Welcome to the Oregon Scottish Rite Clinic at PSU. The Clinic is located on the fourth floor of the University Center Building (UCB), Suite 420 on the Portland State University campus. The clinic area consists of:
Video viewing room
Audiology testing suite
Group and individual clinic rooms
A clinic reception area
A client waiting room
Faculty offices and laboratories
Student Clinician Lab - containing assessment and intervention materials and computers
Classrooms
Conference rooms
The Oregon Scottish Rite Speech and Language Clinic at PSU provides assessment and intervention services for individuals with communication disorders. The Clinic also serves as a learning laboratory for students in the Department of Speech and Hearing Sciences. We are a donation-based clinic and all clinic services are offered free of charge to clients.
Clients are referred by physicians, school professionals, health agencies, private practitioners, and self-referral. The clinic provides services primarily to individuals from Oregon and Southwest Washington. Application forms are available through the Speech and Hearing Sciences office and the SPHR website.
The following professional appearance policy is in effect for all students unless it conflicts with the policies of individual externship sites where students are assigned, in which case, the policy of the externship facility supersedes the SPHR policy. In all instances, you must adhere to the professional appearance policy of the institution where you are having your clinical experience.
APPEARANCE, DRESS, and HYGIENE FOR EXTERNSHIPS
Company norms and policies typically have rules regarding appearance, dress, and hygiene. It is your responsibility to take care of yourself and be sure that you are meeting expectations of your externship sites in these areas.
APPEARANCE, DRESS, and HYGIENE FOR THE OREGON SCOTTISH RITE CLINIC AT PSU
Professional appearance must be observed anytime you are performing clinical duties. The professional appearance policy is for the purpose of demonstrating respect to our clients, their families, other professionals, and the PSU community who access our services.
When providing clinical services, the standard is clothing that is neat, clean and appropriate for your responsibilities. On days that you are not working in clinic and yet are still within the clinic space please be aware that our clients and their families are still seeing you. We trust that you will use your best judgment to ensure the focus is on client care. Thank you in advance for all that you do to make the Clinic a professional atmosphere.
When serving clients or family/partners, the following additional guidelines should be observed:
Fingernails should be neat and clean
Fragrances including perfumes, cologne, body powder, hair spray, etc. should be kept to a minimum as to not impact clients and co-workers in the clinical/work setting
No denim jeans, shorts, athletic wear (yoga or sweat pants). Pants should not ride too low on the hips
Nothing "see-through" - If wearing light summer weight fabric pants/slacks/skirts/shirts - be sure they are not see-through
Skirts or dresses must be of reasonable length and no more than 3 inches above the knee. No spaghetti-strap dresses (unless covered by a jacket or cardigan)
Shirts must have sleeves (no tank tops unless covered by a jacket or cardigan) and no low necklines
Midriffs should be covered when arms are raised and cover the back when bending over
Casual T-shirts are typically not appropriate, but more formal T-shirts are typically okay
No tennis shoes or flip flops. It is okay to wear sandals (at the PSU clinic, but not at many externship sites). Use your best judgment. Check with your externship site as many locations require closed toe shoes.
Body tattoos are generally okay. Check with your supervisor if the tattoo has subject matter that may not be appropriate or could be distracting for clients.
Body piercings other than earrings or small nose studs/rings should be covered or removed. Off-site placement rules may be more restrictive.
Consider how you will be moving in the session, especially getting up and down, reaching for something in the session or sitting on the floor. Your body should remain appropriately covered even when in motion. Remember that there may be observers in the video viewing room who can see you from behind.
Please talk to the Clinic Director if you have any questions or concerns regarding the information on professional attire.
Name badges are provided for your use in clinic. You should wear your name badge anytime you are working with clients or their families. Name badges should also be worn when you are performing screenings, assessments, and observations within the community. This assists clients and their families to identify you as a graduate student professional from PSU.
PROFESSIONALISM IS COVERED MORE IN DEPTH HERE
You are expected to meet your clinical responsibilities except in the case of injury, communicable illness, family death, or severe inclement weather. If you cannot meet your clinic appointment or you will be late, you are responsible for notifying your client, co-clinician, and clinical supervisor. If your supervisor is not available, be sure to leave a message for them. Be sure to make every effort to notify everyone impacted.
You are required to inform your clinical supervisor if you will be absent for a clinical session. Absences other than illness and family emergencies need to be pre-approved by your clinical supervisor.
You should notify clients, your supervisor, and co-clinician (if applicable) as far in advance as possible regarding known absences.
You are responsible for contacting each of your clients to cancel clinical sessions for the day. Be sure to record clients, caregivers and supervisor’s telephone number for home use. The procedure for keeping client phone numbers and maintaining client confidentiality is to put the numbers in your address book labeled “PSU clinic” with no additional identifying information.
You are required to offer make-up sessions for cancellations you initiate. You must notify your clinical supervisor before scheduling make-up sessions and schedule make-up sessions when your supervisor is available.
Make-up sessions need to be scheduled during regular clinic hours so that a supervisor is present in the clinic area.
Make-up sessions may need to be scheduled during finals week.
Make-up sessions should be offered for families when cancellations initiated by the client are due to illness or inclement weather when notified in advance of the clinic session.
There may be situations when you may be asked to work with another client when their regular clinician is unable to be there. This typically occurs when a student is unable to complete the term due to unforeseen circumstances (e.g. family emergency, illness) and another student is asked to continue intervention for the client.
Non-compliance with the absence policy will be addressed on an individual basis.
Students are expected to maintain consistent attendance in their courses, clinics, and externships throughout the program. In clinic, it is especially important to consider the impact absences and inconsitent attedance has on client welfare.
The policies below apply except in cases of inclement weather, emergency, or other exceptions considered on a case by case basis.
● Students must be present in the clinic (or zoom room) and prepared for sessions a minimum of 15 minutes prior to the session. If a student is late to sessions or is present just as the session is supposed to start, it may impact their grade and ability to complete the clinic successfully.
● Students in clinics that meet twice per week, need to be present for a minimum of 80% of the sessions (or approximately 14 sessions out of 18 during the academic year) in order to gain a consistent training experience. If a student attends less than 80% of sessions, it may impact their grade and ability to complete the clinic successfully.
● Students in clinics that meet once per week, need to be present for a minimum of 80% of the sessions (or approximately 7 sessions out of 9) in order to gain a consistent training experience. If a student attends less than 80% of sessions, it may impact their grade and ability to complete the clinic successfully.
● Summer attendance expectations will be determined on a case by case basis by the Clinic Director and supervisor considering the overall impact of the absences on client welfare and the consistency of the training experience.
