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  • 207 Transcript.

    [00:00:00] Dr. Sharp: Hello, everyone. Welcome to The Testing Psychologist podcast, the podcast where we talk all about the business and practice of psychological and neuropsychological assessment. I’m your host, Dr. Jeremy Sharp, licensed psychologist, group practice owner, and private practice coach.

    This podcast is brought to you by PAR. PAR offers the SPECTRA Indices of Psychopathology, a hierarchical-dimensional look at adult psychopathology. The SPECTRA is available for paper and pencil assessment or administration and scoring via PARiConnect. Learn more at parinc.com\spectra.

    For a limited time, you can get one free administration and score report for the SPECTRA on PARiConnect by calling PAR at (855) 856-4266. Just mention promo code S-P-E-C. 

    [00:01:00] All right, everybody. Welcome back. Thanks for being here.

    Hey, today is an interesting episode. Interesting for me in particular, because I am interviewing two guys who wrote a book in an area that I have no knowledge in, and it was fascinating. So today, I have Dr. Jason Smith and Dr. Ted Cunliffe talking all about their book, which is called Understanding Female Offenders. As you can tell from the title, this is a book that really delves into so many aspects of female offenders and female psychopathy. The book is linked in the show notes if you would like to check it out.

    Let me tell you a little bit about them and about what we talked about today.

    During the episode, we touch on a number[00:02:00] of things related to female psychopathy. We talk about psychopathy in general, what it is and where it came from as a construct. We talk about the differences between male and female-presenting psychopathy. We talk about differences in assessment with women suspected to have some psychopathy. We also just generally talk about the assessment process and their favorite measures and ways that they approach the clinical interview with women.

    There’s a lot to take away from this episode as always, but for me, this was particularly rich simply because I don’t know much about this area. And we truly only scratched the surface. So, if you want more information, certainly check out their book which is linked in the show notes.

    Dr. Ted Cunliffe is a Clinical and Forensic Psychologist.[00:03:00] He, over the past six years, has been in full-time private practice and provides expert witness services in various [00:03:00] jurisdictions and courts within Florida and beyond. He’s provided assessment services and worked with forensic populations in a wide variety of settings including juvenile detention centers, adult prisons, juvenile probation, and outreach programs in the community for over 30 years. Specifically, he has served as a staff psychologist and mental health director at a wide number of correctional facilities in Florida, California, and Canada.

    Jason Smith is a licensed Clinical Psychologist and currently the Chief Psychologist for a female correctional facility where he’s continued treating, assessing, and managing incarcerated women. With the coauthors of the book, he has published on female offenders, psychopathy, as well as theoretical Rorschach articles.

    He has received[00:04:00] board certification from the ABPP in Clinical psych0l0gy, and he’s presented research and workshops on assessing and treating female offenders both nationally and internationally. He was also awarded the APA Division 18 Criminal Justice Section Outstanding Dissertation Award (2014) and the SPA John E. Exner Scholar Award.

    So, these guys are super knowledgeable on a fascinating topic. Without further ado, I’ll transition to my conversation with Dr. Jason Smith and Dr. Ted Cunliffe.

    Jason, Ted, welcome to the podcast.

    Dr. Jason: Thank you for having us.

    Dr. Ted: Thank you very much. We appreciate that, Jeremy.

    [00:05:00] Dr. Sharp: I am really excited to be talking with you guys because this is one of those interviews where I truly do not know anything about this area. And so all of the questions that I might ask are born out of my own curiosity and what I think other folks might be interested in. And I know there are a lot of folks out there who do work in this area and are going to get a lot out of it as well. So, I’m just grateful that you are willing to come on and have this chat with me.

    Dr. Ted: Thank you.

    Dr. Sharp: Well, I always start with this question of why this work is important to you. Out of all the things that you could’ve done in the field or might do in the future, why this? Jason will start.

    Dr. Jason: Yeah, I’ll start. So in grad school, Ted was my main professor. He presented a lot on[00:06:00] female offenders, female psychopathy that really didn’t have much research behind it. So through grad school and then after I graduated, I looked specifically for female offender prisons to work at.

    And I find the work to be fascinating and really important because, especially our research in our book, the male offender is much different in presentation than the female offender. So, that was part of why I was doing the research. Why we wrote the book was that it was completely different presentation-wise. And we felt like it was a good avenue that needed to be studied and needed to be presented and written about. So, that was why for me, at least, and I’ll let Ted say it as well.

    Dr. Ted: Well, I can actually think of several [00:07:00] reasons. I think one from a public safety point of view. That’s how I ended up getting involved in psychology really because I was a juvenile correctional officer for a number of years. And so the public safety aspect, but also the treatment aspect and the assessment aspect. And as science, just practitioners being psychologists, that’s extremely important that our treatment and assessment should be guided by research. And I think that’s important. And as Jason mentioned, there’s very little known about this population and that’s how I got into it.

    I was working with Carl Gacono. Our other author is not here. This is a three-generational situation. And he was writing a lot about male psychopaths[00:08:00] and I was working at a female prison, and I was looking around going, man, these women don’t look like what you’re talking about psychopathy being like. And so I think it’s important for that reason. I think women have been left out of forensic treatment and assessment for a long time and presented an enigma for a lot of people. I think it’s important for that reason to try to shed some light on guide treatment and assessment.

    Dr. Jason: And to help clinicians too because if they have their conceptualization wrong, they’re going to miss some things. And just to only help the clinicians and then, as Ted said, to give them appropriate assessment and treatment as well.

    Dr. Sharp: Sure. I think I was half-joking when I was talking with y’all before, and I think I said something like, “Are female psychopaths even a thing?” And I know it’s kind of a myth for sure, but[00:09:00] it really is an interesting idea. When you think of the “stereotypical psychopath” it’s certainly not a woman at least in my mind. And I will guess other clinicians probably feel the same. So, shedding light on this area feels crucial.

    Dr. Ted: Right. When you think about your prototypical psychopath, you probably wouldn’t think about a woman.

    Dr. Sharp: Sure. Now, this may be too personal of a question for either of you and feel free to just shut me down if that’s the case, but I think about how a lot of us get into the field and work in areas that are personally relevant for one reason or another. Was there anything like that for either of y’all that drives you specifically to work with female offenders or was it truly just wanting to expand knowledge in the field and curiosity and that sort of thing?

    Dr. Jason: Yeah,[00:10:00] for me, there wasn’t anything necessarily personal. It was interesting. It was a place that needed some research and things like that. And I felt that as my niche kind of thing. So nothing specifically personal that get me into that work.

    Dr. Ted: Yeah. I wouldn’t say personal in terms of female offenders and psychopaths, but definitely personal in terms of psychopaths because I had an older brother that was a psychopath. I think I read my first Hervey Cleckley book, The Mask of Sanity. I think I probably read that when I was about 18 years, just a real thirst to try to understand because he really created a lot of damage to our sanity. I think everyone was really struggling with that.

    Then in terms of the females, that’s how[00:11:00] I got into psychopathy, but females are very intriguing. It’s a fascinating population. And I think when we think about male psychopaths as we’ll hopefully get into, we’re looking at narcissism and antisocial personality disorder, but women don’t really have. I mean, some women are narcissistic but in very low numbers. And that’s not really the driving force behind female psychopathy. It’s more borderline and has history on it.

    Dr. Sharp: I see. Yeah, there’s so much to get into here. I’m just holding back all the questions, but I appreciate you diving into that a little bit. Like I said, definitely I’m not the only psychologist to pursue some of these areas out of our own experience.

    So I wanted to ask just right off the bat as we start to[00:12:00] get into some of the content for the book. And then we talked about this in our pre podcast chat, but I’m guessing people are probably curious like how do three men write a book called Understanding Female Offenders? What’s that process like? How do you understand?

    Dr. Jason: Well, I think it goes back that we just all have clinical experience in working in this population. So nothing necessarily has to do with our gender. It’s just that we were there, we were able to study them, we were able to assess them appropriately, and we had the data, we had the clinical experience, so that’s why it all came out in the book and it just happened to be that we were three males doing it and not three females.

    Dr. Sharp: That’s fair.[00:13:00] As y’all discussed your experience, I can’t even count the number of years combined that you all have working in these settings. And I think that’s just important to highlight that.

    Dr. Ted: For me, it wasn’t actually the reason I went into psychology. It just happened that I happened to be at a female prison. Taking a look around, and then I got interested that way. Life’s like that sometimes.

    Dr. Sharp: It really is. Yeah, that intersection of opportunity and interest or curiosity that falls on your lap sometimes.

    Dr. Jason: And I’ll have to back that up too. It was the right place at right time. I went to a graduate school that Ted was teaching in. He did all the female offender research. He introduced me to Carl and just for the past, probably about 10 or 11 years, we’ve been pretty much focusing on female offenders. So yeah, right place, right time.[00:14:00] life works crazy like that sometimes.

    Dr. Sharp: It sure does, right. And here you are, you’ve written a book. How did I end up here?

    Well, let’s dig into it a little bit. I am so excited to talk through this topic. I thought we might start just with an overview of psychopathy in general. Can you all talk through that? What do we even mean? What is this concept of being a psychopath or psychopathy as we provide this discussion here?

    Dr. Jason: Ted, did you want to grab that one?

    Dr. Ted: Okay, sure. Well, I think an important point to point out is that this is an extremely old concept. Antisocial behavior, rule-breaking behavior, and things of that nature[00:15:00] have been an issue since human societies first were formed. And when you look at the history of psychology, the history of mental health treatment, a lot of it comes out of the Greek philosophers. And probably, I would consider Theophrastus, who was a student of Aristotle, the first personality psychologist. And he developed a number of typology and psychopathy was one of the things that he was talking about. So psychopathy is an extremely old concept.

    There have been some forks in the road along the way. One of the things that people often get confused about and we wrote in the book was the difference[00:16:00] between psychopathy, sociopathy, and anti-social. People get confused often. I remember Jason and I years ago working on a paper and we never actually did publish, but what’s in the name was one of the titles we were throwing around. And Jason was coming up with some amazing stuff just from the general culture, television shows, where they would be referring to a person as a psychopath one minute and then two episodes later a sociopath. And it just goes around and around.

    I don’t want to speak for Carl and Jason, but for myself, anytime I hear that S-word, I’m like, no, because that’s where all the data is [00:17:00] in psychopathy not in sociopathy.

    Sociopathy is a term that was coined by Birnbaum in 1909 and was really influenced by the age of enlightenment. It’s not a hard-wired personality dimension here that’s causing this behavior. It’s the situation the person is in. So if you grow up in the Corleone family, then your chances of being a psychopath are a lot better. And from that, I sort of refer to it as the social deviance model and it was actually in the DSM, the first edition in 1952. Meanwhile, all the psychopathy research is continuing on looking at different aspects.

    And then[00:18:00] they had a lot of problems measuring it. So then that morphed into an antisocial personality disorder, which is really focused on the behavioral aspects and not so much the personality aspects. And there’ve been a lot of arguments over the years about this issue. Reid Meloy and other people involved here, and all kinds of people have chimed in about this. And I liked what Reid said because he said that they had sacrificed validity on the altar of reliability. But basically what you’re talking about with psychopathy is it’s a multi-dimensional construct that you’re looking at behavioral aspects, you can have effective aspects, interpersonal aspects.

    And we’ve seen this over the years. Things really exploded after the mid-70s,[00:19:01] the early 80s with Robert Hare developing the psychopathy checklist, which we talk a lot about in your book. But that really, in terms of psychopathy, opened things up in terms of getting a clear idea of what psychopathy is and allowing us to measure it.

    And a lot of the data since then has really clarified these kinds of issues that when you look at psychopaths versus non-psychopaths, their brains function differently. Interpersonally, they’re much different, and trying to get a handle on that. So, I think from a personality aspect the male psychopath is basically antisocial personality disorder and narcissistic personality disorder, and in some cases, paranoid personality to start or tendency to figure into it quite highly.

    But when you’re looking at [00:20:00] females, that doesn’t really cover it. They don’t do that kind of thing. They’re not boastful and arrogant like the male psychopaths are. However, they’re no less lacking in empathy.

    All of these different things that we think about with psychopaths still exist. And looking back to what Jason just referred to a little while ago, that if your lens is a male presentation and you’re dealing with women and you’re assessing women, you’re going to miss a lot of stuff.

    And I think this is true of anything really. I mean that when you look at the psychology of women, there’s giant literature in terms of neuropsychological findings, functional MRI findings, personality[00:21:00] measures. When we look at the PAI, the MMPI alone, gender’s a big part of that assessment in terms of how you’re going to look at those scores. So, I think it’s important for that reason.

    Dr. Sharp: Absolutely. I have two questions just right off the bat. One is off-script and you may not know this and that’s totally fine. When you talk about psychopathy being around since humans were humans, it makes me wonder, I feel like there’s so much out there about the evolutionary benefits of collaboration, but what, if any, evolutionary benefits are there to psychopathic behavior?

    Dr. Jason: I know Milan talked a lot about with his evolutionary model off the top of my head. I can’t think of it. Ted may have some. But one thing that [00:22:00] was interesting to find is that anti-social males were evolutionarily attractive to histrionic females, like this hypersexuality feminine kind of characteristics.

    So Milan was talking about that, which I think defines possibly why the two split? So the anti-social with the males and then we’re talking about the histrionic female. Again, the character chores, like the extremeness of the two that they have some attraction to each other. So that was one thing that we found in researching the book. Milan talked a lot about the evolutionary stuff, and I can see that as the reproductive mating and their characteristics and things like that.

    Dr. Ted: I think what I would add to that is that[00:23:00] clinically speaking and from an assessment point of view, you know, we’re doing an assessment, we’re trying to relate the assessment findings to the person that we see in front of them, whether it’s for the court or whatever.

    I mean, it’s a matter of looking at test scores and trying to give people a sense of what to expect and what difficulties somebody might have. And so dimensionality is the core concept here that it isn’t a matter of if the person is a psychopath or not, the issue is how psychopathic are they?

    So when you look at the prototype, the extremely psychopathic person, they’ve got a lot of problems. They have a lot of difficulties. I mean, we focus on the damage that they do in society, but [00:24:00] I wouldn’t want to be like that. I thought about it before, like, working in corrections and you look at these guys or women and it’s just like, “Man, I wouldn’t want to be like them.” They have a lot of problems functioning, adapting.

    It’s an interesting point that you raised in terms of, are there any good things? Well, he talked about this idea of positive psychology. Positive psychopathy, he referred to it as. And yeah, there are some aspects of being a psychopath that are actually good.

    Dr. Sharp: That’s fair. Are there any that you can think of off the top of your head? We don’t have to spend a ton of time on this.

    Dr. Ted: Having a lot of energy and being industrious. I have a good friend of mine who is a salesman [00:25:00] of pharmaceuticals. He goes off to the training sessions for a week in The Bahamas, that kind of stuff. And I always joke with him. It’s like, they’re training you guys how to be a psychopath, right? Because that’s an aspect of it. Like selling yourself.

    People, when they’re victimized by a psychopath, one of the things is that they feel so embarrassed about it. It’s just like, “Oh my God, like, how could I fall for this guy?” Like, how come you didn’t see all these red lights? What’s going on?

    And so there’s that manipulativeness in it. Thinking of the pathological range and manipulativeness but sometimes manipulativeness a little bit will be good. The same thing with narcissist women, all of these other things.[00:26:00] It’s not like you don’t want any of it. I think getting back to what Jason was talking about, and then I’ll shut up is this idea of when things become maladaptive. In the DSM, there’s a lot of discussion around these personality disorders. For instance, being maladaptive. And that’s the core issue.

    The point that you’re bringing up is more people that maybe aren’t primary psychopaths, they’re not people that are prototypical psychopaths, people that definitely maybe have some traits but they’re not going to be people that are committing the kinds of offenses that psychopaths tend to commit.

    Dr. Sharp: Did you have other thoughts, Jason? I saw you.

    Dr. Jason: The only other one that I had was one of the items on the PCL-R and obviously what it measures is promiscuous sexual behavior. So they have[00:27:00] a higher chance that their genes are going to get passed off into the next generation. So, that’s probably why it continues.

    Dr. Sharp: Oh, well, yeah, that’s important to highlight. That is true. Thanks for rolling with a curveball question. It got me thinking.

    So we talked a little bit about the different presentations between men and women with psychopathy. It seems like personality traits are a big part of that. Are there other differences that y’all would like to highlight between men and women in terms of how psychopathy presents?

