RR - Regional Admin Workflows and Reminders 3.0

Regional Admin Workflows and Reminders

Topics

Initial Expectations

Communication

Admin/Prep Time

Central Reach

Zoom Quality Checks

Virtual Communication

Communicating with Clinical Teams

• Microsoft Teams- We use Teams Chats a lot to communicate with our clinical teams (CL’s/CD’s), scheduling team, and communicate updates/meetings, and sub shifts!
• Outlook- Please ensure to check your outlook email daily. You will receive your case assignment emails here and will be able to receive ongoing regional updates.
• iPhone Text Group Chats- These chats are used for various purposes such as family communication, scheduling, and session cancellations. It's important to inform the group of any cancellations or changes to ensure that everyone is on the same page.

CODE WORD #1:

REGIONAL

00:10

Initial Expectations for BS's

Initial Expectations for BS's

As a reminder- You are required to create a Session Link for each of your case assignments. Your clinical team will create the initial session PowerPoint or you will use the trial session powerpoint located in the clients file.

ADMIN/PREP TIME

What is it?

All BS's receive 10% of their weekly billable hours that can be used for material prep. You will not be tracked on if you are utilizing your admin time, it is an option available for you to use. You will need to submit these times in the monday form attached in the next two slides.

ADMIN/PREP TIME

TO CALCULATE ADMIN TIME

Johnny has 20 authorized hours on his calendar. 20 x 10% = 2 hours of material prep for that week That is 8 hours total of material prep that can be used for the month If Johnny has a 2-hour ATDC, and there is no substitute session available, Johnny will work on his Material Prep during this time which reduces his total Material Prep admin hours for the week. Please note that during this admin time, you will be "on-call" for this family to host at least 30 minutes of their scheduled session. (Make-ups can be offered for the remaining session time).

ADMIN/PREP TIME

CODE WORD #2:

RANGERS

CENTRAL REACH

Communication

LETS REVIEW HOW TO NAVIGATE CENTRAL REACH

CENTRAL REACH

WHAT CAN WE ACCESS IN CR?

DATA SHEETS

CLIENT PROFILES

• ACCESSING CLIENT DATA SHEET
• REVIEW CLIENT GOALS
• REVIEW INSTRUCTIONAL NOTES

• REVIEW CLIENT INFORMATION
• ASSESSMENT REPORTS
• UPCOMING SESSIONS

SESSION NOTES

DATA COLLECTION

• CONVERT AND FILL OUT ALL REQUIRED AREAS OF YOUR SESSION NOTE IN THE LAST 15 MINUTES OF SESSIONS

• DATA SHEET TIMER
• COLLECTING DATA
• SAVING DATA
• GRAPHING DATA

ENVIRONMENTAL CHECKLIST

• A laptop or tablet to host teams/zoom meetings
• Electronic materials charged and plugged in
• Private designated area or desk (locked room, screen out of view of others, no recording devices in the area)
• Disturbance check-designated area is free from background noise.
• A pictured background is required at all times
• Lighting is appropriate.
• Dresses professionally.

WHAT IS HIPAA?

SCREENSHARING

CHOOSE A FUN YOUTUBE VIDEO TO SHARE

CLICK THE SHARE ICON

ENSURE YOU ARE INCLUDING SOUND

SELECT THE WINDOW YOU WANT TO SHARE

CLICK ON WINDOW

Zoom Quality Coach (ZQC)

Your Partner in Professional Growth

• Supports professional growth through real time insights, self reflection, and consistent coaching standards.
• Zoom will utilize a transcript of the session (no video) to analyze and provide a care card based on the 7 Elements of successful telehealth sessions
• Provides the opportunity to learn and grow our clinical skills to continually provide the best and most personalized treatment for our families
• Focus is on empowerment, not evaluation, and on strengthening the quality of care we provide to clients and families

Why do we use ZQC?

Better Services!

Supports Every Day Success

Immediate Insights

Clear Standards

Coaching Support

Gives you a vision into your own excellence and opportunities through real-time insights!

Session recaps immediately after session so you can reflect immediately!

Opportunities and suggestions to make your work easier and more effective

Receive an objective care card aligned with CSD's clinical care standards!

Strengthen the quality of care for our clients and families!