● Planned absences (e.g., planned events) are not permitted for clinical sessions, unless the student is able to work out make up sessions with their supervisor during finals week. Sometimes supervisors are not available, so plan ahead if you anticipate a planned absence.
● All planned absences must be communicated to the clinical supervisor prior to the beginning of the term.
● If the University is closed due to a holiday, this does not count towards the total number of absences allowed.
The Oregon Scottish Rite Speech and Language Clinic at PSU is committed to protecting the privacy of clients. One principle covered in the ASHA Code of Ethics involves the protection of clients’ rights to confidentiality. This practice includes issues of maintaining client records, release of information, and video and/or audio recording client sessions.
The Health Insurance Portability and Accountability Act (HIPAA) was passed by Congress in 1996. Many aspects of the law have been put into place since that time with the latest amendment in January 2013. The aspects that pertain to our profession include: universal standards for health care transactions as well as privacy and security for Protected Health Information.
In order to ensure that our clinic is in compliance with HIPAA privacy and security regulations, all graduate students are required to complete a training program. The training program will be completed prior to orientation and you will be provided with the information you need at that time.
Upon completion of the course you will upload the certificate to CALIPSO.
In addition, you must complete the Privacy and Confidentiality Quiz and Professional Expectations for the Oregon Scottish Rite Speech and Language Clinic Quiz in CANVAS. This will be reviewed at orientation.
The Oregon Scottish Rite Speech and Language Clinic at PSU limits its use and disclosure of PHI as required by law and in accordance with PSU Policy and Procedures. You are responsible for ensuring that each NEW client and their family receive our Privacy Policy. In addition, each client must sign a consent form acknowledging receipt of this information before receiving services in clinic. The signed form is then placed in the client's chart
In Accordance with HIPAA, you are required:
To keep clients information confidential at all times. Conversations related to clients should be conducted in private locations. It is important to remember that hallways are not private and even if no one is present when a conversation begins it is possible that during the conversation someone can walk by and overhear confidential information. Please be aware that the audio system in a clinic room is usually on and any conversation can be heard. In addition, it important to keep in mind that non-clinical staff, PSU employees, clients and their families come into the Student Clinician Lab throughout the day. It is essential to be aware of your environment when having a conversation regarding clients.
Information concerning a client, whether in client files, e-mail, client materials, or on audio or video recordings, is confidential. These are legal documents that represent the client’s activities in our clinic. It is imperative paper client files not be removed from the clinic and that each student clinician follow procedures for electronic client information. Client information should never be copied without the client’s written consent. Client information should never be emailed - even to the client themselves. It is unethical and illegal to share information (e.g. verbal, written, or recorded) about a client without the signed consent of the client or the client’s parent/legal guardian.
A student posts on twitter about how difficult a session was because their client has Down Syndrome and has difficulty speaking because of tongue thrust.
This is a violation because the student has posted information that has made the client identifiable to others who may be familiar with the clinic, client, or their family.
Two students are talking about their clients at the entrance of the Student Clinician Lab and turn around to realize another client, by the waiting room, is listening to their conversation.
This is a violation of the client’s privacy. Another person who is not involved in that client’s intervention has overheard details regarding the client’s diagnosis and treatment.
A student posts a picture of their client and the parent on Facebook.
This is a violation because even though no name is associated with it, a picture is identifiable. Even though the parent was present for the picture, that does not mean they gave consent for the picture to be posted on Facebook.
A student posts a picture of some classmates and a client can be seen in the background.
This is a violation of client privacy because the client is identifiable in association with the student clinicians. This kind of violation in a professional workplace would lead to immediate dismissal.
A student emails another student asking for more information about a client that they share.
This is a violation if the student includes the client’s name in the e-mail. In addition, responding to this e-mail and providing identifiable information (disorder, gender, age, etc.) about the client is also a violation. This includes other means of messaging (e.g. Facebook messaging, texting, etc.).
Sessions conducted via telepractice from a home setting require special procedures in cooperation with the PSU Office of Information Technology to ensure that all video recordings, SOAP notes, lesson plans and reports remain private.
All Zoom sessions must be hosted by the clinical supervisor without exception. The Zoom videos are stored on each host's cloud space managed by PSU and must be in the faculty cloud space (not the student's).
At the start of the term your clinical supervisor will orient you to the "Clinic Documentation" shared drive where all SOAP notes, lesson plans, and reports, will be stored. Clinic Documentation must never be downloaded or removed or worked on outside this shared drive space.
Client information should never be emailed - even to the client themselves. All client reports must be mailed to clients and procedures for printing and mailing are outlined in the CLINIC REPORT PRIVACY POLICIES below.
Clinical faculty -Archiving zoom session videos
Access the recorded sessions at: pdx.zoom.us.
As the host you should have a library of recorded sessions.
Share a password protected link with the Clinic Director. Put an expiration date on the link so that the link cannot be distributed indefinitely.
Be sure to adjust your settings within your Zoom account to allow the download of the file. Once you locate their Zoom, click on "More." Then, toggle the setting "Viewers can Download." You will need to do this for each individual recording.
For the remaining recordings that you are not sharing with the Clinic Director for archiving, you will need to delete from your zoom recorded sessions.
It is against HIPAA to post any information relating to a client through any type of social media. This includes, but is not limited to: Facebook, Twitter, e-mail, Facebook Messaging, YouTube, Linked In, Instagram, Snap Chat, texting, etc. It’s important to remember that you can be held personally and legally responsible for the publicly made opinions and comments you make, even on personally maintained sites and pages. The Speech & Hearing Sciences Program has a zero-tolerance policy for any breaches of client privacy in social media.
Any information that makes the client identifiable including pictures, names, client personal information should not be shared. Some examples include:
Never post a picture of a client even when you are in a non-traditional clinical setting (i.e., camp).
Never write any part of their name (including nicknames) in an e-mail, or any type of social media.
It is not appropriate to be social media "friends" or followers with your clients or their families/legal guardians.
Do not post information that is specific to your client where another person (including colleagues) would know who they are (e.g., naming disorder/syndrome)
Do not post videos of your clients to YouTube or any location on the internet
Do not take pictures or record video of your clients with your cell phone or other personal electronic device. Do not record audio without explicit approval and oversight of a clinical supervisor.
The best policy is to post nothing about your clients or their families on social media. If you would like to request assistance from colleagues, post something general such as, “Anyone have recommended activities for a child ages 4-6 years with expressive language disorder?” or “Looking for a referral for a 3rd grader who needs summer therapy for fluency.”
Keep in mind that anything posted on the internet through any medium is not private. Deleting a post or a comment does not make it impossible for this information to be retrieved by another person. If you have any questions, please see your clinical supervisor or the Clinic Director.