    Dr. Jason: Yeah, so obviously the personality, as Ted was talking about. So the males were more narcissistic, the females more borderline and histrionic personality. But if we go and look at different domains, so a couple of domains effectively, interpersonally, and then how their self-concept is.[00:28:00]

    So interpersonally, females and males differ in that. We talk about it like the pseudo dependency in females. They are more interested in others. Males tend to be more like lacking attachment. However, the issue with the females in terms of their interpersonal actions is that though they want to interact with others, there’s some gain. So some attention-seeking interactions. Needing other people to kind of mirror how they’re feeling increases their self-esteem. So they need people to help boost themselves up. So that is a big aspect in the…

    All the Rorshach male data that Carl collected that we examined in the book is they have very few texture responses. So some lack of attachment. [00:29:00] But for the females, their Rorschach, not only do we even have 1, they would have 2 and then they would also have a higher score on the Rorschach oral dependency scale- another measure of dependency. So interpersonal, that’s a big difference between the two.

    The other one, self-concept. So as Ted was talking about, males are very boastful, narcissistic, grandiose. The females, though they have this self-focus like they want to talk about themselves as Carl and Ted have talked about, the female psychopath will look in the mirror, but not like what she sees. The male psychopath will look in the mirror and then enjoy what he sees. So we found a lot of that in our data in terms of Rorschach and then PAI as well. So the self-concept, females tend to view themselves more as damaged and broken. [00:30:00] The males not necessarily.

    And then the last other domain that we have was effective. On the Rorschach, females, I think would probably go back to like their high borderline traits, higher liability in terms of their emotion, more pure see on the Rorschach, differences in terms of how they handle the emotions. So more liability was a big difference between the males and the females in terms of how they handle their emotions.

    So yeah, not only the personality traits but within the domains of things, we can even see some of the differences between those two.

    Dr. Sharp: I see. Are there any differences in how these characteristics are externalized in terms of actions, the crimes[00:31:00] committed? These are very naive, but how does all this get externalized between men and women? Are there differences there?

    Dr. Jason: So, go ahead, Ted.

    Dr. Ted: Okay. I guess what I was going to say just to add to what Jason was talking about is that pseudo dependency is extremely important. And we see this in the offenses they commit. The involvement of other people.

    Female psychopaths don’t commit stranger offenses like a male psychopath, a rogue alone. You think about some prototypical psychopaths, Ted Bundy stalking women. There are no other people involved. Whereas when you look at women, there’s always that there are people involved. Sometimes it’ll be maybe a stronger[00:32:00] female or a male. And they tend to offend against people within their social […]. And dovetailing on what Jason was talking about, this idea that there’s a lot of self-criticism in these women and that they use other people as a means to shore up that sagging self-esteem.

    They use the idea of the mirror where the other person becomes the mirror. And you really see this when you interview them, especially women. If there’s another woman in the room, if it’s a female psychologist evaluating the person, they’re extremely concerned about how they’re being seen. [00:33:00] It’s a lot of heightened worry and anxiety about how they’re being perceived and whether they’re being accepted, especially by other women.

    But that’s not to be confused with empathy or any kind of deep emotional feelings that they have a great deal of shallow at that just like the men do and a lack of genuineness, just like the men do. But it presents in a different way because they’re women based on cultural factors, evolutionary factors, all kinds of things.

    Dr. Sharp: Since you bring that up, it makes me think about the idea that women are not a monolith, right?[00:34:00] I don’t know how much we can dig into any data you might have in terms of like when we’re talking about female offenders, are there major differences that y’all found between racial or ethnic groups or SES, or even, I don’t know if you got into trans women versus ciswomen, all of that?

    Dr. Ted: I would add some things to your list.

    Dr. Sharp: Please do. Yes.

    Dr. Ted: Security level. If you talk about ciswomen, that’s a big variable. CS is another big variable. IQ is another one. The offense category is another big issue. We’ll see that over and over the data and the male data too. But when you look at people that commit property offenses or financial offenses is much different [00:35:00] than people that are committing murders.

    Dr. Sharp: I see what you mean. Are there any demographic variables off the top of your head that you know lead to some of the bigger or contributes to some of the bigger differences among women?

    Dr. Jason: Demographically, not necessarily.  Definitely in the book, we talked about specific female sex offenders. And then when we talked about female psychopaths, we didn’t necessarily group them out by category or race or anything like that. So there probably were two females that identified as males or transgender, but it wasn’t enough to separate everything. So yeah, nothing in particular for that. But the sample was rather large. We had about 337[00:36:00] females in the data set. So, there wasn’t anything. The only thing that we did really make sure it was IQ, like low IQ. Anything less, especially 80 for the Rorschach isn’t appropriate. So we threw that out as a big thing for our data, at least in terms of that.

    Dr. Sharp: I see. Thanks for diving into that. I just have so many questions here.

    I know we talked a little bit about myths about female offenders. I’m curious what y’all might say about that? What are some of those myths that you run into?

    Dr. Jason: Well, the first one especially because working on the female sex offender chapter was that females don’t commit sex offenses. That’s a huge myth. But[00:37:00] I think within the media now, with teachers and students and things like that, some of that stuff is getting brought a little bit more mainstream. But also the data in terms of female sex offenders is not great either. So that’s why we were really interested to kind of delve into that topic. So one of the myths that we definitely came across is that females don’t commit sex offenses, which is totally a myth.

    Dr. Sharp: Are there any differences in the quality of sex offenses between men and women, if that question makes sense/if you get what I’m asking, like the characteristics of sex offenses in terms of assault versus coercion? I don’t know. I’m not even sure.

    Dr. Jason: Yeah, it goes back to what Ted was talking about. Most of the sex offenders that we had were[00:38:00] with other males or another female. So it was that dependency aspect of things. And it’s more relational as Ted was talking about family victims. Very few strangers in terms of that. So yeah, in our data, it was more violent offenses against not necessarily violent, I should say sexual offenses against minors was mainly our category. And they were mainly people that they had some relationship with, which is completely different than some of the other sex offenders because, for the males, you can have stranger victims and things like that. That’s definitely a big difference that we found.

    Dr. Sharp: Right. Any other myths about female offenders that we should chat about?

    Dr. Jason: Ted wrote those. So I’ll [00:39:00] let him take the floor.

    Dr. Ted: There are quite a few I think. It’s an interesting discussion because when you think about bias and we wrote a chapter on that, one of the things that when we think about society is that there is a lot of gender bias in society in general, without a doubt. One of our observations has just been that when we look at the justice system and the prison system, the bias tends to almost work in the opposite direction from what it does in society.[00:40:00]

    So one of the myths that we looked at in the literature was this idea that women are more harshly punished than men are, which there’s very little data to support that assertion and it certainly hasn’t been my own personal experience doing cases. I mean, I’ve got a case right now, a very young girl that was looking at attempted murder of her parents. And there’s a great deal of concern that she gets treatment. And I completely agree with that, but I think if she had been a male, I’m not so sure that would happen.[00:41:00] And there’s an interesting thing that goes on with that is that the entry to the juvenile justice system or the justice system, women and girls are treated much lighter by the justice system.

    A lot of the data that we looked at, however, once they’re in the system, they tend to be looked upon with more scorn, especially by other women. One of the things you’ll hear all the time is that clinicians not wanting to work at female correctional facilities.

    Dr. Sharp: Why is that?

    Dr. Ted: Well, for the women, I remember back when I was collecting my piece of the data and I had a female co-researcher[00:42:00] many months in England and we were doing research together. So we used to do the PCL-R interviews together. And the reason we were doing that was just for inter-rater reliability, that kind of thing.

    And it was much different when she would do the interview, versus when I would do the interview. How they would react to her, how they would react to me. There was very much sisterhood presentation and a lot of cajoling and almost trying to talking into thinking that there are good people. Like they would say stuff like this all the time. Like, oh, I’m not a bad person. Whereas with me it was more sexualized in terms of this is how some of these women interact with men. That already should get what they need. [00:43:00] So that’s one myth.

    I think another one has to do with the media. This idea that women are left out and left behind, nobody cares about them and that the media were so hard on them. Well, we found a lot of data to suggest that actually the opposite of that. And if you go online, you’ll find all books written about how women are just victimized by the culture and female offenders being victimized by justice systems and the media and things of that nature. But when you actually look at the research, like the media research we were looking at in this case, [00:44:00] and what you find is that there was a lot more almost like gentle wanting to provide some kind of explanation for why they were in the trouble they were in, that kind of thing. And that’s not something that I think the general public would necessarily think.

    And when we think about the media, they tend to think that they’re hard done by the media, but we found very little support for that. Most media presentation was actually saying that they’re more likely to be looking for excuses for letting them off the hook. The most harshly treated in the justice system, [00:45:00] the group that seems to have the highest probability of being incarcerated and being incarcerated for an extremely long time, are African-American men, overwhelmingly. African-American women, not so much.

    And so that’s a pretty significant myth. I think we also talked about this idea that female psychopaths don’t exist. There are people saying that literally. Oh, well, this is just completely ridiculous. Female psychopaths don’t exist. That they’ve got some other problem. That they’re traumatized and they’re being interpreted [00:46:00] differently. But most of our dataset were not traumatized. So how do you explain that?

    Dr. Sharp: That is fascinating. Especially now, I think we’re in a time where there’s a helpful recognizance of trauma and its role in mental health concerns. And that’s actually surprising to me that y’all, didn’t see as much trauma.

    Dr. Ted: Trauma is something that I always assess for. I think that the men are traumatized, not as much as females or women, but a lot of the guys that I’ve seen over the years, a lot of them had trauma histories. That’s not something that’s really discussed when it comes to men. [00:47:00] It’s discussed a great deal when it comes to women. When you look at programs, and Jason can speak to these programs in the correctional environment, trauma programs they almost always start out with the women.

    Dr. Sharp: Sure. Do you have thoughts or data, of course, on the ideology of female psychopathy? I mean, what are some of those environmental factors that may contribute,/ or risk factors, things like that?

    Let’s take a quick break to hear from our featured partner.

    The SPECTRA Indices of Psychopathology provide a hierarchical-dimensional look at adult psychopathology. Decades of research into psychiatric disorders have shown that most diagnoses can be integrated into a few broad dimensions. The SPECTRA measures 12 clinically important constructs of depression, anxiety, social anxiety, post-traumatic stress, alcohol problems, [00:48:00] severe aggression, antisocial behavior, drug problems, psychosis, paranoid ideation, maniac activation, and grandiose ideation, and organizes them into the three higher-order psychopathological spectra of Internalizing, Externalizing and Reality-Impairing.

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    All right, let’s get back to the podcast.

    Dr. Ted: Do you want to take that Jason?

    Dr. Jason: So obviously, anything early on, genetics I think obviously plays a big role in that, kind of going back to what I was talking about with the Milan stuff. Environmental factors, yeah. They could possibly grow up where there’s trauma or abuse or things like that. It is totally possible that it shapes the personality of the female psychopath. We’re not saying that all these female psychopaths don’t have trauma. But actually, when we looked at the data and the ones that did it, all the female offenders at times had [00:50:00] different trauma indices.

    So then not all of them were psychopaths or not all of them engaged in these different kinds of things. So I think genetics plays a role. I think environmental factors, this kind of coming together. We find with the data, especially early behavioral stuff, that’s more like the males. The females have it, but it’s just not there. Their violence might be different. It might be relational or ostracizing or gossiping and things like that. All of those things probably play a role in whatever it may be. And then it just continues and continues and then comes out as they advance in age.

    But yeah, there weren’t any particular things like, Oh, these three things lead to psychopathy. I think it’s just a mixture of everything. [00:51:00]  Definitely, the ones that are higher in psychopathy seem to have a long range. You can see different markers of violence or things like that, or even early on. So yeah, nothing in particular that I would say. I don’t know if Ted wants to add anything to that, but I think it’s a combination of genetics and the environment as well.

    Dr. Sharp: Like everything, right?

    Dr. Jason: Yeah. Unfortunately.

    Dr. Ted: It’s a very heritable condition. And I think that you really can’t ignore that sometimes there are very few environmental factors at play. Sometimes it’s just pure genetics and sometimes say can come from [00:52:00] very loving parents. I’ve seen it myself where the parents are pulling their hair out because they just don’t know what to do. Their daughter is trying to submerge their 3-year-old son in the bathtub.

    Dr. Sharp: Sure.

    Dr. Ted: 10-year-old daughter. Oh my, what do we do? What have we done wrong? In some of these severe cases, maybe they haven’t done anything wrong. Sometimes it’s pure genetics. Other times there are definitely environmental things that happen as Jason mentioned, trauma.

    I think one of the things you always have to be careful about in these discussions is not getting into an all-or-nothing thinking process.[00:53:00] Like, Oh, it’s this. That’s the reason or this, and that’s the reason. Well, substance abuse, the neighborhood you grew up in, who your parents are, early experiences, genetics, all play a role. And getting back to your earlier point in terms of the individual, well, it’s different for different people.

    Dr. Sharp: Yes. As someone who works with kids primarily, I have a pediatric focus. I think a lot of the audience does as well. Are there any signs that y’all know of that you can speak to that might emerge in childhood that really we should be paying attention to that might influence later psychopathy?

    Dr. Jason: Nothing that I can think of. Well obviously,[00:54:00] you always have early behavioral problems like stealing or lying or things like that. I know they always try to say animal abuse, things like that. You don’t really see much of that for the females in terms of like this callousness and lack of empathy. I kind of see it as the adults. But bullying, ostracizing maybe might be one. Relational aggression in the females, probably, maybe an indicator but obviously any overt aggression or things like that would be a possible sign. I haven’t done much, I know Ted’s done more with the juvenile, so he might be able to speak a little bit more with that.

    Dr. Ted: I think one of the key aspects is the lack of empathy when you look at these things. That’s[00:55:00] one of the core dimensions of psychopathy, no matter what, whether you’re talking male psychopaths, female psychopaths, juveniles. And that when you’re in the presence of someone that really has no empathy for other people, it can be a very unnerving experience.

    Dr. Sharp: Absolutely.

    Dr. Ted: Yeah. And when you think about our child-rearing practices and talking about a pediatric process, parenting is all based on empathy. Share and don’t do that because that makes so-and-so feel terrible. How would you like it if somebody did that to you? Basic empathy kinds of stuff. And so that would probably be [00:56:00] the earliest marker that people will be able to identify. And it’s usually the one that people comment the most about.

    Dr. Sharp: I see.

    Dr. Ted: I’ve done evaluations court and interviewed the family, they’ll say stuff like that. Like, Oh yeah. I remember, I was 4years and my sister was 7years and she tried to put my hand down a […] and just this real lack of empathy, a lack of understanding of another person’s emotional experience. So I would say that that would probably be key.

    What Jason was talking about is that women are much more relational than men[00:57:00] that other people have written extensively about these terms. And so when you think about that in terms of psychopathy, the things that Jason was mentioning just now, like vicious cyberbullying would be a marker.

    We’re all guys sitting here. We don’t have a sense of that. Like what girls can be like to other girls and how important that is. Being a part of the group is much more a part for girls than it is for boys. Boys are much more comfortable doing stuff on their own. And guys[00:58:00] that are being jerks, just like that we got going over here. Women getting back to this relational aspect. So those would be things I think that would be key markers. The lack of empathy in these relational deficits that Jason was talking about, kind of vindictiveness.

    Dr. Sharp: I see. Thanks for talking through that. There’s so much, but I want to make sure and talk about some of the assessment practices that you all discussed. This is The Testing Psychologist podcast. So yeah. I’m curious about the assessment process. I wonder if we might just say or talk generally about the instruments, the measures that you might use to assess psychopathy, [00:59:00] and then how the process is different or what you might do to tweak the assessment process specifically for women?

    Dr. Jason: I think we’re all on board, Ted, Carl, and myself is that in order to assess psychopathy, the PCL-R in our minds is the only valid measure of it. Though there are self-reports on psychopathy when we’re talking about a disorder that has talked about manipulation and lying. We feel that PCL-R is the best way to assess psychopathy and we are all on board.

    It’s an interview. So you have a record review, and we always advocate that you do the record review first prior to the interview because one of the things [01:00:00] and Ted probably will talk about is that when you’re interviewing them, you want to see how they react or if their story matches up. And if you do the interview and don’t look at the record review till after, you’re going to lose a lot of clinical data. You’re going to miss a lot of different things. So we advocate record review of as many files as you can get, secondary sources, sometimes even Google searches to be honest, newspaper articles, clipping to see if the judges or victims have said anything about them.

    As for the females, one of the big things is impression management. So they’re not going to necessarily always go into the depth of different things. So if you just take their word for it, you’re going to miss a lot of stuff. So psychopathy in terms of not necessarily a diet, but assessing psychopathy that’s the measure that we use.

    [01:01:00] I’ll let Ted speak a little bit too about some of his stuff, and then we can go a little bit more in-depth into how we differentiate a female PCL-R interview then a male interview. But anything else, Ted, that you…

    Dr. Ted: I was just going to add Jason, what you were talking about in terms of the record review that this is something we can’t emphasize enough. That you’re dealing with a disorder in which the key aspect is lying and manipulation, which is precisely why Robert Hare did the structured interview format and not self-report.

