Clinical quality at Headway

Updated

How Headway defines clinical quality

Headway's Clinical Team promotes clinical excellence on the Headway platform. Headway is focused on getting clients to the right care, at the right place, and at the right time. Our expectation is that clients receive evidence-based, safe treatment that meets recognized standards of care and matches their individual needs.

We aim to partner with our providers in identifying and encouraging quality improvements for care delivery, always with the goal of improving the quality of healthcare clients receive through Headway.

 

Resources for quality documentation

Headway's Clinical Team has compiled rubrics that represent essential elements of each new client intake note for Therapists and Prescribers. Incorporating the elements from these rubrics when completing intake chart notes and drafting documentation can help ensure that our providers demonstrate the appropriate quality of healthcare delivery.

This documentation standard helps ensure that each client's behavioral health conditions are adequately communicated throughout their journey in the healthcare system, and helps our providers protect their own practice liability.

 

Therapist intake rubric

Is the client's presenting problem / chief complaint documented?

The reason for seeking treatment, focus on current issues/concerns/problems/ symptoms which you will be helping with. This section may include psychiatric diagnoses received, life transitions, recent stressors, other relevant events.

Is the client's current or most recent symptom episode history documented?
Information about the client's most recent episode with their condition must be documented, including timelines, symptom severity and functional impairment must be logged.
Did the provider ask for, and document information about other behavioral health providers such as therapists or psychiatrists that the client has worked with?
Information about other behavioral health providers (outpatient treatments, hospitalizations, etc) that the client has seen in the past should be present, or the documentation should state that the client has no prior behavioral health history.
Is there documentation of substance abuse assessment?

Documentation of a client's use of substances (nicotine, alcohol, illicit substances) should be present. If the client denies past or present substance use, this should be documented. If the client endorses substance use, a basic overview of the use & timeline should be present.

Is there documentation of past medical history?

The client's general medical history must be present (hospitalizations, chronic illnesses, etc). If the client reports they are in good health, the documentation must identify that there are no acute medical issues.

Is there documentation of medication history?

A client's medication history must be present in the documentation, including timelines of taking the medication. If there is no medication history, this should be documented.

Did the provider identify the client's social supports?

The documentation should list the client's social supports (family, friends, community groups, etc). If the client has no social supports, this should be documented.

Did the provider ask the client about their abuse history, which includes neglect, violence, and assault?

Elicitation of a client's history of trauma (abuse, neglect, violence, assault) should be present. If the client indicates no trauma, this should be documented. If the client indicates trauma, a basic overview of the trauma & timeline should be present.

Is a mental status exam present?

A mental status exam of a client’s appearance, cognition, speech, mood, thought process, thought content, judgment/insight should be present.

Is there documentation of a risk assessment?

An accurate risk assessment of homicidality or suicidality must be present on every piece of intake documentation.

Did the provider document if the client engaged in self-harm or not, and if the client indicates that they self-harmed, did the provider document the past instances of the client's self-harm behavior?

Disclosure of the client's history of self-harm should be present. If the client indicates they have never self-harmed, documenting that they have not engaged in self-harm suffices for this question. If the client indicates they have self-harmed in the past, the nature of the self-harm and timeline should be present.

Did the provider document whether or not the client has ever harmed others, and if the client indicates that they have harmed others, did the provider document the past instances in which the client harmed others?

Disclosure of the client's history of harm to others should be present. If the client indicates they have never harmed others, documenting that they have not engaged in harm-to-others suffices for this question. If the client indicates they have self-harmed in the past, the nature of the self-harm and timeline should be present.

If there is documented suicidality or homicidality, is there a safety plan?

If a client indicates suicidality or homicidality, a safety plan must be present in the documentation.

Is diagnostic criteria met?

Diagnostic criteria must be documented that is consistent with DSM-5 criteria and supports the diagnosis billed, including the symptoms, frequency of symptoms, duration of symptoms, and the client's functional impairment.

Does the documentation include a recommended course of treatment/treatment plan?

An intake note should include the intended modality (which should be an evidence-based practice) and general notes about the intended course of treatment.

Is there mention of when the next session will happen?