Personal electronics including cell phones should be silenced or shut off and kept out of sight when in the treatment and video viewing room with clients or families. Texting during a clinic session, meeting, observation, or when meeting with your clinic supervisor is not allowed. If you want to use personal electronics for clinical purposes you need to obtain approval from your supervisor prior to use.
It is important to maintain a professional relationship with clients and their families and one that is not personal in nature.
You should not socialize with clients/families outside of the clinic setting.
You should not become social media "friends" or followers with clients or their families.
You should not exchange or accept personal gifts from your clients.
You should not share personal contact information with clients/families including: personal e-mail, phone number and address. Students commonly block their cell numbers for use in clinic or use the land line located in the Student Clinician Lab.
Most of client documentation is electronic, but for some long standing clients , you may need to access the paper files. All paper client files are kept in locked file cabinets in University Center Building, Patient Records Room, 425U . Graduate student clinicians have key card access to these files Monday – Friday, between 8:30 am – 4:50 pm. When filing client files in the Patient Records Room please pay close attention and file correctly. Several times a term there are "missing" files that are actually in the file cabinets but filed incorrectly. Helpful hint: if you can't find a file you are looking for check under the client's first name also.
It is your responsibility to return the file to the file cabinet by 4:50 pm.
Client files must be signed out using the full-sized sign-out card which is then inserted in the place where the file belongs.
Include the date, your full name, time signed out and time returned.
Cross out your name when you have returned the file and complete time returned.
Files may not leave the clinic area and may not be taken home. Client files are allowed in:
The Student Clinician Lab
Clinic rooms
Supervisor offices
Clinical seminar meetings
All information in the files is confidential and may not be shared with anyone not involved in the clinic process.
Documents or information in client files may not be photocopied.
You are responsible for placing clinic reports, signed release forms, and other relevant documents in the client files as well as maintaining your client’s file.
CLIENT FILE ORGANIZATION
On the left side of the folder:
Route Slip.
This is where you would document any communication or correspondence regarding the client.
On the right side of the folder should be:
Client Information Sheet
Clinic Reports
Outside Reports
Initial Application
Release and Consent forms.
Test protocols and lesson plans should be kept in a separate file behind the client file.
If you see that the client file is falling apart, request a new file from the Clinic Office Coordinator. If you find that something is improperly filed, please place the documents in the correct sections. If you are unsure about where documents go in the file, contact the Clinic Office Coordinator as soon as possible.
When a fax comes in, they are placed in a hanging file titled "Faxes" in client records room next to the fax machine.
If you need to send information via fax, use the cover sheet that indicates the information sent is confidential.
The fax machine is located in the patient records room UCB 425U
The fax number is: 503-725-9171
All report drafts should be worked on in the Clinic Documentation shared drive only. You must never download a report to work on on your desk top or hard drive. Use client’s initials only. All printed rough drafts need to be inserted into the locked shredding bin in the Student Clinician Lab by the end of the term.
To maintain confidentiality, students may not print clinic reports in university computer labs or at home. Printing is available in the Student Clinician Lab.
You will never need to send or share electronic client information with your supervisor because you will use only the centralized Clinic Documentation shared drive where all client information is stored. Client information should never be emailed or shared electronically - even to the client themselves.
If a client needs to share information with another provider they can request this directly from you and you do not need a release to give a client their own PHI. You are permitted to print or copy information and give it directly to the client.
When completed, client reports are printed, placed in an addressed envelope, and inserted into the lockbox next to the printer in the Grad Lab. See more information on this in closing clinic procedures.
Electronic exchange of information is to be avoided if at all possible, this includes emailing information to outside parties, even if a Release of Information form is signed. If there is a reason that electronic exchange must be used, you need to work closely with your supervisor and notify the Clinic Director of how to proceed to ensure that the email is password protected.
Exchange of information will occur only with a signed Request for Release of Confidential Information form. There are two forms, one form is designated for release of information from PSU and one form is designated for release of information to PSU. Both forms are required if exchanging information or collaborating with outside agencies, schools, clinics, etc.
All signed release forms should be current and scanned and uploaded to the client’s file in the Clinic Documentation Drive. These forms need to be signed at the beginning of each academic year or for all new clients.
You are not permitted to fax information regarding clients without prior supervisor approval, appropriate signed releases, and then you will use the Oregon Scottish Rite Speech and Language Clinic Fax Cover Sheet. Once a fax has gone through the fax transmittal form needs to be shredded.
Electronic exchange of information is to be avoided if at all possible, this includes emailing information to outside parties, even if a Release of Information form is signed. If there is a reason that electronic exchange must be used, you need to work closely with your supervisor and notify the Clinic Director of how to proceed to ensure that the email is password protected.
Clients will sign and date the Video/Audio Agreement form each academic year. The form explains our practice of audio and/or videotaping sessions for educational and/or research purposes for students and faculty employed in the Department of Speech and Hearing Sciences at Portland State University and will not be used outside the University without written permission.
You will scan and upload the Video/Audio Agreement form in the appropriate section of the client’s electronic file in the Clinic Documentation shared drive.
As a student clinician, your sessions will be recorded. This information is considered Protected Health Information (PHI) and as such must be maintained appropriately. Most sessions are recorded and kept secure via the AV system installed in the Clinic. However, occasionally, sessions will be recorded via an independent device. When transferring the video or audio, it must be stored on the PSU H-drive, an encrypted thumb drive or encrypted external hard drive. Encrypted thumb drives or external hard drives must be stored in the Student Clinician Lab. These videos should not be shared with anyone outside of the Clinic. Videos should NOT be stored anywhere except on the Clinic Documentation shared drive.
For use of audio or video outside of PSU, an additional Release for use of Video/Audio outside of PSU form must be signed and dated by the client and uploaded to the client file.
If you want to use personal electronics for clinical purposes you need to obtain approval from your supervisor prior to use.
Clients will sign the Permission for Observation form for each academic calendar year. This form explains that departmental students and faculty may observe clinic sessions. All clients who participate in the Oregon Scottish Rite Speech and Language Clinic at PSU will be asked to sign this form.
Observations take place via monitors in UCB 425S. Graduate students will be given an access code by the Clinic Director to access both live feed and archived videos.
Clinic sessions may be observed by the client’s family members, supervisors, faculty, SPHR students, including graduate, undergraduate, and post-baccalaureate students. All students must sign a confidentiality agreement prior to doing observations in the clinic. These can be obtained from the Clinic Director.
Guidelines for observers include:
Be considerate of family members and offer them monitor stations if they are all occupied.
Observers are not to talk with, ask or answer questions of family members. If asked a question, refer them to the clinic supervisor.
Observers are not to talk while observing.
Observers are not to talk on cell phones, take video, or text while observing.