    What’s the difference if you want to assess a construct like lying? Well, if you say to the person, [01:02:00] do you lie? Well, somebody who’s honest is going to say yes, but somebody full of lies is not. Behavioral control is one of the items on the PCL-R. And I think this is what Jason was alluding to that the way that I always do this, and I don’t know if it would necessarily be a recommended practice in all situations depending on how violent, dangerous, and large the person is I think.

    One of the things that I always do with that is having the record review there to confront them on their lies and then pretend like I’m upset and confront them. And I always do this at the end of the interview. So I would confront them and pretend like I’m very upset and[01:03:00] raise my voice. How can you come in here and lie to me like this when I can’t believe this and this kind of thing. Somebody that’s low in that would be apologetic, like, Oh, sorry, jeez and try to diffuse the situation. Somebody that’s high is going to be flipping you the burden saying, you are. Giving it back to you? There’s your behavioral sample.

    So this is important. I think there’s something wrong all of us know as being clinical psychologists that any kind of behavioral assessment is always good. If that would be the thing that I would add to it, I think that a lot of times people don’t do that. They ask the person, Oh, do you ever have problems [01:04:00] with getting upset and that kind of thing? And then they say no, and then they go, okay, well that’s a zero, which isn’t necessarily the best practice.

    Dr. Sharp: I have a question. Just going back a little bit. When you’re talking about record review, well, one, this is very important. So you mentioned a few examples of Googling and newspaper articles and so forth, but just to spell it out a bit, what records do you consider most important in these assessments? Like what are you really trying to get your hands on before you do these interviews?

    Dr. Jason: Well, I’ll speak to it. Again, most of my assessments are done with people that are incarcerated. So prior to their sentencing and going to prison, they have something called a pre-sentencing record. So it is very important to review any clinical notes from maybe medical [01:05:00] or other psychologists, maybe at other prisons that have been transferred. We also have access to their emails or phone calls. That’s really good clinical data I really enjoy.

    So when they go to prison, every lunch, they have something called a mainline. So they come and you get to observe them as they’re eating. So you get to see who they’re hanging out with, how they’re functioning, so you can determine to see, Oh wow, this person’s coming into me and saying, they’re severely depressed, they can’t get out of bed,  yet they’re laughing and joking. And they’re walking the room and in the dining hall. It’s a really good behavioral observation.

    So really anything that I can get a handle on, but definitely like if I don’t have a pre-sentence investigation that one sets up the stage and then everything else. It’s great if you can get a newspaper article from them[01:06:00] from their trial, or maybe look at some videos, but any other records. And then I just always ask other staff members that have interacted with them. So that will just give me more. Are they consistent? Are they trying to split things like that? So any really collateral information. We don’t really get much family, but sometimes with phone calls or things like that if you can get some of those things. And so that’s mine because I’m working in the prison.

    Ted’s will probably be a little different since his role is different, but maybe he’s had some other records that he looks at.

    Dr. Ted: Well, I think school records, I would add to that. I think teachers, previous teachers. I used to do this when I was in the correctional system too. If I could get a hold of a teacher that will remember them, that was always very [01:07:00] valuable. Interviews with family are always very helpful. I’m doing forensic assessments. So that’s something that we routinely do is do collateral interviews with families. But the type of record is almost a difficult question to answer. Almost anything and everything.

    Dr. Sharp: Everything. Yeah, sure.

    Dr. Jason: Anything you can get your hands on to be honest is good. And again, some of those reports and stuff like that, it depends how well the person wrote it or how many records they had and things like that. So yeah, anything that we can get our hands on.

    Dr. Ted: There’s been so much concern about body cams with the police. That is golden stuff.[01:08:00]

    Dr. Sharp: Oh, I’m sure.

    Dr. Ted: You see how they are at the time of the events, how they’re behaving, what their interactions like with the police, things like that are very valuable. I had a case, well, I don’t know, 25 years ago now, where one of the family members suggested, “Hey, why don’t you call this guy here?” He was a guy that worked with my sister. And so I said, “Okay.” So I called and this guy had all kinds of videos of her. I got office parties. It was unusually good, but almost anything and everything that’ll give you some insight.

    Dr. Sharp: Fair enough. [01:09:00] What about the role? It sounds like there’s a lot of emphasis on record review, and then the PCL-R which just for anyone who may not know, what is the PCL-R?

    Dr. Jason: The Psychopathy Checklist-Revised. So it’s a 20 item semi-structured interview created by Hare. Most recent ones in 2003.

    Dr. Sharp: Okay. What’s the role of any other measure in this process? You mentioned the Rorschach a few times. What about that? What about others?

    Dr. Jason: Yeah, so that one helps us identify independence. So that was an identified group. So non-psychopaths or psychopaths. So the PCL-R goes from 0 to 40, so 30 or higher, we include in the psychopathic group, 24 or less. So then we use the other measures, the Rorschach. We use that one and the PAI to [01:10:00] look at differences, look at how they’re dealing with it interpersonally.

    The other domains that I talked about are self-perception effective modules. So we’ve used more of the PAI and the Rorschach because we feel like the Rorschach is the performance measure to see how they handle the ambiguous situation, which is always fun for the females. And then the PAI we also use in our assessment to see if there are any differences between the two. I’ve used the trauma symptom inventory too just to get a look at some of the trauma symptoms. And I know Ted’s pretty big on the policy deception scale too, to get a little measure of how they’re perceiving things as well.

    So in our book, and then some of the data we have the[01:11:00] policy deception scale. But the main three is PCL-R to identify where they fall on the psychopathy continuum, and then PAI and the Rorschach to help look at differences really between the two is kind of our dependent measures.

    Dr. Sharp: Right. And then what might be a dumb question, but I ask those sometimes. What do you do with these results? What happens with the assessment results? I know a lot of this was for research, of course, but I’m curious on the real-world side of things, what happens with the results of these assessments especially if someone’s already in prison or headed that direction. It’s like, “Oh, we already knew this stuff.” So what do you do with it?

    Dr. Jason: So a lot of the assessments that I do is to see if they qualify for a treatment program, like a trauma treatment program [01:12:00] or something like that. Any assessment that I do clinically, I bring the inmate in, we go over what some of their findings are, see if they can relate to it like a treatment plan.

    So especially clinically, we’ll sit them down, and then they tend to be pretty astonished how well the assessment actually understands them. They think that I have some magic eight ball, especially when I give them the Rorschach and I give them the results and they’re like, “Wow, you got that from that test?” And I’m just like, “Yeah.” And they’re like, “Oh, I thought you were just pulling my leg or something like that.”

    Normally, I’d call them over and give them their results in a group. So, they’ll go back and there’ll be like, “I can’t believe it.” And then they’ll all be like, “What is going on? I can’t believe all of them. How do you know so much about me? Yeah, the test. Oh my God.” So that actually, to be honest, [01:13:00] actually helps them a lot. It helps them understand themselves and then helps me pair the treatment that we’re doing with them so that they’re not like I’m just doing this test for no reason.

    No, there’s a reason behind it. And it’s always focusing on the treatment. And it will help me also identify, especially if certain people in certain groups may have some difficulties. Maybe I need to rework the groups or things like that. So it’s also informative for me so that I can get a good mesh of people where it’s not an issue, things like that.

    Dr. Sharp: Great. As we start to wrap up here, I know we’ve covered a wide range of ideas and topics. I’m just curious, anything that y’all would like to touch on that we haven’t talked about or maybe want to talk more about here before we wrap up or any just takeaways [01:14:00] for folks who are working with female offenders or are thinking about getting into that?

    Dr. Jason: It is definitely a difficult population, but it can be pretty rewarding again because that many people have probably come before you. So if you’re interested in it, I would definitely recommend it.

    Just a couple of takeaways. We talked about the PCL-R, there are definitely some items that look different for the males versus the females. So I would just be mindful. We mentioned it in a little bit, but parasitic lifestyle looks a little different maybe for the females. Assessing the grandiose, self-focus probably will look a little different and just going into broad topics. But to also understand female psychopathy, you need to know some of these things [01:15:00] because you’re going to miss them when you assess certain items. So there are different questions that me, Ted and Carl have come up with that we use to assess female offenders with the PCL-R.

    And then the other takeaway is males and females, especially in psychopathy are different. And our book that we’re plugging here, but there’s a reason. We’re not just putting out. These are not just theories. This is data-driven, all our stuff. We have over 300 in our sample. So it’s a pretty big sample where we’re making some of the suggestions and claims that we’re talking about. It’s data-driven. And we’re all scientists practitioners. So we all are clinicians, but we also do research as well.

    Dr. Sharp: Of course. Ted, any parting words here?

    Dr. Ted: I agree with what Jason’s talking about there. I think [01:16:00] the reason that the population is a challenge for some clinicians is because of the lack of familiarity. And the approach is different. We didn’t actually dive deep into a lot of these assessment practices, but the way you would interview a woman is much different from how you would interview a man talking about these kinds of things.

    And so there are certain things that you need to be aware of that you can’t take the facts approach to be like, Oh no, I don’t want to hear about that. Just answer my bloody question, that kind of thing. I mean, you can’t be doing that. [01:17:00] There’s almost like a… In order to get the information, you have to be very supportive.

    Dr. Sharp: That’s interesting. Yeah. Can you say, I know we just have two minutes, but I’m curious, what practices would you say are really top of mind that are different?

    Dr. Ted: Perhaps it’s more of a reflective listening approach.

    Dr. Jason: Supportive.

    Dr. Ted: That’s right. I think that when you’re talking with them, one of the aspects about psychopathy, and this would be a good takeaway, is that one of the core features we’ve discussed is lying, manipulative behavior, things of that nature. And so some of these women, these psychopathic women[01:18:00] will be using a lot of cultural beliefs to their advantage. It is true that domestic violence exists and things of that nature, that women are definitely victimized by men at much higher base rates than the reverse. That very unusual for men to be beaten unconscious by a woman.

    However, because they tell you that that’s the case, that doesn’t mean it’s so. And that’s always something to be very cognizant of. And getting back to what we’ve been talking about all along, like the pseudo dependency,[01:19:00] the sense of self-criticism, seeing themselves as damaged, you’re not getting the arrogant elite narcissist here. You’re getting the borderline who feels inadequate and empty. This doesn’t mean that they also don’t have a lack of empathy and things of that nature. So when you’re talking to them, that supportive style is extremely important because you’re going to get nowhere otherwise. Jason can definitely attest.

    Dr. Jason: Yeah, nonjudgmental, supportive, mirroring their emotions.

    Dr. Ted: The men, you might have the guy come in and you’re like, “Hey, Frank, come here. Okay. Sit down.” Guy sits down and you ask the questions and go, okay. Well, if you do that with women,[01:20:00] you’re not going to get it, right?

    Dr. Sharp: I see.

    Dr. Ted: You have to be like, Hey, how are you doing? Is everything okay? That kind of thing. 

    Dr. Sharp: Right. More relational. That sounds like that.

    Dr. Ted: So that would be the important takeaway. And I think also Jason talked about this too, is just how important it is to fully assess your people in whatever you’re doing and designing your treatment appropriately based on science.

    And from a forensic standpoint, you’re looking at different things. It’s a different role entirely. We’re helping the court understand what’s going on with this person and helping them make their decision about what they’re going to do. [01:21:00] So all of this information is very important for them to know about. And sometimes it’s a matter of helping attorneys work with our clients. And these interviewing techniques and how to connect with them so that they can work with them, it’s much different for women than it is for men.

    Dr. Sharp: Yeah, that much is clear. I’ve really taken away quite a bit from this conversation even not doing much work in this realm. It’s really got my wheels spinning around these differences that we need to be aware of. I appreciate everything that you all shared and the work that you put into the book, which of course will be linked in the show notes. And I always ask if folks have questions or might want to get in contact with you, what is the best way to do that?

    [01:22:00] Dr. Jason: Email is probably the best way.

    Dr. Sharp: I can include those in the show notes.

    Dr. Jason: Yeah, that’s fine. 

    Dr. Sharp: Great. Well, thanks a lot, guys. This was fun. It was entertaining. Like I said, it’s got me thinking. And again, I just appreciate your time.

    Dr. Jason: Yeah, thank you very much for having us.

    Dr. Ted: Yeah, we enjoyed it. Thank you.

    Dr. Sharp: All right, everyone. Thank you as always for listening. I really appreciate it. Glad you tuned in for this one. And I hope that you took a lot away from this episode. Lots of resources and links in the show notes, and you can go there to access anything that you might’ve heard about during this episode.

    If you’re an advanced practice owner who is looking for accountability and support as you grow your practice in 2021, The Testing Psychologist, Advanced Practice Mastermind, which I facilitate, is starting [01:23:00] in early June. This is a small group coaching experience where you’ll join other psychologists who are working on taking their practices to the next level. We provide support and accountability, and it has just been awesome to see the current cohort and what everyone in that group is doing. So you can get more information at thetestingpsychologists.com/advanced and schedule a pre-group call to see if it’s a good fit.

    Okay. I will be back with you on Thursday with a business episode. Stay tuned and take care until next time.

    The information contained in this podcast and on The Testing Psychologist website is intended for[01:24:00] informational and educational purposes only. Nothing in this podcast or on the website is intended to be a substitute for professional, psychological, psychiatric, or medical advice, diagnosis, or treatment.

    Please note that no doctor-patient relationship is formed here. And similarly, no supervisory or consultative relationship is formed between the host or guests of this podcast and listeners of this podcast. If you need the qualified advice of any mental health practitioner or medical provider, please seek one in your area. Similarly, if you need supervision on clinical matters, please find a supervisor with expertise that fits your needs.

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  • 206 Transcript

    [00:00:00] Dr. Sharp: Hello, everyone. Welcome to The Testing Psychologist podcast, the podcast where we talk all about the business and practice of psychological and neuropsychological assessment. I’m your host, Dr. Jeremy Sharp, licensed psychologist, group practice owner, and private practice coach.

    The BRIEF®2 ADHD Form uses BRIEF2 scores to predict the likelihood of ADHD. It is available on PARiConnect-PAR’s online assessment platform. Learn more at parinc.com.

    All right, everyone. Hey, welcome back to another business episode.

    Today’s topic is very dear to my heart and something that I feel like is always on my mind. And that topic is Systems Inefficiency in your Practice.

    Now, we have talked a lot about systems in the past on the podcast. [00:01:00] I’ve had previous guests talking about systems. But today I am honored to have Natasha Vorompiova who is here to talk all about systems and her work at her company, which is called Systems Rock.

    Natasha is a true expert on systems. She has made a career out of teaching systems and finding systems and helping others implement systems, including working with quite a few psychologists. So she knows our industry. And I think you’ll see that during our conversation today. We talk specifically about systems as a testing psychologist and how important those can be.

    Now a little bit about Natasha. She is the rare breed who deeply loves systems, analytics, and numbers and uses her dark magic to build metrics tracking tools for her clients to turn their marketing into a precision machine. At the same time, she is incredible at making the most complex techie [00:02:00] topics feel super approachable. She’s currently helping her clients unlock the treasures hidden in their data to optimize their marketing and grow purposefully, intentionally, and strategically.

    Please enjoy this conversation with Natasha.

    I really connected with her again on our shared love of systems. It seems like a somewhat inherent desire to find inefficiencies in daily life and figuring out how to solve those inefficiencies.

    So just a few things we dig into, we talk about common mistakes or bad habits that psychologists tend to have in our practices or our systems. We talk about common systems that we need. We talk about specific technology and software to help develop systems. And we dig into what it means to integrate your systems and your software [00:03:00] along with a number of other topics. And Natasha tells a few stories that really help bring this topic to life. I hope you enjoy.

    Now, if you are an advanced practice owner or a practice owner who’s looking to grow and expand and maybe get to that advanced level, The Testing Psychologist Advanced Practice Mastermind might be a good fit for you. You can get more information at thetestingpsychologists.com/advanced and schedule a pre-group call there just to see if it’s a good fit.

    Okay. Without further ado, here she is, Natasha Vorompiova.

    Dr. Sharp: Hey Natasha, welcome to the podcast.

    Natasha: Hi, Jeremy. Thank you so [00:04:00] much for having me. I’m delighted to be here.

    Dr. Sharp: Well, I am delighted to be talking with you. I love talking about systems. I am really thrilled to be talking with a true expert on systems. Someone who has built a business around systems and you’ve been doing this for a long time. I’m super grateful. We were introduced in a way by two psychologists in one of my mastermind groups. And they both were like, “You have to talk to Natasha. She knows everything about systems and organization.” So yeah, I’m just really grateful that you’re here. Thank you so much.