The note should indicate when the next session between the provider and client is intended to occur. This can be general (next Thursday, next week) or specific (April 21st).

Is the date signed within 72 hours of the date of service?

The note should be signed within 72 hours of the date of service.

 

Prescriber intake rubric

Is the client's presenting problem / chief complaint documented?

The reason for seeking treatment, focus on current issues/concerns/problems/ symptoms which you will be helping with. This section may include psychiatric diagnoses received, life transitions, recent stressors, other relevant events.

Is the client's current or most recent symptom episode history documented?
Information about the client's most recent episode with their condition must be documented, including timelines, symptom severity and functional impairment must be logged.
Did the provider ask for, and document information about other behavioral health providers such as therapists or psychiatrists that the client has worked with?
Information about other behavioral health providers (outpatient treatments, hospitalizations, etc) that the client has seen in the past should be present, or the documentation should state that the client has no prior behavioral health history.
Did the provider elicit a review of the patient's systems, including asking the client about symptoms from all of the following areas: anxiety, trauma, mood, and psychotic?

Elicitation of symptoms related to anxiety, trauma, mood, and psychosis should be present in intakes.

Is there documentation of substance abuse assessment?

Documentation of a client's use of substances (nicotine, alcohol, illicit substances) should be present. If the client denies past or present substance use, this should be documented. If the client endorses substance use, a basic overview of the use & timeline should be present.

Is there documentation of past medical history?

The client's general medical history must be present (hospitalizations, chronic illnesses, etc). If the client reports they are in good health, the documentation must identify that there are no acute medical issues.

Is there documentation of medication history?

A client's medication history must be present in the documentation, including timelines of taking the medication. If there is no medication history, this should be documented.

Is there documentation about other medical specialties (such as PCPs or specialists) with whom the patient is collaborating?

Information about medical providers working with the client (PCPs, specialists, etc) should be documented.

Did the provider identify the patient's social supports?

The documentation should list the client's social supports (family, friends, community groups, etc). If the client has no social supports, this should be documented.

Did the provider ask the client about their abuse history, which includes neglect, violence, and assault?

Elicitation of a client's history of trauma (abuse, neglect, violence, assault) should be present. If the client indicates no trauma, this should be documented. If the client indicates trauma, a basic overview of the trauma & timeline should be present.

Is a mental status exam present?

A mental status exam of a client’s appearance, cognition, speech, mood, thought process, thought content, judgment/insight should be present.

Is there documentation of a risk assessment?

An accurate risk assessment of homicidality or suicidality must be present on every piece of intake documentation.

Did the provider document if the client engaged in self-harm or not, and if the client indicates that they self-harmed, did the provider document the past instances of the client's self-harm behavior?

Disclosure of the client's history of self-harm should be present. If the client indicates they have never self-harmed, documenting that they have not engaged in self-harm suffices for this question. If the client indicates they have self-harmed in the past, the nature of the self-harm and timeline should be present.

Did the provider document whether or not the client has ever harmed others, and if the client indicates that they have harmed others, did the provider document the past instances in which the client harmed others?

Disclosure of the client's history of harm to others should be present. If the client indicates they have never harmed others, documenting that they have not engaged in harm-to-others suffices for this question. If the client indicates they have self-harmed in the past, the nature of the self-harm and timeline should be present.

If there is documented suicidality or homicidality, is there a safety plan?

If a client indicates suicidality or homicidality, a safety plan must be present in the documentation.

Is diagnostic criteria met?

Diagnostic criteria must be documented that is consistent with DSM-5 criteria and supports the diagnosis billed, including the symptoms, frequency of symptoms, duration of symptoms, and the client's functional impairment.

Does the documentation include a recommended course of treatment/treatment plan?

An intake note should include the intended modality (which should be an evidence-based practice) and general notes about the intended course of treatment.

Did the provider document appropriate justification for treatment, frequency, duration, and treatment modality?

The treatment (including prescriptions), duration of treatment, and frequency of treatment must be medically appropriate for the client's condition.

If Rx was prescribed or monitored, is there a note about dosage, medication name, and date?

If a prescription was prescribed or monitored as part of this session, the session documentation must include the dosage, medication name, and date of prescription.