Observers need to be aware that clients and families can hear their conversations and comments.
Observers are not to talk with or ask questions of the student clinician about the client after an observation.
Observers need to be aware that they are in a clinic setting and may be interacting with client’s family members so dress appropriately.
No food or beverages are allowed in the video viewing observation room.
Read and sign the confidentiality agreement and return to the Clinic Director.
Non-compliance with these policies (including all the above and following policies) may result in:
Referral to the Clinic Director to develop a support plan
Possible dismissal from the program
Other procedures as determined appropriate by the PSU faculty
Completion of compliance requirements as outlined in the Clinic Welcome Packet including:
Background check
Immunizations
Drug Panel
Observation hours - 25 hours completed with signature and ASHA number of ASHA certified SLP OR Audiologist. If you have not completed all these hours prior to entry in the program, they can be completed simultaneously in your first term. You can download an observation log at the following link: Observation Log (site under construction - please seek this form by emailing Claudia Meyer at meyerc@pdx.edu)
HIPAA training must be completed prior to clinic orientation. (See HIPAA and Protected Health Information (PHI))
OSHA training must be completed prior to clinic orientation
Liability insurance is required for all student clinicians and is included in your tuition costs at PSU
CPR certification for Healthcare Professionals completed during clinic orientation
Professionalism and Privacy/Confidentiality Contracts forms completed and submitted via google forms
You are to instruct clients or parents to call the Clinic at 503-725-3070 to cancel clinical sessions. Messages of cancellations will be communicated via email.
You are permitted to share your pdx.edu email account with clients, but not personal email accounts.
You are responsible for notifying your clinical supervisor, co-clinicians, and to then record the absence on your lesson plan for that day.
You may offer make-up sessions for client absences, but this is not required. You must check with your supervisor prior to scheduling any make-up sessions.
Make-up sessions should be offered for families when cancellations initiated by the client are due to illness or inclement weather when notified in advance of the clinic session.
When the University closes due to inclement weather, all in person clinic sessions are cancelled and you are responsible for contacting your clients.
For Children:
The child’s parent or guardian is responsible for taking the child to the restroom. You must take the child with you when alerting the parent or guardian that they need to use the restroom. Do not leave the child alone in the clinic room.
If no parent or guardian is present, you may take the child to use the restroom. Children can use the restroom in the clinic designated for patients. If this restroom is not available, then use the staff restroom.
After the child enters the restroom, you must stand outside of the restroom in front of the door and wait for the child.
If the child needs assistance toileting, please talk to your supervisor and the child’s family at the start of the term to determine a procedure that protects both the child and yourself.
Do not be alone with the child when they need to use the restroom. Find a clinic faculty or other student to accompany you.
For Adults:
Attempt to use the SPHR restrooms located near the Student Clinician Lab when possible, as these are private, single person restrooms.
Adult spouses or partners of different genders may accompany the client into the appropriate restroom if using the public restrooms located in the hallway of UCB. You can assist by standing outside the restroom and informing anyone about to enter the restroom that there is a person of a different gender assisting someone in the restroom.
Adult clients in the Clinic may need assistance in the restroom. If their spouse, family or caregiver is not available to assist, then please talk to your clinic supervisor to determine a procedure that protects both yourself and the client.
Clinic rooms will be scheduled by the clinical faculty and the Clinic Director. It is your responsibility to:
Show client/parent/family member to the Video Viewing Room and instruct them how they can observe the session on the monitors (Clinic supervisors can help with this).
End the session on time and remove all materials from the clinic room quickly. Sessions are often booked back to back and another client and clinician will need to use the room.
Clean up the room after every session according to procedures outlined in Disinfecting Clinical Areas.
Graduate students are not permitted to have food or drinks in clinic rooms. The garbage cans in the clinic rooms are for clients. Please dispose of any garbage in the cans located outside of the Clinic Reception door, Student Clinician Lab or large bins in the outside hallway near the 430 door. Clients can have food and drink.
If you are seeing a client in one of the clinic rooms and the room is not set up as you would like you can move or change out chairs, tables, etc. but at the end of your session you must return the room to its original arrangement. PUT ALL FURNITURE BACK EXACTLY AS YOU FOUND IT
On M/W/F when the clinic rooms are not being used for client sessions it is okay to use the rooms for meetings, study sessions, etc. To use a clinic room for purposes outside of clinic, follow the procedure outlined below in the section Scheduling Clinic Rooms for Sessions.
The scheduling of clients is completed by the clinic faculty. The clinical supervisor will assign clients to you on specified days and times. Clients are typically assigned to a Tuesday/Thursday session time, but this may vary depending on the clinic. It is your responsibility to:
Review client files for background information and previous goals.
Check to see that the file is appropriately organized, and that all necessary forms are current.
Review videos of previous sessions of this client if available.
Contact the client/family to introduce yourself as the student clinician, confirm start date, clinic times, and tell them you will meet them in the waiting room. If they have any questions you aren’t sure of, tell them you’ll need to check with your supervisor and get back to them.
When leaving a voicemail DO NOT include specific information about the reason the client is coming to the clinic (e.g. diagnosis, treatment plan, etc.).
On the voicemail, leave your name, say you are calling from the Oregon Scottish Rite Speech and Language Clinic at PSU.
You can use the phone provided in the Student Clinician Lab to call clients
Include the clinic number 503-725-3070 and pdx email.
Share scheduling information (ex: We will see you Monday, the 5th at 2pm).
During the first week of clinic, review and obtain client/parent signature on appropriate forms in client packets, scan and upload to the Clinic Documentation Drive.
After clients are scheduled, for clinic sessions, the supervising clinic faculty requests to reserve rooms for clinic sessions by using the following procedure. This is the same procedure you can use if you want to reserve a clinic room for other uses on M/W/F or a departmental shared space for non-clinical purposes.
Create a calendar event in your calendar
Click on "more options"
In the Add Guests box, click "Rooms" option (not "Guests")
search for the room (e.g., UCB-4-425J) DO NOT FORGET THE HYPHENS OR OLD CALENDARS IN THE SYSTEM WILL POP UP
Find the room you would like to reserve, click on it and then click SAVE
It's set up to auto accept this invitation if there are no other meetings.
The list of department rooms, capacity and use are listed below with links to their calendars so you can see availability.