    Natasha: It’s very exciting. Yes, I’m really enjoying working with them as well. And we’ve been able to streamline their systems to the point where it feels absolutely effortless to run their business. That’s always my goal to make systems fit like a glove so that you don’t have to make an effort.

    Dr. Sharp: I love that. I guarantee [00:05:00] everybody who’s listening is completely engaged already in this podcast. They’re like, “Effortless?” Can I have an effortless system? That sounds amazing.

    Natasha: Let’s share with you secrets for how you make your systems effortless.

    Dr. Sharp: Yes. I want to know the secret. Okay. Well, let’s see.

    So I always ask, and I would love to hear this from you. Of all the things, why is this important to you? Why pursue a business or a career in developing systems for people?

    Natasha: Well, one of the main reasons I actually started or ventured into this area was because when I first started my business, I actually thought that I will be doing marketing consulting, but then in the first 2-3 months, I realized that I was so overwhelmed and there was so much to do. We had just moved [00:06:00] to EU from my country. I had a tiny baby in this country where I did not know the language. And there were so many things. I could not really organize myself. And it was very frustrating because I’ve always been organized.

    I’ve done project management at work even though it was in the corporate world even though it wasn’t my core responsibility. So I couldn’t figure it out. And it was in my effort to organize and streamline things for myself that I realized that there are systems for online business owners. I started testing them and trying them and that turns into business pretty quickly.

    After a few years of doing that, the thing that I come back to over and over again is that I really don’t like a waste. I don’t like wasting time. [00:07:00] I don’t like wasting resources. I don’t like wasting even little things. Like whenever it gets to the point where… like we have a 2-story house, so whenever I go upstairs, I always kind of automatically scan through the room to see if there’s anything that needs to go upstairs. Whenever I am upstairs I do the same thing so that I don’t go back and forth twice.

    And I tried to teach my son the same thing. He’s a very structured person, I think, by nature, but I’m sure that he picked up a few things from me as well.

    Like I said, I remember when he was maybe 4 years, he just started with tennis lessons and he was leaving to tennis lessons with his father and I was in the living room and they were in the whole getting ready. So I was hearing what he was saying but he wasn’t seeing me. I heard him talking to himself. And he was saying, “Bottle of water [00:08:00] check, bracket, check, kiss, mama, goodbye check.”

    And I was like, “Oh my gosh. It’s either very rude or I brought my child very early.” So it’s kind of like part of it as very much of what they actually do and a part of it was like I sought out just because they knew that without systems, I would just say go under very quickly.

    Dr. Sharp: I got you. You are kind of answering my next question which is, do you feel like you were just born this way? You just naturally have a mind that looks for efficiency and organization and systems, or did you learn this along the way somehow?

    Natasha: A lot of it is actually learned. I have met people who are much more structured and systems-oriented than an I am. So it’s not something that I cannot… So this is not kind of just like [00:09:00] it’s this or there’s nothing that I could do. But what I have found out once I started working with other business owners is that I can make things really simple. I can listen to somebody in the way you work, I can understand where they’re coming from and what they need, and create a system for that. Because what I see happen sometimes is that there is a consultant that comes in and almost forces systems on you because this is how things are supposed to work. This is what has worked for somebody else.

    And I strongly believe that for small businesses like ours where it’s for the most one person or one person and an assistant, it’s really very important to look at what works for us and [00:10:00] create systems around that versus it coming and forcing systems from outside- in. I love saying that the best systems come from within because you look at what’s easier for you: how you normally work, how you normally organize things, what are gravitating towards.

    Yes, for sure we will have to break some habits that don’t work for us. However, it all always needs to start in my opinion with what’s already working and how we can improve that and build on that versus kind of like scratching everything, building this new thing that then feels very foreign.

    Dr. Sharp: I love that. You’re like a system psychologist. It sounds like you have a brain that just sort of goes in that direction but then you also have a maybe an intuition of sorts where you can…

    Natasha: I guess so. [00:11:00] I’ve been called once a systems therapist. It’s very interesting. Very good observation.

    Dr. Sharp:  That’s funny. The way you describe it, it’s like you’re doing therapy but just for organization and efficiency, which is great. We need it.

    As we dive into this, let’s just lay some groundwork. I’ve talked about “systems” on the podcast here before but I would love to hear your definition. When you say systems, what does that mean for you?

    Natasha: To me, it’s truly and really just a step by step that you follow in order to achieve something. It has to be a step-by-step that you follow every single time for it to actually become a system. So you step back, you break something that you do in clear steps, and then you start “working with that system” [00:12:00] going through the steps. Sometimes you experience that things don’t flow as they’re supposed to flow. So you look at different reasons that come up. Maybe there’s this step missing, or maybe you need to change the order of your steps. But the first thing all the time is just breaking everything into steps, kind of like looking at it very objectively and making sure that it’s repeatable step-by-step. So it’s step-by-step plus it’s repeatable. So to me, that’s a system.

    Dr. Sharp: I got you. Do you ever run into people who have a hard time even breaking things down into steps, like even seeing the process enough to break it down like that or most people…?

    Natasha: Sure, that why they call me.

    Dr. Sharp: Okay, I was just so naive.

    Natasha: What is true is that there are some people who are [00:13:00] inclined to see things one way and some people who really observe things in a very different way. So to me, especially in the beginning, I always considered myself less creative because I would see all these people kind of like hatching new ideas on the fly. They’re coming up with these amazing concepts. And I was really struggling with that. I was almost upset with myself. It’s like, why am I not that way?

    But then once I stepped back and listened to what my clients were telling me because a lot of times I take them through the same process of organizing their business.

    But systems look very different because they are very different. They use different tools. So what one of my clients told me [00:14:00] once was that you’re very creative at what you do. The way that you go about creating systems is really creative. Creativity to me is like something that I was not seeing what I do as a creative work where in fact, it’s actually is to some degree.

    So, yeah, some people see things one way. The way that I look at things, until they put them into categories, it’s just challenging for me to make sense of things. So yeah, I really need to organize things for my brain to operate.  And I get that some people work in a way where it’s very chaotic, things are all over the place, and it’s what works for them.

    If I may share one more story. This is something that I worked very [00:15:00] early. I think I was about 8years. My grandfather was a metalsmith. So he had a workroom and he had this, what is it called? metal coils or something?

    Well, anyway, the things that he was using day-to-day in his work. And they were different sizes and different colors, but they were scattered all over the place. So there was no order. So I was 8 and one day decided to just sneak to do my grandfather a favor. So I secretly sneaked into his workroom and organized everything for him. All those things, I organized them by color, by size. He had this very large area where his store most of them, so, I [00:16:00] put all of them over there instead of some being on his working table and some under the table.

    And that was like so proud. Exhausted but so proud. And then my grandfather came in and he looked at everything at this place which was so beautifully organized. And like I saw the blood drain out of his face. I was just waiting for the compliments, and he was just like, “What did you do?” And I said, “I organized everything.” He goes, “Yeah. But now I will not be able to find the new thing.” I was like, “What do you mean?” And he goes like, “Yeah, because those items that were on my table or under, those were the ones that I was using most often and like things that… And he started explaining his logic and that’s when I got for the first time that [00:17:00] systems come from within. Something that doesn’t look like a system to me can be a system to another person.

    So I can never force something on anybody and expect them to benefit from it. I really need to look at what works for that person. We need to examine that and if it works for them. It doesn’t really have to look in a way where the majority of people will say, “Yeah, that’s a system.” So, yeah, I’m flexible when it comes to systems.

    Dr. Sharp: Yeah, it’s got me thinking because I feel like maybe my brain works similarly to yours. I feel very linear and straightforward. And this is how we organize things and so forth. So I’m curious when you run into practice owners, do you have an example of [00:18:00] working with someone or maybe an example of what a chaotic “system” might look like in a business like ours, like in private practice that you have to be flexible and work with someone to meet them where they’re at but still develop a logical system?

    Natasha: Well, this is something that I find especially for somebody in your field, this is one of the places where I had to be super flexible because the way that I usually approach things with online business owners and those are my primary clients that somebody who comes in and they don’t run businesses similar to mine, but it’s just an indifferent industry.

    But I find what’s happening in the medical field, like [00:19:00] for psychiatrists especially is that you have so many tools that don’t talk to each other. So many programs that you have to be using on a daily basis that you cannot streamline. You cannot make them talk to each other. You cannot migrate everything into one tool because it’s something… another methodology that I use a lot and I try to implement for as many clients as possible is using as few tools as possible.

    I want to make sure that when you use the tool, you use it to the full potential instead of just using this tool for taking notes and this tool to taking snapshots and this tool can…  you end up having like all these tools that you have to open all the time. That does work to some extent for psychiatrists, but not very well [00:20:00] because you have all these forms that they have to fill out on different sites. And you have to write these reports and pull information from five different places. You work with so many different formats.

    When I first started working with Stephanie, it was just like, “I have no idea how he would do this.” I would just go crazy because I had to work with all these tools. So I had to get very creative to find a way for it to be more structured and streamlined but at the same time adjusted to what needed to happen. There has to be a report that comes out at the end of the day, or like at the end of that period.

    So to answer your questions, to go back to the question, systems can look chaotic sometimes. What I am more looking for in my clients is not [00:21:00] whether they have these chaotic systems,  like whether they are chaotic or not but more about their mindset about systems because one of the things that we need to keep in mind is that systems are also… a lot of times, we have to break the bad habits. Sometimes it’s something that we have to take into account and make sure and kind of just be like, Hey, look, we’re doing it this way because this works for me easier. But sometimes it’s a bad habit that’s somebody would not want to break only because if something becomes so familiar, we’re used to doing something this way to the point where even though we [00:22:00] know that it’s not the most efficient way of doing things, instead of me taking this like extra five seconds to properly label the document, I’ll just save it on the desktop and move forward. And then I will spend two hours two weeks later trying to find it among all these myriad of documents saved on your desktop. So it’s something like that I have to put my foot down and say, “No, we are actually breaking this habit.”

    So it’s not that I will… My flexibility and my philosophy that systems come from within are not to say that  I’ll come in and now just make things work for you completely. It is very much mutual. It’s a collaboration. we have to meet each other halfway because things that don’t work for you, I will point out, and [00:23:00] we will find a way for you to actually regulate the habit and to get used to it. And it’s very important. It’s very critical.

    And this is the client who said that I was like a system therapist because we spent a lot of time rebuilding her systems. But just as much time we talked about why she was doing things the way she was doing them and what was in the way of her breaking those bad habits. And by bad habits, it can be that like naming of the documents, but it can also be like saying yes to, and that was… she was a coach. So if she would not have the strength to say no to somebody, she would take all these projects and she wanted me to organize her workload.

    But then when she saying yes to everything, it’s just like, [00:24:00] No. Everybody has 24 hours. You have to actually find a way to say no to people. So we talked a lot about, okay, why aren’t you comfortable saying no? So it is very much kind of just like therapy work. The coaching that happened because we worked together all in all for a year just because it was not just systems work like afterward my team member was working with her closely to just support her and we would have these calls on a regular basis as well. And she was a very different person when we first started. It was really amazing to see the difference from just her attitude towards systems, because, in the beginning, she was like, “I’m the business owner. Things have to be done my way. I have my team [00:25:00] to help me get stuff done.”

    But then when she brings all these new projects all the time because she cannot say no to people, then it becomes difficult for the team no matter how great they are. After a while, she realized what she was doing and why her team was so struggling to do things that were on their plates. And when she changed that, that things have shifted in her business as well. And then at the end of our time together, she said like, “I don’t even know how I was still doing things before. I look back and I can’t imagine what the people around me were going through with me just bouncing on the walls and taking all these new projects and not respecting deadlines.

    [00:26:00] So yeah, I am quite demanding in terms of… I can be lenient to some extent. We can come up with something around what works for you but you have to expect to put work in as well. It’s not going to be kind of just like I’ll come in with just this magical theory and you’ll continue doing like these things the way you’re doing them without any regard for the people around you like your old schedule. I cannot fix that.

    Dr. Sharp: Right. I feel like you said so many important things in the last few minutes. I want to unpack all of that a little bit.

    First of all, I like that you tackle both sides of it, sort of the big picture and being able to say to someone it doesn’t matter what kind of system we build, it’s not going to be able to sustain this level of input or [00:27:00] this level of work or whatever you want to call it. Like the best system in the world still might break under too heavy of a load. We have to kind of get a handle on our capacity and be honest about that.

    But I think that that piece that you said also about we get started with systems that are inefficient and then we have so much investment that we aren’t willing or able to take the time to change those, and we get used to it and it’s familiar and it feels overwhelming to think about changing that. I think that probably resonates with a lot of people. And so I am curious about, you know, you’ve said bad habits, what are some other bad habits that you see in working with people? And if it’s specific to psychologists, that would be even better. But yeah, I’m curious, like, what are some of those things that you come in and you’re like, “Oh goodness, we’re going [00:28:00] to need to change this pretty quickly”?

    Natasha: One of the main things that I see, and this is actually across the board, small business owners don’t use a project management tool. They keep everything in their heads. And they kind of just like have that checklist in their heads in terms of like these are the client work that they need to do, and this is what needs to happen.

    And it is easy in terms of, okay, I don’t really need to take time to put down what needs to happen and I don’t need to outline what actually needs to happen for that. But we all know that that doesn’t work. That doesn’t work when [00:29:00] somebody is working by themselves just because their brain is constantly trying to close those loops and it cannot so it cannot rest. It’s really impossible to not have a place where all those tasks reside that your brain can just relax and just shut the work out for an hour or two. And you can go and relax with your family because they keep constantly run through this list of okay. Like, “Oh, what about that? I need to make sure that I follow up with so and so, Oh, I need to make sure that I send this list to somebody else.”

    And it’s just this constant to-do list that is running through our heads so that we don’t forget it. So we get crazy very quickly. That’s why we get overwhelmed.

    And that’s why we get so exhausted. But things [00:30:00] get even more complicated when somebody brings in an assistant because they cannot read your mind. They cannot help you if you don’t explain something to them. And you can sit down with them and explain something to them and train them to do something. But if there is no written explanation or a quick video they can go back to or that same step-by-step that we talk about earlier, they will be making mistakes, especially in the beginning. And the business owner, usually it goes back to, “Oh, I’ll just do it myself. It’s faster.”

    And then we’re just like, no, it’s not going to be faster because then you bring somebody else on the board, then it becomes the assistant’s fault. And then you bring somebody else on board and 1) you have to retrain them all over again. And 2) it will still be the same [00:31:00] problem because the way things are done because you are the business owner, you know how it needs to be done, but it all lives in your head. You never took the time to even figure out what are the steps and all of that.

    For me to write this report, I need to speak with the parents, I need to send these links, and I need to listen to that. Yeah, exactly, just list them for each patient. Each project management tool allows you to copy that list over and over again. And you know where you are with each patient so that if you know that this person is at this place, this person at that place, that allows you to then streamline things even further because you can batch similar activities. You can see which parts of the process can be actually delegated if it’s something that’s very easy to [00:32:00] delegate. You can find ways to potentially even automate that and kind of just be like at least these two tools, I can make them talk to each other. I can easily send an email into my project management tool and turn it into a task. So instead of just doing it twice, I can send an email to this teacher asking to fill out the form but at the same time BCC my project management tool, and it will be there. So I will know that I send them the note to this teacher. So I don’t have to then try to remember whether I did that or not. So there are things that we do quite naturally and we don’t think about implications.

    Dr. Sharp: Sure. You’re making so many good points. And I think people are, again, just resonating with this idea of holding all this information in our minds around the evaluation process. And I get so many questions like, how do you keep track of where you’re at in the process, and how do you know when you’ve sent these checklists? Or how do you know when the report’s done? Like, these [00:33:00] are great questions. So what is this project management software that you are talking about? And do you have…

    First of all, what is project management software? And then do you have a preferred software that you’d like to work with or help people with?

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    All right, let’s get back to the podcast.

    Natasha: There are so many. The ones that I usually use with my clients are Asana or there are these new kids on the block. One is ClickUp and another one Monday.com. And Monday.com is HIPAA compliant but it becomes that at the highest level. So it gets very expensive. The one that we use now with Leone is Dock Health. And that seems to be reasonably priced and it’s quite robust. They are [00:35:00] still developing it. So there are some bugs here and there but this is something that I think has really big potential.

    So basically what you’re looking for is a tool that will house all your tasks. And when you’re looking for that software beyond just being HIPAA compliant, you need to think about things like; 1) I have to be able to… I mean, there’ll be some things that will be pretty standard. So like you have tasks and you can organize them into projects and you can set deadlines. So that’s given.

