Instructions for Assessments

  1. Assessors should check the calendar on their designated shift.
  2. Using the details on the calendar contact the person to be assessed.
  3. As calls through the switchboard are recorded, assessors should use their own phone, withholding their number.
  4. You should call client x 2 attempts – first attempt leave voicemail [if possible advising you will try again], second attempt leave voicemail if able. If no response, complete form and select DNA option in outcome and use reschedule link from calendar entry to rebook into your clinic.
  5. NB you need to check if this is their first or second booking, if first proceed as standard, if second, and they DNA again, select the DNA discharge option from outcomes on form.
  6. Make the call, firstly check that the client is over 16.
  7. If they are, proceed with the assessment form.
  8. If they are not, then complete the Gillick Assessment first BEFORE ASSESSMENT FORM!.
    1. To pass the Gillick Assessment, the assessor should ask each question on the form
    2. They should record the answers given, verbatim where possible.
    3. Once complete if all answers are given and they demonstrate that the client understands and can answer them then they are deemed Gillick Competent.
    4. If not, then they are not Gillick Competent and the assessment can not continue.
    5. You can read more about Gillick Competency here
  9. On completing the assessment form, it is recommended where possible to ask the questions conversationally so it does not sound like an interrogation.
  10. Additional instructions are located at pertinent points in the form you should follow these.
  11. Proceed with the form in the order as listed.
  12. When you come to the payment section, the client should be sent a link to our payment portal to pay.
  13. Clients should be informed that they have seven days to pay, at which point they may face discharge if not paid. Please ensure you select the appropriate option on this section of the form.
  14. You can be flexible with this if, for example, they are not being paid for a little longer than 7 days, eg, it is the 20th of month and they are not paid until 30th.  Use your discretion and common sense with this.
  15. If a third party payment is applicable, you need to create the payment link for this, get the details from the client or the appointment on the calendar and email them to advise that the clients assessment is done and they need to pay the amount in the link. Assessor will need to action this.
  16. If the details are not included on the calendar entry, you will need speak to the Clinical Lead who will call the relevant team to get the details.
  17. Use this format to email third parties with their payment link – Subject Line is “Assessment Appointment – Payment Needed – [Client Name]. Body of email to read – Hi, Please be advised that they assessment for the above client has been completed. They have indicated that you are paying their fees. To do this please click on this payment link [enter link here]. Should you have any problems with this or have any concerns or questions, please contact me. Regards…. [sig]
  18. You can set the above up as a template on Gmail to save you some time, DO NOT FORGET TO PASTE IN THE PAYMENT LINK. You can find instructions on how to set up Gmail templates here
  19. Use the notes box in the payment section to detail your conversation around this topic.
  20. Payment should be made on the day, if not reflect this in the section of the form and then the Clinical Lead will follow up payments accordingly.
  21. When it comes to deciding which fee level:
    1. Working 10 hours or more, then charge at the £25 per session and you take their first payment for session 1, advising them they will pay session to session once picked up by therapist.
    2. If they work less than 10 or not at all, then they go through at the reduced rate £25 for a block of 8 sessions.
    3. If they have little or no income, then they can be fee remitted.
    4. Assessors may use their discretion with the above, remember that we do need to receive some form of payment wherever possible
  22. When you come to the social prescriber section, explain that, we are linked to the social prescribing team {Darlington Clients Only}, if they satisfy or meet one of the listed requirements, then we can refer them to the social prescriber team.  
  23. If the above is the case, you MUST get consent to make the referral and the email address on the form.
  24. These referrals are only sent on, if the above is actioned.
  25. At the outcome section of the form, indicate which outcome applies – advise client they will receive automated emails confirming these and action they need to take.
  26. NB at this stage if there is further action for YOU to take, YOU need to do it.
  27. At the end of the assessment, explain to the client that they will receive an automated email, updating them that their assessment is complete and that they have been sent details of our other services, where applicable. [This happens automatically]. Details of the waiting times will be detailed in this email.