SPHR Shared Space Rooms that can be reserved by students:
UCB 425R Meeting Room (4-5 people)
UCB 430V Meeting Room (4-6 people)
Rooms that need a faculty member to reserve:
UCB 421 Group Classroom/Clinic Room/Meeting Room equipped with zoom (15-20 people)
UCB 430P Meeting Room (8-10 people)
UCB 431 Meeting Room (10-12 people) equipped with zoom
Group Clinic Rooms - available for dept wide use and can be reserved by faculty and students on M/W/F
UCB 425C Group Clinic Room, Larry Button Room (8-10 people)
UCB 425D Group Clinic Room (10-12 people)
Small Clinic Rooms (2-4 people max)
UCB 425J Clinic Room (3-4 people, adult chairs)
UCB 425K Clinic Room (2-3 people, child chairs)
UCB 425L Clinic Room (3-4 people, adult chairs)
UCB 425H Clinic Room (2-3 people, adult chairs)
UCB 425N Clinic Room (2-3 people, preschool chairs)
UCB 425P Clinic Room (2-3 people, preschool chairs)
Specialty Rooms:
425E Sensory Gym - schedule on the door of the room, for clinic sessions only
A monitor displaying the clinic schedule and room reservations is located in the clinic waiting room.
You will give each of your clients a New Client Packet or a Returning Client Packet. The packets are located in the Clinic Documentation Drive
Included in the packets are:
Welcome and information letter which includes student clinician’s name, appointment days and times, clinical supervisor’s name and phone number
Privacy Policy
Consent for Evaluation and Treatment
Permission for Observation
Video/Audio Agreement
At the end of each term, the clinical supervisor will meet with you to complete end of term tasks. Each step indicates when the student or the clinical supervisor is responsible.
When: Last week of clinic
Who: Student completes
Be prepared during the final session to go over your client's progress towards goals and recommendations for future therapy ; If the progress report is not yet complete, let them know they will receive a written progress report in the mail
If applicable, give information regarding any compensatory strategies you are recommending
If applicable, provide home exercise program and activity recommendations
Remind clients to email your supervisor with any questions about returning for next term
When: Last week of clinic
Who: Student completes
In person clinics: There are client feedback forms and a lock box in the clinic waiting room. Ask clients to fill out the Client Feedback Form the last week of clinic and instruct your clients to turn in the form into the lock box in the waiting room.
Telepractice clinics: An electronic version of this form is also available: Client and Family Feedback Form
When: Finals week
Who: Student and supervisor complete together
Figure out clock hours and ENTER and SUBMIT clock hours in CALIPSO. Do this WITH the clinic supervisor the first term or if you have any questions
Do separate entries for telepractice and in person services
Some common pitfalls for students and faculty are:
Selecting the wrong term or clinic
Entering child hours in the adult column and vice versa
Entering Dx and Tx in reverse columns
Saving clock hours and then skipping the submit part of the process
Leaving out the specifics about the clinic in the comments section – (e.g. Assessment clinic, aphasia group etc)
When: Last week of clinic or finals week
Who: Students complete
Instructions for paper client documentation when working on campus
Shred or delete ALL report drafts that are printed.
See that test protocols are shredded
When: Last week of clinic or finals week
Who: Students complete with supervisor
Printing reports must be completed in the Student Clinician Lab, 435
Electronic letter head is available in the Clinic Documentation Drive
All copies signed
One copy of report in sealed, addressed-to-client envelope will be placed in the mailing lock box in the Student Clinician Lab next to the printer
One copy remains in the Clinic Documentation Drive (this copy does not need to be the signed version)
Final report procedures when clinic is conducted from an off campus location via teletherapy
You must come to campus to complete the steps above for printing and mailing reports
All SOAP Notes and Lesson Plans remain in the shared drive
Make sure your SOAPs and Lesson Plans use the following naming conventions:
Client Initials- Name of clinic -Term and year
Examples:
SS Tele-Flu Fall 2020
JJ GCL Fall 2020
CC Adult Lang Fall 2020
BB Cog Reh Fall 2020
MM SSD Fall 2020
LL Preschl Fall 2020
When: Finals week
Who: Supervisors complete
Access the recorded sessions at: pdx.zoom.us.
As the host you should have a library of recorded sessions.
Share a password protected link with the Clinic Director. Put an expiration date on the link so that the link cannot be distributed indefinitely.
Be sure to adjust your settings within your Zoom account to allow the download of the file. Once you locate their Zoom, click on "More." Then, toggle the setting "Viewers can Download." You will need to do this for each individual recording.
For the remaining recordings that you are not sending to the Clinic Director for archiving, you will need to delete these videos or ensure that your settings will delete them automatically.
When: Finals week
Who: Students complete
You will receive an email from the Clinic Director asking you to fill out an confidential evaluation of your clinic and your supervisor
This is an opportunity to practice constructive feedback; Clinical Faculty make changes in the clinics based on your feedback. We appreciate thoughtful input.
You do not need to fill out the supervisor feedback form on CALIPSO or the self-evaluation
When: Last week of clinic or finals week
Who: Students complete
Complete cleaning of the rooms you used for the term including vacuuming and wiping the rooms down.
When: Finals week
Who: Students complete with supervisor
During your last "closing clinic" meeting, take some time to discuss the clinical skills gained over the course of the term in the areas of assessment, intervention and documention by completing this short survey as a group. This provides students with the opportunity to reflect on the clinical skills you practiced over the course of the term. Link: Closing Clinic Experience Survey
Speech-language pathologists are highly susceptible to contracting diseases by working in close proximity to clients (i.e. from droplet transfer of small particles of moisture such as those expelled during speech or a sneeze). Routine adoption of standard precautions reduces the probability of disease transmission. You have an ethical and legal obligation to provide an atmosphere of safety for your clients, yourself, fellow student clinicians, and clinic staff. Below are listed the standard precautions for the Oregon Scottish Rite Speech and Language Clinic at PSU.
These procedures are to be followed by all student clinicians:
All graduate students are required to be current on their immunization status for COVID, Measles, Mumps, Rubella, and Hepatitis B before beginning the program and clinical experience. This policy is to protect your health and to prevent institutional outbreaks of these contagious diseases. The lack of up-to-date immunization records will affect the availability of all clinical assignments and placements. Detailed information regarding immunizations changes and all current information can be found in your Clinic Canvas Course Modules.
Starting Fall 23, masks will be optional in the clinic area.
Masks are provided for students and clients as needed.
For specific clinic procedures around masking and navigating modeling sounds or other clinical tasks that may require removing your mask - seek advice from your clinical supervisor.
We follow the procedures outlined by the CDC. How to Protect Yourself and Others
You will use hand sanitizer or wash your hands thoroughly prior to and after each contact with clients. Bottles of antibacterial gel are available in each clinic room and the Student Clinician Lab. If none is available or the bottle is empty, please inform the Clinic Office Coordinator by email. The prescribed hand-washing procedure is:
Moisten hands completely with warm water and scrub vigorously with a liquid antibacterial soap.
Lather hands, wrists, and forearms.