Important to know that ZQC is here only for support!

Not a Replacement for BCBA Supervision!

Not an Employment Evaluation Tool!

This will not replace BCBA supervision- you will still get your regular BCBA supervision as normal . ZQC is there to support you in addition to BCBA supervision!

This is NOT being used to assess your performance for employment purposes! This is ONLY used to help you identify your strengths and develop your skills!

The HOW of ZQC

Click on each image to learn more about how each piece of ZQC works!

Checking Consent

Behind the Scenes of ZoomQC

Privacy and Client Safety

ZoomQC Consent in CentralReach

Care Card Criteria

These are all the things you can expect to see on your care card.Click on each icon to learn more!

Gamification

Personalization

Rapport

Program Adaptation

Customization

Caregiver Support

Overall Session Quality

Interactivity

Sample Care Card

Care card offers:

• A clear overview of session performance, featuring an overall score (e.g., 95%)
• A detailed breakdown by categories like Personalization, Rapport, and Program Adaptation.

Each category displays individual percentage scores for easy review. An "Ask about conversation" feature facilitates personalized coaching, all presented in a clean, easy-to-read format for quick insights.

QUIET SECLUDED ENVIRONMENT

IMPORTANT TIPS

HEADPHONES RECOMMENDED

BACKUP PLANS

TEST ACTIVITIES PRIOR TO SESSION

BE CREATIVE

FOCUS ON RAPPORT BUILDING

MULTIPLE ACTIVITIES

LAST 15 MINUTES COMPLETE SESSION NOTE

PROVIDE BREAKS

CODE WORD #3:

ROCK

00:10

Module Complete!

Caregiver Support

Did your session:

• Include family or caregivers in session objectives
• Provide guidance and resources for generalization of skills

Gamification

ZoomQC checks if you:

• Incorporates play-based elements or motivating activities
• Uses rewards effectively to enhance participation

Personalization

ZoomQC looks at whether you:

• Referenced your client's unique goals, preferences, or progress
• Adjusted communication to the client's level of understanding

Where to Check for Consent in CentralReach

Look for the consent label in the client's profile on CentralReach. The label will clearly indicate whether consent for ZoomQC has been given by the family or if it has been declined!

Client Consent is a Critical Step

1. Check CentralReach before every session! Look for the "Consent QC" label- this means consent is given.
2. Start recording ONLY if consent is on file! Hit the "Record to the cloud with Revenue Accelerator" button in Zoom if con
3. When in doubt- ASK!!! If you're not sure if consent is given, ask your superciros before recording! Do not record if you're unsure!

Important: ZoomQC can only be used when a client's Consent to Record & Analyze Sessions is documented in CentralReach. Never record without verified consent.

Your Privacy and Client Safety Come First

Consent Required!!!

HIPAA-Compliant Encryption

Video Images Never Evaluated

Automatic Deletion

Family consent must be on file before any session is recorded. No exceptions to this important safeguard.

ZoomQC reviews transcripts only. It never reviews appearance, environment, or client's surroundings.

All recordings are encrypted, non-downloadable, and non-shareable to protect client confidentiality

Recordings, transcripts, and care cards are automatically deleted after 20 days unless required longer by law.

Overall Session Quality

Did your session:

• Demonstrates professional delivery and clear objectives
• Ensures a positive and productive learning environment

How ZoomQC Works Behind the Scenes

Click each number to reveal more!

02

04

03

01

Recap Delivery

Session Recording

Care Card

Self-Reflection

Transcript is compared to CSD's session rubric and strengths and growth areas are highlighted

You receive recap, transcript and care card to your Zoom account!

Review your recap to see what went well and where you can improve

After your session, ZoomQC creates a secure recording and transcript

Interactivity

Assesses whether you:

• Actively encouraged client participation and responses
• Facilitated two-way engagement and dialogue

Customization

Will assess whether you:

• Tailored the approach to individual client needs and preferences
• Modified strategies based on client feedback or performance

Rapport

ZoomQC assesses if you:

• Maintain a warm, upbeat tone using verbal connection cues
• Validate or mirror the client's emotions or statements

Program Adaptation

Assesses if you:

• Adjust pace or task demands based on engagement levels
• Verbally pivot when client disengages or stops responding