    But things that I always look at and the features that I always look for are whether you can set recurring tasks so that I don’t really need to worry about like every Monday, I have, for example, a task the admin hour or something like that. I don’t [00:36:00] want to be setting the deadline for it every single Friday. I want repeatable tasks. And I want to be able to create templates. That’s another huge time-saver because once you figured out your evaluation process, you have those steps and every time a new patient comes in, you just take the template, copy it, rename it with the name of the patient and there you are here. You have your exact step-by-step that needs to happen. You can even take it one step further and in the template, if there are several people involved in this process, you can literally assign the tasks to them. So you can save so much time by doing that.

    And the last thing that I look for always is being able to zoom in on the big picture, meaning like, I want to see where I am with like all my client work or all the projects that I’m working in and like zooming in on a [00:37:00] specific project or specific client plus zooming on like tasks that my assistant or I are working on. So to be able to see this is what they have on their plate. Can I add something? Can I not? So that is very critical to me. So of all things, that is very important.

    To go back to your previous question, another really important piece is scheduling. You have the most amazing scheduling system. I love Acuity Scheduling.

    I use it myself. It’s so seamless. It’s something that allows you to skip all of this back and forth.

    And something that we did with Stephanie is that she is also using Acuity now. We created different [00:38:00] types of sessions for her. So depending on at which stage of the process the parents are, she can send them different links. Those appointments have different availability. Nothing ever overlaps. Nothing takes longer than it’s supposed to be. She can send specific instructions for how things need to be done or what the person needs to have when they get them the call. So you can just get so many things out of the way with just one scheduling system. So the project management on the scheduler, just find something and then stick with that and you’ll be able to save so many hours.

    Dr. Sharp: Absolutely. No, I think this is good for us to be talking about because we do get locked into our way of doing things. And some of these systems are, like, I certainly didn’t learn about these [00:39:00] pieces of software in graduate school. I don’t know a ton of other practice owners who are using these kinds of things. So, just to be exposed to some of these pieces of software is crucial. You mentioned this idea of having the software talk to each other too. Can you explain a little bit more about what that means when you say to have your software talk to each other?

    Natasha: Yeah. So one of the examples is like I mentioned, your email can “talk” to your project management tool. You can send an email to the project management or specify which project, or what client profile you want that to go. What you can also do, and this is something that we are experimenting with right now with another client is, [00:40:00] when somebody submits an evaluation, that can also go for one, it automatically creates a Google drive folder. So everything is organized for that patient there. And hadn’t had that before. She’s very systems-oriented. I’m just so delighted to work with her. But what we’re trying to figure out is that can we now connect this tool that she uses to send out questionnaires with her project management tool so we can collect as much information about the patient in one place as possible?

    So the goal again is to, if we have to use all these different tools, at least we can have one single place where everything lives. So when she becomes working on the [00:41:00] report for this person, she can easily grab all these things. She can easily get access to everything that she needs so that she doesn’t look in five different places. So it is finding these ways to streamline the way that things are working and see if the different steps can be skipped in the process.

    Basically, the way that you do is you look for ways to integrate things. So whenever you look for a tool, you look in the section integrations. That’s where it’s going to do a list of what other tools can easily be linked together. And on top of that, there is this, and I don’t know whether this… we haven’t really tried it yet just because they don’t know what if it breaks any of [00:42:00] our privacy rules.

    But the tool that I use a lot with my clients is called Zapier. That is just a marvelous tool. It was created specifically with the purpose to have different tools talk to each other. So even when you have two tools that there are no built-in integrations, what Zapier does, it works like, if this then that. So like, if this happens in this tool, automatically this will happen in this other tool. So like somebody submitted a form, I get the notification that somebody submitted a form. For example, we made a payment, I get a notification or that payment gets added to my spreadsheet with all the income that I received so I can easily see where I am with my income this month. This is very [00:43:00] basic. So there are other tools that do that much better but this is the way that it actually works.

    Dr. Sharp: Yeah. I love Zapier. I’m trying to think of other examples that might be relevant for us. But we’ve set it up where if let’s just say like, if a form or a document is uploaded to our Google drive folder, it will send my admin staff an email just to let them know, something like that. It’s like really simple stuff but it saves so how much time and trouble and effort from having to manually do these things or remember to do these things. It just does that automatically. And it’s pretty cost-effective. I love that software.

    Natasha: Yeah, absolutely. But here’s a creative way to use Zapier. And I think that this will be something that will be relevant to our listeners is [00:44:00] when you get the clients and for example, their record is created somewhere or like added, they submitted the payment or their folder got created in Google drive. Your assistant can be sent an email with maybe some say their mailing details to just send them a thank you card or something like this. So that can definitely be done. And this is something that’s will add so much to the client experience.

    Dr. Sharp: Yes. I really can’t say enough about that software. If people haven’t checked that out, Zapier is great. It really does connect all, maybe not all, but most of the major pieces of software you might use. It’s Gmail and Google workspace and Facebook and Twitter and MailChimp. I mean, it’s like everything. You can make connections between them. And it’s really cool. You can get [00:45:00] really creative with how you do those things.

    Now you said a little bit ago that we do have to use these disparate systems because the problem that a lot of us run into is that we have our electronic health records and those tend to be like closed systems that don’t talk to other pieces of software very easily. So we at least end up with two separate pieces of software too really hard. And you mentioned earlier that you always try to find something to house most of the information, sort of a central place where you want most of the documents to go or most of the information. Where do you like to put that? What software do you like to use as the central catch-all place to house everything? Do you have any favorites?

    Natasha: For the most [00:46:00] part in most cases, and I talk about my regular clients who are just business owners. I try with them to make their project management tool that place because especially when the team starts growing and there are several people that are involved in a project, they need to be able to get access to all these different things that they will need to perform that action.

    There are two steps that actually happen because a lot of times we use different tools to save documents at the same time. So there is Dropbox. There is Google drive. Some people use Box. Some people use whatever Microsoft has. I’m sorry.

    Dr. Sharp: [00:47:00] It’s all good.

    Natasha: We were just trying to use this tool that is available only on PCs and it’s been such a painful process. If I did not like Microsoft before, now I passionately don’t like it.

    Dr. Sharp: I’m with you.

    Natasha: But where I was going with that, so basically you make your project management tool the place that houses links. So it doesn’t have to have all the documents necessarily, but you have to have links. So, the way that it works is that, first, you step back and create the step by step that needs to happen. Second, you look out for this step by step to happen, if somebody else was performing it, and this is actually critical because we get too close to the process and we kind of just like [00:48:00] skip steps.

    But when we just take a step back and look at it from my side, which is like, “Okay, if I was explaining this to somebody and if I was giving them everything that they need to do to perform this, what would they need?” Then your brain starts working and you see they will need access to this document and this document and the explanation of how to do this. So you build your workflow with everything that you or somebody else would need to make it happen. So that’s how you decide which links need to go into that task or project.

    And what is also very important, it’s very helpful, but that’s […] What I love my clients to do is decide if they use several tools for the same purpose, so if they use Dropbox to save documents and Google drive, and I do the same. So I’m not [00:49:00] saying that like you have to use one, but then decide which tool houses which types of documents. So like in Dropbox, these are those types of documents. In Google drive, for example, all client records, folders, and all of that so that there is this system in your head when you go and save a file, you know where to save it so that you know where to find that afterward. So that’s the only reason why you want to do it.  I’m not advocating for either one. I don’t really care, but it will be helpful for your own sanity too to know where which type of documents goes.

    And from there, you decide this is what needs to be in this project, in this workflow. And these are two links. So like when I sit down to work on the report, what links do I need to have access to? And how do I make sure that I know where I can [00:50:00] find all those documents. So for example, when you sit down to work on the report, it’s not that you have to have every single link to every single form in your project management tool, but you can have kind of just random links, and you will also have a link to the Google Drive folder where you have all these forms that everybody’s submitted and where you’ll have the reports shell that you will be using. So it doesn’t have to be kind of just like… you don’t have to go super crazy. Just do what feels more logical and efficient to you.

    And the last piece of advice that I would give them in this regard is just don’t strive for perfection. Start wherever you are. In the beginning, make a scrappy system. It doesn’t have to be super because that’s what scares us. And that’s why we don’t do [00:51:00] it because we believe that, Oh my God, for me to actually make it into a system, I need to stop everything, reevaluate everything, make it into this big perfect Chinese system, and then moving in into this beautiful house and then live in it. And that’s not realistically. I would love that but we cannot do that.

    The way that I love to approach it with my clients if I’m not the one who is… because usually when we create systems, we would sit down and I would have them download this system out of their brain into mine so that afterward, I can then go and create this step-by-step for them. And then they can start with something that’s somewhat mapped out. But if you’re doing it yourself, simply next time you can get the patient, [00:52:00] just jot down every single thing that you do, like, I send this, I need to get an intake form them. Just have even a piece of paper and as you go through the process with this patient or this child, just note it down step by step by step. You don’t have to set aside even like two hours, even one hour, do it gradually with one. It will take an extra couple of minutes for sure. So it’s not completely painless. So you cannot be completely on autopilot. But it will save you hours afterward because you will go through it with one client kind of just painstaking jotting everything down, but the next one you will come back to your list and see, Oh, here are the documents that I use. Here I skipped the step because for that client I [00:53:00] did not need that step but for this one I need it. So let me make sure that I put it in because some clients will have the steps, some will not, but let me have an exhaustive list.

    So it can very much be a work in progress. But every time you do it, it will be easier and easier because especially if you begin using a project management tool where you can copy that template, you can just simply improve it every single time with every single client, every single patient, every single child that comes in, you can improve it further and further and further.

    And you will notice that just takes a couple of weeks and it will be a system that you will be able to work with. Like something that you will be able to hold in your hands and delegate the parts of it to somebody because it will be something that doesn’t live inside your head. It’s not something that you cannot separate from you because at [00:54:00] the end of the day, business is something that we have to be able to manage rather like it totally like managing us. And the more you can separate yourself from the tasks that you are doing, the easier it will be to organize it all and in the end, be able to do more. But do more not in an overwhelming way, but in a relaxed way, in this effortless way because you will not need to rely on your brain to tell you what needs to happen next. You will be able to just say, go to your tool, and say, okay, these are the reports that I need to create. This is where I am with each one of them. This is what I can get done now. This is what I can delegate. And it just becomes really seamless process versus being this [00:55:00] mountain of work that you’re always carrying with yourself.

    Dr. Sharp: Right. It frees up so many cognitive resources to do the work that’s actually important versus just remembering all these little tasks.

    Natasha: Right. You need your brains more than anybody else.

    Dr. Sharp: We do. We need those brains. That’s so true. This has been great. I wonder just as we start to wrap up, are there any other systems, I mean, we’ve talked about scheduling and project management and getting the software to talk to each other and the evaluation process. Are there any other major systems that you see that we need in private practice that we haven’t touched on already?

    Natasha: Well, the tool that it was actually Leanne’s find. She totally gets the credit. So there are [00:56:00] two things in my opinion now that we started implementing it, it can revolutionize any private practice because there are so many forms that you send out that get filled out that you have to use afterwards for your reports. What do we have found that there is a FormTool. And this is the one that works on PC. It’s painful but it’s totally worth it because it allows you to codify those answers and create this narrative and pull those answers into the narrative every time before it gets submitted. So what we’re playing with right now with Leanne are different efficient ways to write those reports so that she doesn’t have to write it over and over again, like the same thing over and over again. So the FormTool is [00:57:00] one way to do this.

    And another one is, I don’t need to introduce you to this, TextExpander. This is something you have so many amazing tutorials and so many great examples of how to use it. So, this is something that just between those two tools you can just explode your practice so you can save so much time. And yes, it does take a bit of time to figure it out and organize it in a way where it’s structured so that you can create this very coherent narrative and use it afterward. So we’re right now playing with different scenarios. We’re testing. And we’re saying, okay, like in this case, it’s going to be directly kind of like pulling answers into the paragraphs, in this case, it will just be with pulling answers because you need to [00:58:00] look through the answers and then you always put it in your own words. So it’s not something that we can put as already written text. 

    Leanne is so amazing because she’s so open to testing and trying new things. That’s how her brain works anyway. So it’s fun because we get to Brainstorm all these different ways. She’s so fearlessly like “We’re doing that” and goes like, “Okay, like we are doing it.” And she actually puts it into practice. She has this project management tool now and she’s communicating with their support team because there are some things that she wants to be done this way. So it’s amazing.

    And I think that is available to just about anybody if you kind of like allow it to happen because [00:59:00] we all want more time. We all want to spend quality time doing what we love. Our listeners, I’m sure that they are really, really amazing at what they do. But a lot of times, because we are just so overwhelmed with all these logistical things that just takes away the joy of what you’re actually doing and the value that you’re providing. So I think that it’s totally worth it to spend a bit of time to step back, evaluate how you’re doing things, go through this discomfort of creating the new habits, breaking the old ones and creating new ones, because then it becomes this really [01:00:00] great place to be when you’re at work and when you were just interviewing another new client. And once you’ve done that, and once you’ve collected the forums, it will not take you 2 to 3 weeks to put together the report.

    Dr. Sharp: Right? So something I hear a lot from people is I don’t even have time to do that. I’m too busy. So what do you say to people who might say that to you? Like where do I find the time to even start to create a system?

    Natasha: Well, at the end of the day, it’s, it’s our choice to find the time or not. I think it’s not about… I think the question is not helpful. It’s not about where I find the time, it’s how I [01:01:00] find the time. Because if you’re really committed to doing it, you will find the time. Honestly, I’m not a shoe person but I’ll just give this example because some listeners might resonate. If I want that pair of shoes, I will find the money. I’ll make it happen. And it’s the same thing with time. We’ll make it happen if we really, really want to because there are so many creative ways of doing that.

    It can be whenever you would get a new client and just asking them to start one day, two days, one week later. It can be asking for an extension of a deadline on something that you’re already working on. It can be bringing [01:02:00] somebody in to do something that is really tedious and it doesn’t need you to do it. Like maybe there’s some filing that needs to be done. Maybe the days some things that you don’t have to be doing that. But when you approach it from, if I were to find time, where could they find it? I’m sure that you can find the answer.

    Dr. Sharp: I like that. It’s so true. We do make time for lots of things. We just have to put this on our agenda.

    Natasha: Yeah.

    Dr. Sharp: Okay. One last question.

    Natasha: I guess this might that be applicable to all listeners, but I just get up earlier. It can as simple as that.

    Dr. Sharp: Yeah. Get up a little earlier or stay up a little later. Right.

    Natasha:  And then it doesn’t have to happen forever. You know that I’m just investing this time and efforts, I’ll just [01:03:00] devote two weeks and like I’ll get up like half an hour earlier or I’ll stay half an hour later to work on this specific thing. But just create the task for yourself, add to your task list, and then get it done. Again, that doesn’t have to happen overnight. It doesn’t have to be perfect. It doesn’t have to be some things that will immediately allow you to save so much time. But also don’t leave it open-ended like, I’ll just do it until it’s done. Give yourself time. Like I have two weeks, let me just take time myself and see what I can accomplish in two weeks, and then I can reevaluate and see.

    So, we are responsible for our results really. And I know we all have so many responsibilities and at times it seems like, “Oh my God, now I have to do this too?” But there are so many [01:04:00] places where we are often people-pleasing or doing things that we don’t enjoy anyway. So a lot of times it’s just like saying no to things that you don’t like or commitments that you have that you don’t enjoy doing anyway. It’s a hard conversation that you have to have with yourself, but there are places to find the time.

    Dr. Sharp: That’s such a good point. Well, let me ask one last question. I promise this is the last one.

    What do you do because I’m guessing there are people out there who are saying, we’ve gotten to the end of this conversation and they’re like, “I have no idea about anything you’ve talked about. I am not tech-savvy. I don’t know how to work with technology. I’m all paper and pencil.”What do you say, or how might you support those individuals in making a transition to a more efficient system with some of the software? Or do you think there’s a way to be efficient if you’re tech [01:05:00] averse?

    Natasha: Well, technology does make things easier. And if you feel completely uncomfortable/nuts with keeping things the way they are, it’s also up to you. You can make the system work for you too. There are definitely kind of ways to make it even that easier because this is something that we played with Stephanie is that she will take her notes by hand. And we were playing with different scenarios for how to make this more efficient because afterwards, when she has to type the report, then she has to retire the entire thing.

    So we initially started with a scanner to scan her notes. And then afterward she simply got an iPad where like she writes with an iPad pen. [01:06:00] She writes the same thing and it converts it into a document. So there are always ways to transition to something that’s a bit more efficient. Like you don’t have to go all the way.

    And in terms of where to start, start with one thing. Start with something that takes way too much of your time or start with the thing that’s easiest to accomplish because we love being rewarded for our efforts. And this is something that we really have to use to our own advantage knowing that. So the more little wins you have, the easier you will get into the realism of kind of just like, Oh, here, like I streamline this piece. My goodness. I’m saving 5 minutes a week. It doesn’t matter. 5 minutes a week [01:07:00] over the course of a year, it’s the weekend where you can just sit in the sun and read a book and not think about anything. It’s a lot. We really underestimate the amount of time that we would just allow to slip through our fingers.