Rub all surfaces of your hands vigorously for at least 20 seconds. A good standard is front, front, back back, in-between fingers, and repeat.
Rinse thoroughly, allowing water to drain from fingertips to forearms.
Repeat entire procedure and dry hands with paper towels.
Wash hands IMMEDIATELY if potentially contaminated with blood or bodily fluids containing blood.
Wash hands or use hand sanitizer after removing disposable gloves.
You shall wear disposable gloves whenever there is a chance of contact with client fluid substances (e.g. saliva, cerumen). This is typically during an oral mechanism exam or otoscopic exam. Gloves are available in the clinic rooms. If you use the last set of gloves please inform the Clinic Coordinator by email.
Removal and disposal of gloves should be as follows:
Remove one glove so that it is inside-out when removed with fingertips from the other hand.
Hold the removed glove that is inside-out in the non-gloved hand and use it to remove the remaining glove so that it is also inside-out and includes the first glove inside of it.
Place used gloves in a plastic bag and dispose of them in a covered waste can outside of the clinic room in the hallways of UCB. Trash cans are located by the elevators in the Northeast hallway.
You should use tongue depressors when conducting oral mechanism examinations with adults or children. Tongue depressors should be discarded promptly after use. Do not set contaminated/used tongue depressors on a table or counter top: place them on a paper towel and then place in a plastic bag provided in the clinic rooms.
After your session, place used tongue depressors in the biomedical waste can located in the Student Clinician Lab.
You may come into contact with consumable and non-consumable contaminated items. Consumable items include disposable gloves, tongue depressors, and otoscope specula. Non-consumable items include ear-tips, toys, etc. Plastic bags with twist ties are available in the clinic rooms. Disposal and decontamination of these items should be as follows:
Consumable items, which have been in contact with body fluids, should be placed in a plastic bag, sealed with a twist tie or tied in a knot and disposed of in the biomedical waste can in the Student Clinician Lab.
You should notify your clinic supervisor whenever bodily fluids such as urine or vomit need to be removed and the area cleaned. The University facilities department will be notified and they will clean the area. The area should be vacated until cleaning is completed.
Disinfecting Materials - The Oregon Scottish Rite Speech and Language Clinic at PSU requires the disinfection of materials reused on clients (e.g. vinyl, rubber, cards, plastic, dolls, toys, craft materials, balls, etc.). Containers of disinfecting wipes and spray cleaner are available in the Student Clinician Lab at the cleaning station. Items should be wiped down with a disinfecting wipe or spray cleaner and then dried with a paper towel. After use immediately dispose of disinfecting wipes and paper towels.
All items used in clinic MUST be cleaned or sanitized prior to returning to the assigned shelf. This includes game boards, artic cards, game pieces, Legos, blocks, stuffed animals, books, dolls, etc.
You should disinfect tables, doorknobs, chairs, and equipment, etc. following each clinic session. Disinfectant spray is available in each clinic room. The following procedures should be followed:
Disinfectant procedures should be implemented after the client leaves the clinic room.
Wear a disposable glove on the hand engaged in wiping down the surfaces.
All surfaces used during the session including: tables, chairs, whiteboards, slide, etc must be disinfected.
The surface should be wiped with a paper towel using a strong rubbing action with the disinfectant provided.
After use, dispose of the paper towels in a covered waste can outside of the clinic room.
Any injuries that occur in the clinic area must be reported according to University guidelines. The injury should also be reported to your clinical supervisor. If your client falls, has a seizure or other accident, immediately seek assistance from a faculty member and call 911.
The following procedures should be followed in the case of illness:
You should not provide clinical services if you have a body temperature of 99 degrees or higher or if you have a cough, cold or other illness.
Clients and their caregivers will be requested not to attend the clinic if they have a body temperature of 99 degrees or higher or if they have a cough, cold or other illness.
You should cover your mouth with your elbow or tissue when coughing.
If you have a concern about a contagious condition, you should contact your clinic supervisor or the Clinic Director.
Self-reflection is an important aspect of the adult learning process. It is crucial that new clinicians be able to recall, analyze, evaluate and modify/enhance specific clinician behaviors that support or distract individual client's progress toward their clinical goals. Therefore, you will complete a self-reflection following your clinic sessions. Typically, students complete weekly self-reflections per clinical session, but this frequency is determined by the clinic supervisor. This self-reflection is a description of how you perceived the session went as a whole and how successful specific treatment methods were (i.e., specific clinician behaviors). The self-reflection should address the strengths and challenges of the session and should focus on actions performed by the you, the clinician, rather than client behaviors. It is similar to a SOAP note except the description and analysis are of your behaviors and how that affected clinical goal outcomes. Be sure to include possible solutions for challenges and talk about how you can achieve those modifications for the next session. Clients should be referred to by the word “client” in your self- reflections.
This space is provided for graduate students to complete academic and clinical work individually or collaboratively in groups. To ensure that all students benefit from the space provided, please monitor your noise level so that you do not disturb your colleagues.
Due to privacy and safety concerns, this space is reserved for graduate students of SPHR and undergraduates participating in a PSU clinic. Unattended visitors are not allowed in the lab at any time. Some clinicians may find it necessary to bring a client (child or adult) into the lab as part of their clinical practice. Clients should always be accompanied into the lab by a student clinician or supervisor.
There are three options available for students who need to bring their children with them to campus:
During regular business hours, students with children can use the Family Resource Room on campus or other family friendly spaces on campus that can be found at this link: Family Friendly Spaces
During weekends or after clinic hours, please consider using one of the group clinic rooms if you have your children with you.
Unattended children are not permitted in the department or clinic at any time.
You may allow your children to use toys or games from the Student Clinician Lab if they are not being used for clinic. Any toys, games, etc. that are played with or touched MUST be cleaned by you when they are done. All toys must be returned to their assigned/numbered area. It is your responsibility to ensure that your children are supervised at all times.
Occasionally an illness or family emergency may interrupt your regular childcare routine. Individual instructors may have a policy relating to children in their seminar (regular attendance, distraction, participation, etc.), and you are expected to respect their decision regarding that policy. We encourage you to talk to your supervisor to better understand their preferred procedure in the event of an unforeseen childcare conflict. In general, please try to contact the supervisor prior to the beginning of seminar. Please note that your supervisor may approve or disapprove of having a child in seminar at their discretion.
All 1st year graduate students are assigned a section of the lab that is their responsibility to maintain.
At the end of each week, please check:
Items are all accounted for
No items from other sections are mixed in with yours
Pieces of the game or toy are together
Items are clean (if not, clean item)
** If any items are broken, send an email to the Clinic Office Coordinator
** If any items are running low, send an email to the Clinic Office Coordinator
At the end of the term, each student will be expected to participate in a clinic and lab clean up.