Was informed consent obtained and documented for all prescribed medications?

Informed consent must be present for all prescribed medications. If the client is a minor, the client's guardian's consent should be noted in the documentation.

If the provider prescribed a "controlled substance," did the provider document referencing the PDMP?

If a client was prescribed a controlled substance, the documentation must reflect that the provider checked the Prescription Drug Monitoring Program.

If the patient is a reproductive-aged female and is on a teratogenic medication, was the client screened for pregnancy?

If a patient is prescribed a teratogenic medication / any medication that can cause birth defects, the client must be screened for pregnancy with documentation of the screening within the intake note.

Were laboratory studies ordered in accordance with medication management guidelines?

Laboratory studies should be ordered or recent labs should be referenced when a client is on medications with medication management rules (for example, antipsychotics).

Is there mention of when the next session will happen?

The note should indicate when the next session between the provider and client is intended to occur. This can be general (next Thursday, next week) or specific (April 21st).

 

Headway Academy educational offerings

The Clinical Team offers short, easy-to-digest courses to assist in quality care delivery. We put together a learning pathway that includes the following courses (click the links below to be redirected to each individual course)

Course Description
Golden Thread [5 minutes] This course dives into the Golden Thread concept, a crucial element that ensures continuous and consistent documentation across all client interactions. Through a short video lesson, participants will explore how to construct a client chart that stands up to insurance audits and enhances the quality of care. The course covers the creation and integration of intake assessments, treatment plans, progress notes, and discharge summaries. By the end of this course, therapists and prescribing level clinicians will not only be adept at weaving the Golden Thread through their documentation, but also at elevating their practice's standards and safeguarding against compliance risks.
Clinical Consultation and Intake for Mental Health Therapists
[10 minutes]
Unlock the fundamentals of conducting effective mental health intake sessions with our comprehensive course designed specifically for non-prescribing mental health professionals. This course will guide you through the critical steps of initial client consultations, helping you to establish a strong therapeutic alliance and gather essential information for accurate diagnosis and effective treatment planning.
Differential Diagnosis
[10 minutes]
This course enhances your diagnostic skills in differential diagnosis. You will learn the foundational principles of differential diagnosis, focusing on symptom history, frequency, and functional impairment. 
Risk Assessment and Safety Planning
[10 minutes]
This brief course is designed for mental health professionals who aim to refresh their expertise in identifying, assessing, and managing risks associated with mental health conditions. With a focus on promoting patient safety and well-being, the course equips participants with the necessary tools for effective risk management in their practice.
Medical Necessity
[10 minutes]
Navigating the complexities of medical necessity can be challenging for healthcare providers, but it is crucial for ensuring insurance coverage and delivering appropriate patient care. This comprehensive 10-minute course provides a clear and concise overview of what constitutes medical necessity, based on accepted medical standards and criteria.
Write compliant intake notes, treatment plans, and progress notes [15 mins] Understand insurers' expectations and industry standards so you can confidently document your sessions. 

 

Continuing education for clinical quality

Headway offers Continuing Education Units (CEUs) through our partners Violet and PESI. You can learn more about our offerings here: Using Violet and PESI for continuing education with Headway.

 

Live support on clinical quality monitoring

We understand that you may have questions about clinical quality, and we have dedicated Clinical Leads to support you.

You can sign up for Clinical Quality office hours here: Clinical Quality Office Hours.

​​Amanda Reagan (she/her), LISW-S, LCSW-S
Clinical Quality Lead

Amanda is a Licensed Clinical Social Worker who has experience in working with women and their partners experiencing reproductive and parenthood challenges. Amanda has clinical training in Somatic Experiencing (SE) and Internal Family Systems (IFS) and practices from a trauma informed lens. As the Clinical Quality Lead, she works to oversee the delivery of high-quality patient care and implement best practices and guidelines to ensure that clinical quality standards are adhered to and maintained. Prior to joining Headway, Amanda led clinical operations in the health tech space where she focused on leading strategy on clinical quality and safety. She also worked in several different clinical practice capacities such as outpatient community health, health insurance program design, and school based therapy. While working at Headway, she maintains her private practice and is a proud active Headway provider.

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