    So, starts small. Start with something simple that doesn’t feel like, “Oh my goodness, it’s a huge project.” Talk to your peers and ask them how they do it. Because if somebody has already figured something out, you don’t have to be the one doing all the research and trying to find a solution. What Leanne did is she just went and asked in different communities. I know that she asked in your group. She found some articles online. She just did some research herself. So you don’t have to figure it out all from scratch. Just ask for recommendations like what is the [01:08:00] best tool, what is the easiest, how does it work? And then they look would this work for the way that I work? Because especially with project management tools, the way that I decide with clients which one they should use is I go with, which way helps you to organize information for yourself because there are lists people and there are visual people who are more like CAMBA kind of people.

    So just notice what works for you and find little shortcuts, tiny ones, one after another. Again, ask how could I do this? So it’s not about whether it’s going to work or when do I do this, just ask how just how [01:09:00] with the intention of like, let me just play this game. Let me figure out how it works because the system suck. We can look at it and be like, “Oh my God. This is the 6th admin thing” Or it can be okay, it’s a game. I want to find something that works. Let’s see.

    Dr. Sharp: I like that. Just be curious, don’t be afraid to ask for support, and just get started. 

    Natasha: And you say it so much simpler. Like I go on and on and on and then you say what I said in one sentence.

    Dr. Sharp: That’s my job, right? I’m just trying to help us close nicely and succinctly. And there’s the takeaway, right?

    Natasha: I appreciate it. Yeah.

    Dr. Sharp: No, this is great. I feel like we have covered a lot of ground in this conversation. I’ve learned some things in this conversation, which is fantastic. I can’t wait to go check out some of these resources and [01:10:00] tweak my relationship with the Asana.

    Thanks so much for coming on. If people want to reach out or get more information about your services, what’s the best way to do that? Where can they find you?

    Natasha: My website. If you would like, you can just shoot me an email. So my website is SystemsRock.com not surprisingly because systems rock, and then it would be natasha@systemsrock.com. But I’m also on Facebook. I might be on Instagram soon. I’m thinking about it. But if you drop me a note in my inbox, I’ll definitely respond to them if you have some questions or want to ask for recommendations. I’ll be happy to get back.

    Dr. Sharp: That sounds great.

    Well, just one more time. Thanks again. This is a lot of fun.

    Natasha: Thank you, Jeremy. It was a lot of fun indeed.

    Dr. Sharp: Thank you so [01:11:00] much for checking out this episode. There are plenty of links in the show notes for software that we mentioned and Natasha’s website and contact info, of course. So check out her stuff. She is a really dynamic individual with a mind for systems as you can tell. So I hope that you found this useful and are taking away a couple of tips. I know that I am.

    Like I said at the beginning, if you are interested in a group coaching experience that will provide some accountability and support as you grow your practice beyond that basic level, The Testing Psychologist Advanced Practice mastermind Might be for you. So you can get more information at thetestingpsychologist.com/advanced. We will be starting in less than two months now. So June 10th is the date. I would love for you to reach out and let’s see if [01:12:00] it’s a good fit. We’ll get it on your summer calendar. It’s a great time to set some goals and work on some things in your practice.

    Okay. Take care, everyone. I will talk to you next time.

    The information contained in this podcast and on The Testing Psychologists website is intended for informational and educational purposes only. Nothing in this podcast or on the website is intended to be a substitute for professional, psychological, psychiatric, or medical advice, diagnosis, or treatment. Please note that no doctor-patient relationship is formed here and similarly, no supervisory or consultative relationship is formed between the host or guests of this podcast and listeners of this podcast. If you need the qualified advice of any mental health practitioner or medical provider, please seek one in your area. Similarly, if you need supervision on clinical matters, please find a supervisor with expertise that fits your needs.

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  • 206. Next Level Systems w/ Natasha Vorompiova from Systems Rock

    206. Next Level Systems w/ Natasha Vorompiova from Systems Rock

    Would you rather read the transcript? Click here.

    “Systems come from within.”

    We’ve been talking a lot about systems on the podcast lately. Today I have a true master of systems, Natasha Vorompiova from Systems Rock, to share some of her philosophy and secrets on developing systems in your practice. I really connected with Natasha on our shared love of noticing and eliminating inefficiencies in daily life. Here are a few things that we talk about in the episode:

    • Common systems that testing psychologists need
    • Mistakes and bad habits that psychologists tend to have
    • Specific technology and software to help with systems
    • Integrations between systems and software

    Cool Things Mentioned

    Featured Resource

    I am honored to partner with PAR for 2021 to bring you featured items from their catalog! Listen to each episode for specific product recommendations and links. Learn more at www.parinc.com.

    The Testing Psychologist podcast is approved for CEU’s!

    I’ve partnered with At Health to offer CE credits for podcast episodes! Visit this link to access current and past episodes available for CE credit. You can use code “TTP10” for a discount on ALL the course credits you purchase from At Health!

    About Natasha Vorompiova

    Natasha is the rare breed who deeply loves systems, analytics, and numbers and uses her dark magic to build metrics tracking tools for her clients to turn their marketing into a precision machine. At the same time, she is incredible at making the most complex techy topics feel super approachable.

    Currently, Natasha helps her clients unlock the treasures hidden in their data to optimize their marketing and grow purposefully, intentionally, and strategically.

    Get in touch with Natasha:

    About Dr. Jeremy Sharp

    I’m a licensed psychologist and Clinical Director at the Colorado Center for Assessment & Counseling, a private practice that I founded in 2009 and have grown to over 20 clinicians. I earned my undergraduate degree in Experimental Psychology from the University of South Carolina before getting my Master’s and PhD in Counseling Psychology from Colorado State University. These days, I specialize in psychological and neuropsychological evaluation with kids and adolescents.

    As the host of the Testing Psychologist Podcast, I provide private practice consulting for psychologists and other mental health professionals who want to start or grow psychological testing services in their practices. I live in Fort Collins, Colorado with my wife (also a therapist) and two young kids.

    Ready to grow your testing services? Click below to schedule a complimentary 30-minute pre-consulting call!

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  • 205 Transcript

    [00:00:00] Dr. Sharp: Hello, everyone. Welcome to The Testing Psychologist podcast, the podcast where we talk all about the business and practice of psychological and neuropsychological assessment. I’m your host, Dr. Jeremy Sharp, licensed psychologist, group practice owner, and private practice coach.

    This podcast is brought to you by PAR. PAR offers the SPECTRA Indices of Psychopathology, a hierarchical-dimensional look at adult psychopathology. The SPECTRA is available for Paper-and-Pencil Assessment or administration and scoring via PARiConnect. Learn more at parinc.com\spectra.

    For a limited time, you can get one free administration and score report for the SPECTRA on PARiConnect by calling PAR at (855) 856-4266. Just mention a promo code S-P-E-C. 

    All right y’all, welcome back. I have another fantastic episode for you today.

    I am honored to be talking with my guests, Dr. Mark Blais and Dr. Justin Sinclair. They are the co-developers of the SPECTRA, which is a new-ish measure of psychopathology. So we talk all about the SPECTRA, what it is, what it looks like for clients, what clinicians can expect.

    We also get into a discussion around different methods of assessing psychopathology. So we talk a lot about the hierarchical versus dimensional model. We also talk about how to integrate the SPECTRA in your reports including with a neuro-psych battery and go over two cases to try and bring the measure to life.

    There’s a lot to enjoy here. And I walked away from this clearly interested in the SPECTRA and wishing that I tested more adults so I could use it more. But as you heard in the ad before the podcast started, there’s a code that will be listed in the show notes as well where you can get free use of the SPECTRA if you call PAR and give them that code.

    Before I transition to our conversation, I want to invite any advanced practice owners or aspiring advanced practice owners to consider the Advanced Practice Mastermind for the testing psychologist. The next cohort starts in June.

    This is really a group coaching experience for assessment psychologists who have testing as part of their practice and want to take their practices to the next level. So if you’re thinking about hiring or hiring more, trying to get your schedule under control because you got so busy as a solo practitioner, additional streams of income, anything like that, this could be a good group for you. So you can check that out at thetestingpsychologist.com/advanced and get more information.

    All right, let’s get to my discussion with Dr. Mark Blais and Dr. Justin Sinclair.

    Dr. Sharp: Justin, Mark, welcome to the podcast.

    Dr. Justin: Thank you. Thanks for having us.

    Dr. Mark: Yes, absolutely, Jeremy.

    Dr. Sharp: I am thrilled to be talking with you guys. I’m always a little star-struck when test authors reach out because y’all are doing this work that feels so worldly and amazing to me that I’m like, “Oh, you want to talk to me? What!” So yeah, I’m so grateful that y’all agreed to come on and talk through the SPECTRA. I really appreciate it.

    Dr. Mark: I appreciate you having us.

    Dr. Sharp: It’s going to be fun. I have so many questions for you. I think a lot of people in the audience are really curious about the SPECTRA as well. I’m ready to dive into it.

    I was hoping that we might be able to start with the why and the where and the how I suppose. So like I said, test development is like nothing I would even know where to start with. So I’m so curious. Where did you start with this whole process? Where did it come from?

    Dr. Justin: So the SPECTRA is actually kind of an old story, I think. It’s something Mark and I have been working on for quite a while. So it goes back to… I actually was lucky enough to do my training with Mark back in 2006. I went on my internship with him. I was lucky enough to stay with him and train with him. I got my first job with him. And one of the first things that I was working on with him was the department that we were working at Massachusetts general hospital, it was essentially incorporating this measurement-based system to inform care that was going on.

    And we were using different sources of information. So this is back during the  DSM-IV. So we were collecting GAF scores and wellbeing scores using a scale that the market developed and basically looking to see how patients were doing in our clinics at the hospital. And that was the beginning of discussions that led to the development of the SPECTRA which was really kind of anchored in, I think, desire to be more useful and specific with respect to how we were measuring different symptoms and how patients were doing in these different care clinics. And so, the Genesis for it started about 2009.

    Mark, does that sound about right to you when we started working on this?

    Dr. Mark: 2009, yes.

    Dr. Justin: And then we basically were looking at the literature looking for a measurement framework that made sense to us and it would have utility. And it was back in the early days of the hierarchical-dimensional model of psychopathology, which has really gained popularity over the last 10 years or so. But that really became the framework for developing this SPECTRA as a new but distinct assessment tool that potentially could have utility.

    Dr. Mark: As we were doing that, Justin and I were leading the project that implemented all the procedures for collecting the data and then distributing the information back to the clinicians. And once that infrastructure was created, the department said, “Well, we should have a better test” and we asked us to look around with proprietary tests and the costs. We made a proposal that we would create a broad base, flexible, easily manipulated test that would be able to track outcomes across a wide range of disorders, but also incorporating the three core dimensions, Internalizing, Externalizing, and Reality-Impairing so that you could have a much broader outcome.

    And we were working on that. Then we got funding from the hospital and from the medical school, and then they bought EPIC. The electronic medical record came into being, and it had all of the scales attached to it. So the PHQ 9 has hundreds and hundreds of scales included. And so they allowed us to finish up creating the test and then to see if we could find a company to publish it like PAR.

    Dr. Sharp: Right. That’s fantastic. So I think a lot of projects like this, you were just trying to solve a problem that you were seeing in your work and you just took it to the next level?

    Dr. Mark: To solve a problem. And Justin and I have done numerous psychometric studies and projects and different testing programs that we’ve implemented. And so it’s just fun. We just like to do things. that have to do with measurement and that can be applied clinically.

    Dr. Sharp: God bless you. I’m glad that there are people who like measurement. That’s fantastic.

    So tell me, I always do this, I’ll just jump right in and start asking all these questions, but let’s back up real quick. What’s the elevator pitch for the SPECTRA? So what is it if people, for whatever reason don’t know what the SPECTRA is?

    Dr. Mark: It’s a measure of psychopathology that matches the emerging empirically derived, hierarchical-dimensional structures of psychopathology. It allows you to step outside of the DSM. It allows you to supplement or complement the DSM, but then it gives you a whole different way, an excitingly new way of thinking about and measuring psychopathology.

    Dr. Sharp: Love it. You have used the term hierarchical a couple of times already here in the interview. I know that that is a big conceptual component of the SPECTRA. Could we dive into that for a bit and why that’s important, why he chose to go that route and how it ended up around that framework?

    Dr. Mark: I’ll get it started. So we were really influenced by the core three dimensions following the developments in multi-variate quantitative psychopathology research. So Internalizing, Externalizing, and Reality-Impairing. And while we were working on creating those as scales, the discovery of the P factor- the higher-order factor started to show up in the literature. Leahy was the first to describe it in 2012. And looking at our data, it was clear that the three dimensions- Internalizing, Externalizing, and Reality-Impairing are intercorrelated. And that suggests that there’s a higher factor above it. And that’s what they had found. And so we began exploring the hierarchical factor structure of the test, and we also found a P factor. And then we’re able to incorporate that into the design of the test.

    Dr. Sharp: And so, for folks who may not be super familiar with this area, say more about the hierarchical model and how that might be different than what we’re used to, contracting with the categorical model, and why this is unique for a measure like this SPECTRA?

    Dr. Mike: Justin.

    Dr. Justin: Mark, you’re probably better equipped.

    Dr. Mark: Okay. So relatively soon after the DSM-IV, the literature start to research or to point out the difficulties with high comorbidity, in particular, the fact that if you have depression you are likely to have anxiety. The fact that if you had one qualified for one personality diagnosis, you’d likely had two and a half, so the high comorbidity began.

    And now the DSM-IV had to be made more reliable. You could see this coming through in the research.

    Then the other component of it that was frustrating is if you use the 5/9 approach to identifying disorders, you end up with a lot of people having the same diagnosis, but very few shared symptoms. So you have heterogeneity within a class and then you have comorbidity across classes. And people began to see that. At first, it was a problem. Researchers tried to find ways around it to get rid of it. But what people eventually did was embrace it and say that it is pointing to something about the structure of psychopathology.

    And so factor analytic studies looking at multiple disorders, 10, 15, 20 disorders at a time began to show the dimensions, Internalizing, Externalizing, and Reality-Impairing. And when you start to look at the dimensional level, you don’t have to worry about comorbidity because anxiety, social anxiety, PTSD, depression, dysphoria, somatization are all one dimension, the Internalizing dimension.

    Same with Externalizing- substance use, antisocial behavior, oppositional personality, explosive, aggressive behavior, you don’t have to worry about where the boundaries are because they all are represented by the higher level dementia. And then once you’re at the dimensional level, you no longer have to be concerned about if you have 5 or 8 or however many of these you have to qualify to hit the threshold.

    You can use it as a real dimensional scale and you can have from 45 to 57 to be normal, and you can have 56 and 57 up to 63 to be mildly impaired/moderately impaired and you can really use the whole range of the trade.

    Dr. Sharp: Yeah.

    Dr. Justin: It’s very similar to how cognition or cognitive function is assessed hierarchically. A good analog to think about it as full-scale IQ at the top dropping down into these SPECTRA structures, verbal comprehension, perceptual reasoning, and then those breaking down into the specific subtests that make up those indices. It’s really about thinking about how they’re organized and how they do a good job in aggregate describing these higher-order abilities. It’s interesting too that psychopathology research has only just now come to this given how long IQ and assessing IQ has been around. But it’s a very similar concept.

    Dr. Sharp: Yeah, it is fascinating. It is totally fascinating. I talked to Dr. Katherine Jonah’s from HiTOP maybe 18 months ago about the hierarchical model and it is just shocking to me that we have not been going that route forever. It just makes sense. And it matches my clinical experience with how difficult it is to separate diagnoses`.

    Dr. Mark: To build a little bit on Justin’s analog to intelligence testing. So if you think about disorders as being individual subtests, if you only had the subtests and you were trying to describe somebody’s cognition, you would be hard-pressed. But if you are able to roll the subtests up into working memory, processing speed, verbal and non-verbal intellectual or cognitive functioning, and then roll that up into a higher total overall G factor or a full-scale IQ, then you can see the importance of being able to measure at different levels of specificity, or as we say in psychopathology, at different bandwidths across the trait.

    Dr. Sharp: Yeah. You said the P factor. This was fascinating to me when we had our pre-podcast discussion only because I don’t really live in this world or this research so much, but can you talk about that P factor. Is it the wrong thing to call it a general personality factor? I’m trying to…

    Dr. Mark: Psychopathology.

    Dr. Sharp: Psychopathology. Yeah. So what is that and how does that relate to the measure and this dementia or hierarchical model?