All students are assigned a week where they are in charge of cleaning the kitchen in the Grad Lab. Please make a note of your week and put in your calendar. Coordinate with your co-cleaner to make sure all the items on the Kitchen Cleaning Checklist are complete.
Each first year graduate student have use of a locker in the Grad Lab. During orientation week, you will pick a locker. There are locks that you can program on each locker and instructions taped to the lockers on how to program the locks.
There are several bulletin boards in the Student Clinician Lab. The following will be posted on the bulletin boards:
SPHR Department/Correspondence between clinic faculty and students
Student Clinician Lab information/Emergency information
SLP Resources
Information for students from other students
Please do not post anything on departmental bulletin boards without the permission of a faculty or staff member.
SOUTH DOOR:
For security purposes, a combination lock has been installed on the south door of the Student Clinician Lab.
Please check in with the Clinic Director for the door combination.
The door can remain open during the week, Monday - Friday, from 8:30am - 5:30pm.
It must remain closed and locked, Monday - Friday, from 5:30p.m. - 8:30a.m. and at all times on Saturday & Sunday. You will have to remember the combination but there will be a sign posted on the door concerning hours.
If there is a circumstance that arises in which you think someone other than an SPHR grad student should have the combination, or someone asks you for it, etc. refer them to the Clinic Director.
NORTH DOOR:
Please note that this door will remain opened and closed during the same hours given above for the South Door.
To familiarize yourself with the SPHR department please reference the UCB Map
The clinic has a variety of clinical assessments, intervention materials, and supplies that are available in the Student Clinician Lab for your use during clinic sessions.
All Pediatric and Adult materials are housed in the patient materials room located within the Student Clinician Lab.
Standardized tests are stored in lower cabinets categorized alphabetically.
Tests must be signed out in the sign out binder using the whiteboard markers provided.
Tests are not to leave the clinic area.
Take the entire assessment even if only using a part of it, such as a single subtest.
Protocol forms are available for student use in the clinic. They are kept in alphabetical order in the filing cabinets next to the kitchen.
You must use published assessment protocols as indicated by copyright laws. If giving an assessment to a client use an original form. However if practicing the assessment or giving an assessment as part of an SPHR course, use a photocopy of the protocol.
Do not use the last copy of a test protocol! Follow the procedures on the test protocol file cabinets and inform the Clinic Coordinator when protocol forms are low.
Clinic materials (e.g. toys, books, games, etc.) are for your use during clinic sessions and may not leave the clinic area unless you have the approval of your clinic supervisor or the Clinic Director.
If using a game or anything in a set, take the entire activity/game even if you are not planning to use it all in your clinic session. Do not take miscellaneous pieces as this makes it difficult for others to know what is or is not currently being used.
Return all items to the appropriate place. Consult the number on the shelf and on the item or the inventory sheet if uncertain of the correct location.
When adapting an item for a clinic session (e.g. taping on letters, pictures, numbers, etc.) these must be removed at the end of your clinic session. Return all items in the same condition as when you took them off the shelf.
All items must be cleaned prior to their being returned to the shelf.
If an item is broken inform the Clinic Office Coordinator by email.
Before contacting the Clinic Office Coordinator, try changing batteries in item.
If supplies are low (construction paper, paper towels, cleaning products, etc.) contact the Clinic Coordinator by email.
A variety of containers are available for you to use to carry materials to the clinic rooms.
If taking materials off-campus, you need prior approval by your clinic supervisor or the Clinic Director.
Electronic equipment, such as i-pads, video talk-back microphones, and audiometers are kept in a secure area and are available to students on a sign-out basis through your clinic supervisor.
The furniture in the clinic rooms may be rearranged for sessions or put in the hallway during the session if not used for the session. You are responsible for putting all furniture back in the clinic rooms after each session and placing it exactly as it was prior to your session.
You are responsible for maintaining all equipment and materials in good condition and for placing these items in their designated storage area.
All equipment and clinical materials are for use in the Oregon Scottish Rite Speech and Language Clinic area ONLY and MAY NOT be removed from this area unless given prior approval from your clinic supervisor or the Clinic Director.
You are responsible for checking your mailbox in the Student Clinician Lab regularly for communication from professors, supervisors, and the SPHR department.
We update and purchase computer software needed for clinic at the request of clinic faculty members. Your clinic supervisor will guide you in the use of specific software relevant to your clinical rotation.
A laminator is available for your use located within the Student Clinician Lab. Please use this sparingly and only for materials that you will use over several terms and need to be durable. Laminating sheets are plastic (bad for the planet) and expensive (bad for your pocketbook). If the laminator is not functioning or you have questions about how to use it, please ask the Clinic Office Coordinator.
There is a printer in the Student Clinician Lab that is available for student use for CLINIC RELATED printing only. The cost of operating this printer is covered by the student fees attached to your 509 clinical courses. The fees only cover the cost of clinical printing, not the printing for academic courses or personal printing. There are printers throughout the University for academic use. Here is a link to find those printers: PSU Computer Labs for Student Use
Prepare for emergency situations on campus:
Sign up for the PSU Alert System through Banweb. The Alert system will send you a phone call, text, and/or email in the event of a campus emergency or closure. This system also notifies about inclement weather impact.
If you need extra assistance during an emergency (for example, if using the stairs is not an option), please complete the Evacuation Assistance Registry in Banweb. Personal safety plan information can registered by clicking "Evacuation Assistance" on the My Account tab in Banweb. Individuals, particularly those with disabilities or access or functional needs, are strongly encouraged to develop a personal emergency plan. PSU’S Environmental Health and Safety department offers guidelines for developing a Personal Emergency Plan that will help you to prepare.
Emergency procedures posters throughout the department outline basic steps for evacuation, sheltering in place, earthquake, and other scenarios.
Active Shooter - What you can doIf an alarm sounds in UCB:
Leave the building immediately and walk calmly, using the stairs by the nearest marked exit and alert others in your area to do the same.
If time and conditions permit, gather your most important items. Consider things you would need to get back into the building or to leave campus (ID, wallet, keys, etc).
If you are unable to use the stairs, go into the stairwell and wait on the landing with the stairwell door closed. Call 911 and inform them of your location.
Proceed to the URBAN PLAZA in front of the Rec Center Building near the fountains. Urban Plaza is the Building Evacuation Assembly Area for UCB. In an event, we would wait together until receiving an "all clear" from emergency personnel.
Before opening any closed doors, check the door for heat with the back of your hand. Do not open if the door is hot.
Walk, do not run. Use handrails and keep to the right if exiting via a stairwell.
Do not use elevators.
