RR Session Structure 101: How to run a Telehealth Session Successfully

How to run a Telehealth Session Successfully

Index

Prepping for Session

Session Plan

Pacing

Wrapping up Session

Overcoming Obstacles

Section 1: Prepping for Session

What makes a prepared VBS

Section 1: Prepping for Session

When getting ready to conduct session, as a Behavioral Specialist you must ensure you have done the following:

1: Meet with your Clinical team

3: Are your links working?

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2: Have all materials prepped and ready to go

3: Are you prepared to collect data?

Section 1: Prepping for Session

Atleast 5-10 minutes before your session starts, you should have everything set up and ready to go.

A prepared VBS is a successful VBS.

Preparing for session Quiz

Preparing for session Quiz

Preparing for session Quiz

Preparing for session Quiz

Section 2: Session Planning

Every VBS needs a plan!

Section 2: Session Planning

You have already met with your clinical team on your specific case assignment. You should be well prepped on how you want to structure your session and what goals to run.

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Now lets look at how you should be structuring your sessions

00:05

CODE WORD #1

PRIORITIZE

Section 2: Session Planning

Session Planning

1: Always start by rebuilding rapport

3: Goals and Data

Although we are having fun during session, we MUST collect data throughout session and run goals/targets. Make sure to have your data sheet open on a seperate device during session to record accurate data.

Your client might've had a long day at school! So start off by having some intros, brain break, game or even just a small how are we feeling debrief!

2: Breaks and Client choice

4: Ending Session

At the end of session (last 15 minutes), transition your client to an independent task, debrief with caregivers and write your session note.

Remember, just because we are having session on a computer does not mean our client finds every activity exciting! Take breaks and provide lots of options/choices!

Section 2: Session Planning

01:30

1: Rebuilding Rapport

As a VBS our client is our #1 priority! We should always make sure they are comfortable during session and are ready to engage. In the begining of session we should try to rebuild rapport by playing a game, talking about our days and reintroducing ourselves.

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Section 2: Session Planning

What might that look like in my session schedule?

Get Creative!

• In the examples here, we can see for #1 we have "Lets talk" here we can debrief our days and just have time to rebuild. Then we have a fun warm up game or activity. You should be spending 10-15 minutes of rebuilding rapport in the begining of session!
• This client Layla also really loves cats. So her presentation and scedule is going to have cat pictures/activities throughout

*layla is not a real client

Section 2: Session Planning

2: Break and Client Choice

• When writing out our schedule we should use the clients name (using "client choice" is not ideal when showing our kiddo their schedule)
• Let them choose how long their break are! Provide some choices as well such as "do you want a 5 or 7 minute break?" or "for our break do you want to watch a video or have alone time?"

*layla is not a real client

Section 2: Session Planning

3: Goals and Data

• When we are running goals during session we want to ensure that we are pulling directly from the clients treatment plan. For this example, our client Layla is working on counting. So we added a "how many cats activity" for #9 on our schedule.
• We can have non preferred working tasks to run goals and preferred tasks where we can run goals through as well.

Section 2: Session Planning

4: Ending Session

• The last 15 minutes of session is when we transition our client to an independent task
• Graph all our data
• Debrief with caregivers
• Complete our session note

*layla is not a real client

Session Planning Quiz

Session Planning Quiz

Session Planning Quiz

Session Planning Quiz

Section 3: Pacing

Section 3: Pacing

Am I going to fast? Am I going to slow?

Section 3: Pacing

Section 3: Pacing

When trying to pace out session, you should go based off of clients needs. Your clinical team will let you know what pace might work best for the clients or if they have certain goals or time markers to hit.

Section 3: Pacing

Section 3: Pacing

Example 1: Layla has a goal of working on a non preferred task for 10 minutes. When we start tasks #4, #5, #8, or #9 we can run this goal/timer. Example 2: Layla is working on transitions from preferred tasks to non-preferred tasks so we structured our schedule to run this goal from #7 Laylas choice, to #8 Virtual Reality.