     Dr. Mark: In my mind, it’s the most fascinating and still the least understood of all the insights that have come out of the quantitative or empirical approaches to psychopathology. So Leahy first identified it in 2012 and gave it that name and said it conceptually would be the G factor. Spearman’s G. And now it’s been studied in adults. It’s been studied in kids. It’s been said in adolescents. It’s been studied cross-sectionally and largely tutoring. It’s been studied with a host of different measures, either disorder themselves or psychological scales or symptom clusters.

    And what it is, it’s the final dimension after you take your observation. So in the SPECTRA, we have 12 clinical scales that give us our observations. Those 12 scales make the first level of dimensions- Internalizing, Externalizing, Reality-Impairing, and then above that is the overarching P factor or our global pathology index which takes all the interrelationships at the level of the dimensions and creates a single factor out of that.

    So it’s taking variants. So you have variants coming up from the disorders to the dimensions and then into the P factor. And it correlates with or predicts impairment, chronicity, whether or not you’re going to respond traditionally or typically to most treatments, the risk for relapse. It has a modest correlation with intelligence. Is it an actual thing? Possibly not, but it shows that well will they ever find a neuro… people are now trying to find the neuroanatomical or neurocognitive systems that undergird this. But if they can’t find that, the ability to summarize all of this information, just like we’ve never found G, the ability to summarize that in one number gives you an incredible power for prognosis and for helping clinicians understand the intensity and duration of treatment that they need and help set reasonable expectations for patients.

    Dr. Sharp:  Right.

    Dr. Justin: It’s also different information in measuring and aggregate that way. It really is a marker of complexity and of overall burden which is different than the information that you get at the level of the SPECTRA or the clinical scales. So using it clinically, can be used to answer different kinds of clinical questions particularly when people are coming in for assessments and they’re not doing well, they’re not responding well to treatments. Part of the problem may be reflected in that complexity. And so this gives you a nice empirical marker of what that might look like.

    Dr. Mark: And it takes all the information in that you don’t say, well, that’s subclinical, so we’re not going to count that. Or well, you only got 3/9 there. You didn’t get enough for that to be a disorder. It takes every symptom that you have and finds the commonality across all those symptoms and expresses it as a single number of severity that at a minimum reflects severity and impairment.

    Dr. Sharp: I see. Yeah, I really want to get into some clinical applications and really bring this to life.  And I think we are going to be able to do that. Before we move in that direction, I wonder if y’all could speak just a little bit to the difference or differences between the SPECTRA and some of the other measures that we may know about more. Like, are we in the same ballpark as the MCMI the MMPI, the PAI. People always hate these compare and contrast questions when you’re a test developer, but I’m curious just to bring it to something that is more familiar for folks. How is it different? How is it similar?

    Dr. Mark: Well, it has a lot, I’ll give my impression. It has a lot of similarities to those three tests. Our lab, Justin, and I have done a lot of PAI research and published a lot of our PAI research. So it’s similar. It has scales of scales. You can use them like you use the PAI scales. We like to think it’s in the ballpark. We certainly would like to move into that neighborhood at the very least.

    How it’s different is that it has multiple levels. I mean, if you think about the PAI, you look across and you see elevations or dips, and that’s what you get. That’s your information. You can go to the end and get the mean clinical elevation but there are no summary statistics with it. And if you think about it, that the foundation of the DSM. Everything siloed. And then you have to come up to a certain level. And if you cross that magic T of 70, all of a sudden, you’ve got something important. If you’re one of the T of 68, is that not valuable information? It has those similarities, but conceptually, it’s just different in that we’re looking… It’s important to know the symptom expression because that’s what the patient is telling you about themselves.

    But in our mind and from the test perspective, it’s much more important to know the dimensions, the Internalizing, Externalizing, and Reality-Impairing, and the P factor rather than the actual symptoms. Because in this model, and in this research, you expect those symptoms to fluctuate. You could have high anxiety for a period of time to treat that, then all of a sudden some depression will emerge and your overall standing on internalizing might not change but the symptom expression has changed.

    Dr. Sharp: Right.

    Dr. Justin: I think the framework is what makes it different. There’s been research on the PAI and the MMPI that has also captured these hierarchical dimensions to varying degrees. But when we were developing this 10 years ago, I think it was at the, at least as far as we knew, it was the only test that was developed our priority with this hierarchical dimensional model in mind. So we were actually… whereas it tests like the PAI and the MMPI, there may be more breadth covered in terms of the constructs that are assessed. We were actually trying to go after these purist markers of these higher-order dimensions because we wanted it to work vertically as well as it did horizontally as a framework.

    Dr. Sharp: The way that you talk about it, it sounds a little revolutionary and really cool for lack of a better word. I’m excited to be able to use it.

    Dr. Mark: It just gives you a chance to think differently about psychopathology. I’ve been doing this for 33-35 years, and a chance to actually come at something from a different perspective is as has been really energizing. Even in the pandemic, it has upped my enthusiasm.

    Dr. Sharp: Well, that says a lot.

    Dr. Mark: Just a bit.

    Dr. Sharp: Well, I think that’s a nice segue to start to bring it to life a little bit. So let’s start with some basics. What does it actually look like in terms of simple stuff: number of questions, reading level, like what’s the client experience when they take the SPECTRA?

    Dr. Justin: So it’s much shorter than a lot of the other broadband measures that are out there. It’s only 96 questions as opposed to multiple hundreds of questions. So it’s shorter. I think it’s a little bit more streamlined in terms of the constructs that they assess with the main goal of trying to capture these higher-order spectra. So we were more concerned with trying to figure out what the purest markers of those higher-order dimensions were as well as trying to have a nice representation of constructs assessed.

    But it’s 96 questions. Like Mark mentioned, it maps into 12 clinical scales, 4 scales each that wrap up into these higher-order dimensions. So depression, generalized anxiety, social anxiety, post-traumatic stress, wrapping up into this Internalizing dimension. Drug and alcohol use, antisocial personality qualities, and severe aggression wrapping up into the Externalizing dimension. And then more severe psychiatric symptoms, psychosis or psychotic perception, paranoid ideation, and the more severe end of mania- manic activation, high levels of grandiosity, wrapping up into the Reality-Impairing dimension.

    Those constructs, again, sort of being selected. We spent quite a bit of time actually trying to figure out based on the research that was coming out, what were the best markers across these research studies that were assessing these higher-order dimensions. And so…

    Dr. Mark: Trying to balance both clinical utilities. We want disorders that had a reasonable frequency so that they would show up in the clinic, but then also what had been shown through multiple studies to be associated with the three core dimensions.

    Dr. Sharp: I see.

    Dr. Justin: And then it gives it a balance. So 4/4. And even at the T item level, there’s only about a 5-item day difference across the higher level scales.

    Dr. Sharp: I got you. So then it’s a shorter test. Do you know the reading level?

    Dr. Justin: 4th grade.

    Dr. Sharp: Okay. And what’s the age range?

    Dr. Justin. 18years and up.

    Dr. Mark: Yeah, 18years to 91 years in the normative sample.

    Dr. Sharp: Okay, fantastic. So let’s talk about it. I would love to talk about clinical uses. So I will start with a very broad question that we can drill down into as we discuss. If someone was considering bringing this into their repertoire, what is an ideal situation to administer the SPECTRA from a clinician standpoint?

    Dr. Mark: So it grew out of our work at the Pearl, the psychological evaluation and research laboratory. And that’s just an assessment referral center where if you’re treating somebody and they’re not getting better, or you’re not sure of what the diagnosis is, or they’ve had a change in condition, you can send them in and we’ll do so psychiatric patients who are in care for one we believe it would have.

    Justin recently published a study where it was used in an inpatient setting. So almost any place where psychopathology is a prime component of whatever is going on. So, inpatient outpatient, college-there are college norms in the manual. So college counseling centers, outpatient practices, and we believe that it has utility for medical patients. We have a sub-set of the normative sample that rated their physical health as being either fair or poor on the 5-point scale. And we broke them out to see how they did on the test and they report more psychopathology and the internalizing around than other than the rest of the sample. So we believe it has utility there.

    Dr. Sharp: Right. That’s great. And are there, I don’t know if this is the right term, but comparison groups or anything like that? I mean, is it to that point yet, or are you trying to get to that point where there specific populations that we can use this?

    Dr. Mark: Well, like I said, we have the college sample. There are 428 college kids and that’s a complete normative. It gives you all the statistics for that. Then there’s sufficient information in the manual to be able to make comparisons to a mild clinical group, to a real patient in our clinic. And then in the mild clinical group are people in the normative sample who said that they had been in psychiatric treatment in the past. They weren’t currently, but in the past, they had psychiatric care. And then also the physically less healthy sample. And we are working to get a more robust demographically setting and larger and a true clinical sample like the skyline for the PAI.

    Dr. Sharp: Okay, fantastic. I would love to hear from y’all too, how do we use this data that we get? Well, first of all, what data do we get? What does that look like? These are such naive questions. But what does the score report look like and what do we get from the administry again? And then maybe we can talk about what do we do with it.

    Dr. Mark: Justin.

    Dr. Justin: So the score reports that get generated are… it’s funny, Mark and I were just talking about this the other day. There’s a couple of different worksheets that PAR has published for us which we liked in different ways. There’s this hierarchical worksheet that people can use, which you can actually plug in your scores from the General Psychopathology Index all the way down to the indices, then down to the subtests or the specific clinical scales so you can get a sense of how psychopathology organizes that way and how you might want to organize your thinking around what’s going on.

    The way that the output prints it, however, is in a similar way to PAI graphs are printed. The clinical scales appear first on the graph moving left to right. They’re organized by domain. So you’ll get the T scores for depression and anxiety and trauma, et cetera. And then on the right-hand side, they print the SPECTRA scores and the General Psychopathology Index as a cluster.

    So you almost have to, or at least when I look at them, I usually will start on the right and then work my way left because I like to see initially looking first at general psychopathology, just to get a sense of complexity and of burden and then seeing where there’s the greatest expression in the specific SPECTRA scores and then working my way down to the clinical scales to try to figure out where that’s getting expressed the most.

    PAR also prints a table for you. So for people who are more inclined to look at tables,  they’ll have it all in tabular form and you can look at the T scores and the percentiles. And you can look at it that way if you like. Visually, I think it looks pretty good. Again, I think I prefer the top-down method just because that’s how I think about it conceptually. But it’s fairly easy. It’s very similar to the PAI tables or MMPI tables that are printed just in terms of the vertical axis being T scores. So that’s what’s printed. Mark, did you want to talk about organizing it?

    Dr. Mark: Well, I also wanted to say that in addition to the 12 clinical scales, there are 3 supplemental scales that include cognitive complaints, psychosocial functioning, and suicidal ideation- suicide risk. So in addition to the clinical scales and the hierarchical dimensional scores, you also get this information, the client will tell you or the patient will tell you if they believe they’re having common cognitive difficulty, can’t find, lose stuff, can’t plan, has trouble expressing themselves the way they want to.

    And then also psychosocial functioning and the psychosocial functioning scale, we’re proud of it.  It taps four components of psychosocial functioning: well-being, agency, social support, and if you have secure housing and resources to meet your basic needs. And that’s the only scale that as it rises, it’s saying that you’re doing better. So it also gives you a way to see if there was a risk response style in terms of all good or all bad.

    Dr. Sharp: OkayI was going to ask about anything along those lines of validity scales or effort that sort of thing or malingering that sort of stuff?

    Dr. Mark:  And so it has one embedded scale to measure whether you paid attention. So like the inconsistency or infrequency scales of the PAI. It has three low endorsement items scattered or place evenly throughout the test. And that’s the main validity scale for you paid attention. It has a profile classification index which we created a little post-talk, but it looks at how many elevations there are at the higher level. And it’s unusual for you to have three or more elevations at the dimensional level. And when that happens, 0 to 2, it’s acceptable, 3 and above it’s called elevated. It doesn’t say it’s invalid, just says it’s elevated.

    Some people might have a reason for having that much psychopathology. And it’s one of those things where you can finish a test and you think to yourself, well, maybe we could have put more effort in that part having validity scales, but it’s just a part of it. We’re not special forensic psychologists. People come in, they’re in treatment, they’re treatment-seeking people and we suspect… and we also just never give it as a standalone test. We test these use a battery of tests.

    Dr. Sharp: I’m glad you said that. I would love to dig into that a little bit. Can you walk me through, if you have an example, a case or two, or even a conglomeration of cases. How does this fit into a battery?  Is it appropriate for “neuro-psych testing” or just more of a social-emotional assessment? How do you see this fitting in with other measures?

    Let’s take a quick break to hear from our featured partner.

    The SPECTRA Indices of Psychopathology provides a hierarchical-dimensional look at adult psychopathology. Decades of research into psychiatric disorders have shown that most diagnoses can be integrated into a few broad dimensions. The SPECTRA measures 12 clinically important constructs of depression, anxiety, social anxiety, post-traumatic stress, alcohol problems, severe aggression, antisocial behavior, drug problems, psychosis, paranoid ideation, Manic activation, and grandiose ideation, and organizes them into the three higher-order psychopathological spectra of Internalizing, Externalizing, and Reality-Impairing. These scores provide a quick assessment of the overall burden of an individual psychiatric illness also known as the P factor.

    The SPECTRA is available for Paper-and-Pencil Assessment or administration and scoring via PARiConnect- PAR’s online assessment platform. Learn more at parinc.com\spectra.

    And for a limited time, get one free administration and score report for the SPECTRA on PARiConnect by calling PAR at (855) 856-4266 and mention promo code S-P-E-C. 

    All right, let’s get back to the podcast.

    Dr. Mark: Our clinic is pretty standardized anyway. We do an IQ. We do a WASI. We do Trails A & B. We do List Learning Story Memory, Visual-Spatial tasks. We do the Hooper Outline Orientation tests. Language Fluency category and semantic fluency, the Stroop, and Wisconsin Card Sorting Test, then PAI, the SPECTRA, NEO, the short five-factor model, and […] cards and sometimes the test of occurs for attention- self-report attention, and other times, maybe a PID-5. So the personality disorder inventory for the DSM-V 100 item version, the PID-5.

    Dr. Sharp: Got you. Oh my gosh. The blessing of a university or hospital clinic where you can do such a comprehensive evaluation. Amazing.

    Dr. Mark: And we’ve been doing that for years and we have a de-identified database with over 1300 independent cases in it with all that data and demographics.

    Dr. Sharp: That’s incredible, I’m so jealous. I was talking to my APEC intern yesterday about doing research in private practice and just how to get that ball rolling. It’s hard when you’re separated from some of those institutions. I miss it. So y’all have tons of data and it sounds like you’re doing a really comprehensive battery. I would love to hear how you just think about integrating the SPECTRA data in a report where there’s a lot of neuro-psych testing going on. How, again, just trying to bring it to life a little bit how you might integrate that information with the cognitive data that you’re getting?

    Dr. Mark: So we still suffer from that dual mind-body thing. So we still present the neuro-psych data first. And when that concludes, then we go into the psychological profile. And what I do is I present the SPECTRA data as the first paragraph. I work big to small. I work from the P factor from the Global Psychopathology Index.

    I have my first… after saying everything was valid and revealing or not revealing, then I will say something like endorsed moderate levels of overall psychopathology at a T score of 67 on the SPECTRA Global Psychopathology Index. A score in this range suggests a substantial burden of psychiatric illness, vulnerability to a relapse, a likelihood of impairment in their life based on psychiatric factors, increased likelihood of not responding typically to treatment- so either suboptimal or on a typical response to treatment.

    And then down to the dimensional level. So if symptom expression was confined to one domain, the statement is that majority of symptoms that were reported were indicative of Internalizing psychopathology, Internalizing scale T 78 could suggest that type of psychopathology is confined into one dimension will likely respond to standard internalizing types of treatments- SSRI and Cognitive-Behavioral Therapy.

    If it’s broader, psychopathology was expressed in 2 or 3 separate domains of psychopathology suggesting get increased complexity at the level of symptom expression suggesting that multifocal treatments going to be required and the intensity of treatment may need to be increased. And then down to the clinical scales to say, and specifically, this is the type of symptoms that have been expressed: depression, anxiety, alcohol, anger, and paranoid ideation.

    Dr. Sharp: I got you. So you will get down that granular and talk about that.

    Dr. Mark: Right down the pyramid.

    Dr. Sharp: That’s great. That was fantastic and eloquent. You’re the test author, so where does all this information come from? Are there any materials to help us interpret the data or know how to phrase things? So I guess I’m asking like, is there an interpretive reporter or is this in the manual or how do we know what to do with this stuff?

    Dr. Justin: So there are materials in the manual that help with applying these to different cases, different clinical presentations you might see, and how to think about organizing the test scores. So there are materials there. I actually teach right now and I’ve been teaching students how to organize it into these bigger integrated assessment reports that I still do and train under Mark and doing at Mass General. So that the same evaluations that he does.

