by the Clinic Admin Team at the start of each semester. The only consideration that may affect the randomization of groups is if one or more students are participating in the Bilingual Extension Track. Students may be placed in a group together depending on the number of BE eligible clients that have been scheduled for evaluations throughout the semester.
If you have the opportunity to participate in more than one evaluation during the semester, the team will do their best to provide you an opportunity to work with different classmates and clinical educators for each evaluation.
At the beginning of the semester, the Clinic Admin Team and your professors will share the time blocks for evaluations so that you have ample time to make adjustments to your schedule. They will also share the number of evaluations you will conduct throughout the semester. Students typically conduct 1-2 evaluations per semester. This number fluctuates based on the length of the semester and the number of students in your cohort.
You will receive an email with your evaluation assignment and group information two weeks before your scheduled evaluation. This system is established to ensure equity in preparation time across groups and to support your clinical educators in connecting with you to provide support and feedback before and after the evaluation.