If you are comfortable doing so, assist people with disabilities to a safe location to wait for emergency responders. Note their location so you can pass that information along to safety personnel. The location for people with disabilities to receive assistance in the SPHR department is the foyer near the stairwell on the south side (the clinic side) of the building.
When one of the following medical conditions occurs, dial 911 immediately:
Severe allergic reaction (can be to medications, foods, insect bites)
Chest pain/Heart attack
CPR initiated
Unresponsive person
Immobile person (moving the person would cause greater injury and/or pain)
MVA-car striking pedestrian
Drug overdose
Extreme shortness of breath
Uncontrollable bleeding
Stroke (symptoms include one or more of the following: slurred speech, trouble seeing, confusion, weakness on one side of the body or face)
Serious burns
Broken bones
Dislocated joints
In a non-life threatening incident, if campus safety is notified, they will help you determine what to do. If SHAC is notified they can help advise you on the situation and plan. SHAC is the primary health clinic for PSU students, and is no different than any other clinic or urgent care in the Portland community, and is available for PSU community members experiencing a medical emergency. One thing to note is that SHAC will only be able to provide first aid on the scene. SHAC responders will determine what course of action is needed next, whether that is transporting a student back to the clinic for further treatment, or even calling 911 when the situation is critical, or the person in distress is a client or visitor. However, if you are ever in doubt, you should always dial 911 first. Dialing 911 immediately gets the help a person needs as quickly as possible.
You should know where the first aid kit is, what's in it and how to use what's in it. If you do use something in it, make sure your supervisor and Clinic Coordinator knows, so it can be replaced. Check your client for any medical ID tags, bracelets or cards to tell paramedics about.
PSU is an urban campus and there are occasionally theft and personal safety incidents on campus. We urge you please consider the following tips and cautions:
Do not leave personal items on sinks or shelves in public restrooms
Protect your purse and or wallet by locking them in your locker
Protect your backpacks by never leaving them unattended even for a short time. This includes in the Student Clinician Lab while at clinic
If you bring a car to campus, keep it locked at all times and keep personal items and packages out of view
Report any suspicious activity to a faculty member and/or the campus police. Community members, students, faculty, staff, and guests are encouraged to report all crimes and public safety related incidents to the Campus Public Safety Office (CPSO) in a timely manner
To report a crime or emergency on the Portland State University campus call 503-725-5911 or from a PSU phone, ext. 55911. Put this number in your phone.
To report a non-emergency security or public safety related manner call 503-725-4407 or from a PSU phone, ext. 54407. Put this number in your phone.
If you are in the Lab after hours or on weekends, keep the door closed at all times
Avoid the stairwells in UCB and take the elevator
If you are interested in being able to access the building after hours you will need to obtain a PSU student key card from ID card services
The key card is used to gain access to buildings that are locked to increase security on campus
If you are working in the Lab late, you can call Campus Security for an escort to your vehicle. Contact them at: 503-725-4407. Put this number in your phone.
When incidents on campus occur or suspicious behavior is noticed in UCB, you will get emails from Campus Safety or from the Department with recommendations
Please see here for the Telepractice Foundations and Compliance presentation delivered by Brandon Eddy on 2/6/2025.
The Office of Information Technology, in conjunction with the Speech & Hearing Sciences Department, has defined a list of guidelines for providing telepractice sessions, aligned with the PSU Coronavirus Response.
Prior to beginning telepractice sessions with clients, each student clinician MUST review this checklist, complete any procedures necessary, initial where indicated, and sign at the end of this document to certify that you have completed all required technology checks.
Check each box below to certify that you have completed the tasks outlined.
❏ All students must have Duo Two-factor authentication enabled for SSO. You can contact the Help Desk for assistance setting up Duo at 503-725-4357 or help@pdx.edu.
❏ Security incidents or suspicious events must be reported to the Information Security Team at help-security@pdx.edu.
❏ All ZOOM recordings of clinical sessions will be hosted by the supervising PSU faculty member. Students are never permitted to host clinical sessions.
❏ Set a strong password for user login. For more information on what constitutes a strong password, review these documents:
❏ If you don’t have one already, create your own account profile on your computer with a password.
❏ Ensure that malware protection (e.g., antivirus) is installed and up to date. If you do not have antivirus software on your computer, you must install this software prior to your first telepractice session. Visit the Help Desk’s article for instructions on where to download free antivirus software.
❏ Run a full malware scan before using your personal computer the first time for telepractice.
❏ Ensure that operating systems and other software applications are up to date and all security patches are applied.
❏ Enable full-disk encryption if possible, especially on portable devices.
➔ Windows 10 - Not available on Windows 10 Home edition
❏ Do not leave Zoom telepractice sessions unattended. Lock your account on your computer when not in use.
❏ Do not leave computers unattended in public places such as coffee shops.
❏ Do not connect to untrusted or public internet networks (e.g., coffee shops, airports). Connect to your own, password protected internet network.
❏ Ensure that your computer’s firewall is enabled.
❏ Do not store sensitive data on your computer’s desktop (e.g., patient's files, video sessions, audio sessions, etc). Instead, use THE SPHR SHARED GOOGLE DRIVE and do not use participant names in files.
❏ Never print or make physical copies of sensitive data.
❏ Personal backups of sensitive data are forbidden.
❏ No social media browsing while conducting telepractice sessions.
❏ Change your Zoom Account Settings by logging into your account on the Zoom.us website and selecting:
❏ Settings > In Meeting (basic):
❏ Turn on "Require Encryption for 3rd Party Endpoints (H323/SIP)"
❏ Turn on "Play sound when participants join or leave"
❏ For groups with more than 1 clinician in a session turn on "Co-host"
❏ Turn on "Annotation" so you can draw on all the visuals you're sharing - not just the whiteboard!
❏ Settings > In Meeting (advanced)
❏ Turn on "Waiting Room" for all participants to wait until you call them in by also enabling "play sound when participants join or leave" you're alerted when they join the waiting room so you can "admit" them to the session.
❏ Do not use your ‘Personal Meeting ID’ when scheduling a meeting. Instead, start a new call with an automated Zoom Meeting ID and invite your client and supervisor to the session by clicking the “Invite” button and emailing the Zoom link.
❏ Local recordings (saving your Zoom telepractice sessions to your computer) are forbidden. Additionally, downloading Zoom recordings to your personal computer is not allowed. All recordings must stay saved in the Zoom cloud.
❏ Students will not record sessions. Only PSU faculty will record sessions when they host.
❏ Monitor your attendees. Only authorized attendees must be on a telepractice session.
❏ Protect Privacy on Virtual Meetings.
➔ Always use a secure - private location
➔ Use a Zoom waiting room for your meetings