Section 3: Pacing

Section 3: Pacing

If you are still unsure on how long to spend on each task a good rule is about 10-15 minutes. On this example schedule if each task is atleast 10-15 minutes long that would add up to a 2 hour session.

Session Pacing Quiz

Session Pacing Quiz

Session Pacing Quiz

00:05

CODE WORD #2

THE

Section 4: Overcoming Obstacles

Section 4: Overcoming Obstacles

What if my links aren't working?

What problems could I have during session?

During telehealth sessions a number of issues can arrise

• Internet cuts out
• Client does not want to engage
• Client/Caregivers are not on the link
• My links/activities are no longer working
• Computer is malfunctioning

Trouble shoot

A VBS should always have a backup plan or know who to get into contact with!

• Be creative!
• Have backup games and links
• Always review your activities prior to session
• More resources on sharepoint

• Follow the treatment plan
• Get creative with getting your clients attention!
• Create a new meeting link if needed
• Call caregivers if they are not on the link

Links/activities no longer available?

Client/Caregiver issues?

• Hot spot available on work phone
• Work tablet and work phone for back up devices
• Connect with your team and client family ASAP

Tech Issues?

Overcoming Obstacles Quiz

Overcoming Obstacles Quiz

Overcoming Obstacles Quiz

Overcoming Obstacles Quiz

Section 5: Wrapping up Session

The last 15 minutes of session

Wrapping up Session

The last 15 minutes of session you should be...

• Make sure all of your data is correct
• Graph all AND end session
• Ensure your timer has ended and data is graphed

Graphing your data

01:30

Wrapping up Session

The last 15 minutes of session you should be...

• Debrief on session with client caregivers
• Discuss what was worked on, goals that were ran and a plan for next session
• Do not explain data or goals.

Debrief

01:30

Wrapping up Session

The last 15 minutes of session you should be...

• Ensure all data is graphed to begin session note
• Remain objective
• Do NOT use client name, use client code or "client"
• Use Measureable terms
• Include minimum 3 goals

Session Note

01:30

Wrapping up Session Quiz

Wrapping up Session Quiz

Wrapping up Session Quiz

Wrapping up Session Quiz

00:05

CODE WORD #3

CLIENT

Module Complete!

Your clinical team knows your client best right now, so they can provide insight on your clients interests, reinforcers, behaviors, acitivities and goals that should be ran in session!

Client

Meeting with your clinical team is essential on getting the information for you to be successfull during session! If they have not reached out to you, reach out to them ASAP!

Debrief

Your clinical team can let you know specifics on what your clients goals/targets/treatments are.

Targets

Material Prep

You must meet with your clinical team before your first session. When completed you will know more about the client and what they are learning! This can set you up for a successful session with your client.

Admin Time

• VBS RBTs/BSs all receive admin time to prepare for their sessions.
• This is 10% of your weekly authorized hours (direct client session time)
• If you have more questions on this please review the Region Specifics Module.
• All powerpoints used for session will be created by the clinical teams and distributed to the VBS. If there is no powerpoint made, the clinical team should be providing a trial session powerpoint that was used for the case.

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Telehealth Links

One of your responsibilites as a VBS is to make sure you are sending out and preparing your links for session. Please refer back to your client assignments emails on how to do this for your case assignments.

Teams vs Zoom

• some clients families will prefer zoom over teams. Please make sure to look carefully at your case assignment email to ensure you are creating the correct link.

Telehealth Links

One of your responsibilites as a VBS is to make sure you are sending out and preparing your links for session. Please refer back to your client assignments emails on how to do this for your case assignments.

Teams vs Zoom

• some clients families will prefer zoom over teams. Please make sure to look carefully at your case assignment email to ensure you are creating the correct link.

Preparing for Data Collection

Before session begins, ensure you are using either your tablet or work phone to collect data throughout your session. It is not recommended to collect data on the same device you are conducting session. (We want to maintain client dignity!)

Data collection resources and help

• You will be assigned a Central Reach Data collection training before begining your case assignments.

This video is helpful on breaking down rapport! Building rapport is extremely important when working with a new client! Make sure you are prepared when you get in to session!