    So I’ll talk with people about how to integrate them that way. It’s still a fairly young test and I think Mark and I are still very much in the process of actually trying to disseminate this out into the world right now. But I think those are probably the best sources of information, I think right now, currently. Mark and I have actually been talking about building a website dedicated to the SPECTRA where we can actually begin to post some of these specific resources, some training videos, some worksheets clinicians can use, those kinds of things,

    Dr. Mark: samples, things like that. I’ve been teaching report writing. Again, I keep dating myself, but again for 25 years to interns and post-docs and junior faculty, and I’ve had to rethink again how I have written reports even though I published on writing reports. And so now that first paragraph is a little different than it was in the past. And it may change in the workshop that I gave for Crespi. The slide leading it to write up the report said” A work in progress.” It’s like, we’re still … that’s what I like about being on this exploration with the SPECTRA is that we’re still discovering, learning things, how to apply it, what it’s telling us, how to communicate it back to the psychiatrist and neurologists and primary care doctors.

    Dr. Sharp: Right. Well, kudos to you for being flexible and revising your approach. That’s not a given in our field necessarily. So we talked a little bit before we started recording just about the benefits to clients. And I think that we’ve certainly touched on that just through our discussion. But is there anything more explicit to say about how a measure like this could be more helpful for clients or ways that you translate the info to clients that may be different than what we have?

    Dr. Mark: Well, one of the things that I’ve been pleasantly surprised is that in feedback sessions, they’ve been by zoom primarily, that the being able to say to somebody, yes people have you have anxiety, you have depression, you have social phobia, you have all this, it internalizing. It’s one thing. You don’t have seven different disorders. You don’t need seven different treatments. It’s not that daunting. It’s internalizing psychopathology and if we’re lucky enough, it’s confined to that. So that’s how we’ll approach it. It’s all in the transdiagnostic treatment of emotional disorders. We’ll try to hook you up with that care.

    So that has been easier. It’s been better received than the laundry list of I think this is your primary thing, but then you’ve got this and that.

    Dr. Sharp: Right. So this is the part where I go off script and start to make people nervous I think with my questions. But here’s what running through my mind. And this could be a completely naive question. Again, just not living in this research world. How do you reconcile that with, I don’t know if diluting is the right word, but I think a lot of people maybe hang on our diagnoses as a proxy for clarity and what we recommend, you know, like treatment for depression looks like this and treatment for anxiety looks like this. But you just mentioned a transdiagnostic treatment model, and that’s a relatively new term for me. So I’m really curious how y’all think through that?

    Dr. Mark: But outside of a clinical trial that has incredible rule-outs and other kinds of ways to exclude patients, nobody comes in with just depression. Nobody comes in with just anxiety. If you’re saying that to somebody you’re kind of fibbing with them. You can say you have mostly depression or mostly anxiety or mostly PTSD, and we’re going to ignore the other stuff you have, and we’re going to focus on this until we get it pretty much under control, then we maybe refer you to… And it sort of matches the way so far that nature says psychopathology gets organized

    Dr. Sharp: I love what you’re saying.

    Dr. Mark:  because it’s the DSM which is just a bunch of expert committees that have opinions.

    Dr. Sharp: Right.

    Dr. Mark:  And storms other things that they need to maintain.

    Dr. Sharp:  Yeah. That’s a can of worms to open which one day I need to do that episode “Why is the DSM even a thing?”

    Dr. Mark: Don’t advertise it because they’ll probably shut you down. 

    Dr. Sharp: Right.

    Dr. Mike: Big DSM will come and get you.

    Dr. Sharp: Yes. Okay, let’s edit that out. But it almost seems too easy the way that you’re presenting it like we’re cheating or something to just say, “Hey, this is just internalizing this is a suite of internalizing concerns. And here’s what we do about that.” That feels like my job will get so much easier if I can do that.

    Dr. Mark: And what is wrong with that?

    Dr. Sharp: Sure.

    Dr. Mark: Again, if you go back to the analogy to intelligence testing, you do that all the time. You have very strong verbal strengths, very strong verbal abilities. What can we do to help you find something that maximizes that and minimize your need to do this visual-spatial stuff that you’re not that good at?

    So, we don’t sit there and say, well, block design was this, and picture comprehension was that. And it’s like, you move it up to the next level of organization. But you can certainly go down. I mean, do you have the 12 clinical scales, the scales they map back? They were designed to map back to DSM construct. So if you want to do that, you could treat it like the SCL 90, and just say here are these 12 things and you have a bunch of them or just these two.

    So it’s up to you. You don’t have to… It’s like having a car that has a lot of horsepowers. You don’t have to drive it fast.

    Dr. Sharp: That’s a good analogy. Justin.

    Dr. Justin:  I was just going to say, I’m going back to your question from a second ago in terms of what makes it different or what makes it unique? I think one of the things that have been written about and looked at in psychological assessment specifically is this idea, people do a different assessment, but this concept of multi-method assessment and the idea of method variants basically varying the different ways you look at how somebody is doing, how they’re feeling, how they’re functioning, but using different techniques.

    So the battery that Mark just went through, he talked about different tests that capture in different ways. I think one of the ways that when I use the SPECTRA in my own practice and I think it also relates to your feedback question, when I’m using the SPECTRA, I’m usually using it in concert with other methods. And the reason that I’m doing that, and I don’t mean to like over-intellectualize this, but I think it’s a conceptual question. The thing that I think makes the SPECTRA unique is that it captures different information than other standard psychological assessment tools that are out there- particularly broad other broadband measures, like the PAI in particular or MMPI. Although the MMPI has created these indices of the SPECTRA, post-hoc, but the idea is that when you’re able to capture this information, I think it gives you a different insight into how somebody is doing, where their primary areas of difficulty are, and or, how much complexity is present in somebody’s presentation when they’re coming to see you.

    So sometimes I think about when I do this work, it’s almost like layers of an onion. Basically, like Mark said, it’s not one thing you’re really grappling with. Part of how I understand the work is, I’m trying to organize hierarchically the multiple things that are going on with somebody in a way that helps me understand them, helps them know that they’re being understood, and then based on that information, create a more specialized and refined treatment plan or set of steps that somebody could take whether it’s medicines that might or classes of medicines that might be useful or different psychotherapies or other treatment approaches that would be helpful.

    I think it’s that different information and the way it gets organized differently, that is what makes it useful. And you can use it as part of a standalone battery. I also think one of the nice things about it is kind of like the PAI or other broadband measures are out there, you can use them in different contexts. You can use them in screening contexts. Here in Boston, I know of a number of different neuro-psychology practices that are now using it for the adults that they’re seeing.

    So I think there’s just a lot of versatility, a lot of flexibility with the tool. And I think it’s again, that method variance idea that the way in which you’re capturing this information, it’s really different than all of the other instruments that you’re including in a battery. And because of that, I think it adds value and helps you organize feedback information back to the people that you’re working with in a way that might be more helpful.

    Dr. Sharp: I wonder if I can put you on the spot a bit and ask about particular cases. I don’t know if either of you has one in mind because I would love to hear how this shows up in real life. When you say, I get different information or it gives me these different layers, is there anyone that you can think of off the top of your head that might illustrate some of this? I’m taking a long time to ask the question to give you time to think. And if the answer is no, that’s okay. But I thought I’d ask.

    Dr. Justin: It’s funny and Mark may have cases too. So I teach Advanced Assessment for doctoral students in Clinical Psychology right now. And basically, I teach cases like cases that have been really interesting to me and where I’ve used this.

    And there was a particular case that I actually got done teaching not too long ago. It was of a woman who came to see me who was being treated for OCD. She had been at an OCD for about five or six months. Her treatment wasn’t going well. She was having a hard time focusing in sessions. She basically wasn’t completing her homework exercises outside of the session. It was a very ERP approach to OCD. And so in the context of the conversation with the therapist, it had come up that the woman had been diagnosed with ADHD earlier in childhood, I think in the 8th grade. And so when the referral came to me, it was, is this ADHD, is there data to support ADHD or is it more anxiety-driven or more OCD-driven?

    So that was the basis for the referral.

    So I have this woman come in, I interview her, I begin to go down this path of doing this assessment. And one of the things that Mark taught quite a bit is this flexible battery approach and being able to shift and be flexible where you need to in terms of what you administer. So I’m interviewing this woman. She’s peculiar. I mean, there’s a question as to what’s happening as I’m working with her. I sort of mentioned all these funny stories and why I teach it in my class, but one of the things that happened is, I was finishing the cognitive testing, I was about to start the performance by Rorschach I was going to give her and her phone rings. She reaches into her bag and pulls out her phone and realizes that’s not the phone. And then reaches back into her bag, pulls out this other phone, takes the call, and then hangs up.

    And I said to her, why do you have two phones? And she started telling me about how she was a little concerned that her parents were listening to her conversations. And I was like, “Okay.” And so I hadn’t planned to give a Rorschach at that point, decided I was going to give a Rorschach because I was beginning to wonder about just peculiar, odd thinking. Anyway, fast forward, I go through my standard. There was a PAI, I gave a SPECTRA, I gave a NEO, a Rorschach, a few other self-reports to get ADHD symptoms. And one of the things that really helped me… So ultimately my clinical formulation was that this was not OCD. It was not even within the Internalizing spectrum. I was actually worried about Prodromal Schizophrenia that was starting to bud.

    So she elevated some of the psychotic scales on the PAI. But it was really the SPECTRA that helped me organize it because General Psychopathology Index was fairly elevated, but it was the Reality-Impairing spectra that she elevated the highest. She also had some depression and some anxiety.

    And it was interesting because when I was interviewing her, I was asking her lots of questions about overt, hallucinations, delusions, ideas of reference, those kinds of things. And she wasn’t reporting anything to me. She mentioned a couple of unusual ideas to me. But it wasn’t really until I started to look at her profile in conjunction with other things I was seeing in the Rorschach and the PAI, but it was really this Reality-Impairing spike where I really started to shift my thinking more towards something in a thought disorder domain.

    So clinically, that was useful. I can tell you when I gave the feedback to her and to the treatment team that had referred her, they thought I was nuts. They thought I was completely off base and they were actually upset. And it wasn’t until about a month later after she had fired her first psychiatrist a month later, she actually was scheduled to see her follow-up psychiatrist, her psychiatrist who I was friends with actually gave me a call.

    And she was like, Justin, I just wanted to let you know that I read your report. She came into the office today and she was floridly psychotic. They had to call security actually and take her to the emergency room. But it’s not to say that I was right. It was really the SPECTRA that brought me away from/move me away from these initial referral questions, these initial hypotheses which sometimes I talk to my students about, it’s when people, at least in the adult world where we’re working with people who have a lot of psychiatric complexity, these initial referral questions, you almost have to take them with a grain of salt because usually, it’s code form. We just don’t know what’s happening and we need some help. So that’s a recent clinical case that comes to mind where I think the SPECTRA did a nice job organizing it and doing something different.

    Dr. Sharp:  Right. That’s a great example. Mark.

    Dr. Mark: So I had a very similar experience early in the use of the SPECTRA. And I used it in the workshop. As a case, a gentleman who was referred had a longstanding.. he’s mid-30s, college-educated, professional job, not advancing much in his career. Actually, he was being demoted at work and then had this convoluted relationship that ended, fiance left.  He wound up with 2 Boston apartments. It’s hard enough to support 1 Boston apartment but to have 2 apartments in Boston that you’re on the hook for.

    And then there were a few other things in history and made me wonder. The life didn’t seem as coherent as it should have been based on how it was presented in the referral. And so I did the evaluation and again, the very comprehensive battery that we use. But the SPECTRA was very… He was referred. It was on anxieties. They thought he had just like Justin’s case thought it was ADHD because he couldn’t get organized going into his work. And he had anxiety on the PAI and on the SPECTRA at the clinical scale level spiked above 80. He had a lot of anxiety. No other internalizing psychopathology. So the Internalizing spectra level scale wasn’t that elevated whereas he had a bunch of paranoia and psychotic responses on both the PAI and the SPECTRA and the psychotic SPECTRA level scale was the highest. And he had a high Global Pathology Index.

    So it’s not a common case. They’re missing what is causing all this disruption in the rest of his life. And then he had hard for him to work and collaborate with his caregivers. And so now that I use it to say confirmation bias. Okay, he’s got anxiety. He is being treated for anxiety. He spikes anxiety like crazy. It’s all he wants to talk about in a clinical interview, his anxiety. He must have anxiety.

    Well, he had more things. And even looking at the data printed out, you could have been so impressed by the hike because it was really a spike in anxiety. It was a T score in the low 80s, which is pretty darn high. But when you aggregated it, Internalizing and Reality- Impairing, the Reality-Impairing was slightly higher in terms of the SPECTRA level.

    And I had one that was the other way round. The person was paranoid and was having trouble again at work. Actually, he was referred by a PCP and it was having trouble dealing with a medical issue that needed him to trust the doctor and take his medicine and follow up with things. And he wasn’t doing it. And his global level of psychopathology was low. 

    It was actually in the average range. He spiked paranoia. It wasn’t quite clinically elevated, but then a lot of it was cleaned, a little bit of depression. And I said this doesn’t fit. And they did an MRI, it had a stroke. They found a PFO. So he had the little hole in his heart. He threw a clot, he had a very small stroke and it was in an area which can disrupt your ability to process interpersonal interactions.

    Dr. Sharp: These are great examples. Goodness. These are the perfect clinical examples for clinician edification too, right?

    Dr. Mark: And also just to take the leap of faith and say no, that the data is not saying that they thought he was a paranoid personality disorder, that it hadn’t come out. He was in his early 50s. It hadn’t come out previously. And he had had a good work history in property management and doing other things that made him have to interact with people. And it just didn’t fit. It was there a little bit, but it wasn’t there pervasively enough to make me think that it was just psychiatric.

    Dr. Sharp: Right. I appreciate y’all talking through those two. I know there are probably many more that we could talk about, but those are good. It’s helpful for me just to map it onto a real person and see how it might work. I’m excited to use it. And I’m going to have to start seeing some young adults, here again, so I can check it out.

    So as we start to wrap up, what have we not talked about that feels important? Anything that y’all want to make sure and highlight before we sign off here. Is there anything that sticks out? Any parting words?

    Dr. Mark: Just remember,  if you want to use it, you have the code from PAR that can get you that one free administration. But for me, it’s finally an exciting time in assessment and psychopathology that after 30 years of lock grip of the DSM where papers had to have DSM diagnoses to get published, grants had to have DSM diagnoses, treatments at DSM diagnosis, the licensing exam required you to use the DSM and you had to do it, you still have to do it to get paid, that this is finally loosening up and you can at least publish research. You can think about things in a different way. And you can go back to your training as a psychologist and an empirical scientist and try to understand.

    And for me, I have written about it. It’s in two book chapters that I’ve written about how to get out of being locked into just assessment. That we’re such a small professional click. We have SPA, we have division 12 section 9, we have division 5 that we can belong to, but it’s not a lot of us. And what our research journals publish is test data and test validation and test stuff.

    So, these dimensions: Internalizing, Externalizing, and Reality-Impairing are being used in epidemiological research. They’re being used in child development and adolescent longitudinal research. They’re being used in neuroscience research. And this allows you to step out and link what you do to new findings in related fields in a way no one’s going to give the MMPI or the PAI or even the SPECTRA to 1000 people and then follow them. You’re not going to do that. But you give some measures and then you can use the same statistical techniques factor analysis to find the dimensions. And then you can find the correlates of those dimensions. And it’s reasonable to expect that there’ll be the same for the assessment instrument.

    So for me, it’s a way that just is more integrated into a broader field of psychology and mental health.

    Dr. Sharp: Yeah. Well said. I’m just thankful that y’all are part of this movement a pretty big piece to develop a measure like the way that you’ve done it. When I first stumbled on to the hierarchical taxonomy of psychopathology, I was like, “This is amazing. This is the way that we really should be thinking about things.” And so, to see us moving slowly but surely in that direction, like I said, not only makes our job easier in some ways, but it’s also more accurate, I think for clients, and helps us do better work in the long run. So thank you all for the work that you’re doing.

    And this measure, you briefly mentioned the code, I know it’s probably in the pre-roll and post-roll too, but I just want to emphasize that’s in the show notes. For anybody who wants to try the SPECTRA, there’s that code through PAR.

    I really appreciate your time, guys. This is fun.

    Dr. Justin: Thank you for having us.

    Dr. Mark: Really appreciate coming on and sharing our work with you.

    Dr. Sharp: Okay, y’all, thanks for listening. Thanks as always. These guys were super nice, super knowledgeable. And like I said, certainly instilled some excitement about checking out the SPECTRA. So I am going to be digging into that. And you can too with the code that you heard during the episode, it is also in the show notes. So check that out if you want to give the SPECTRA a world.

    And like I said, in the beginning, if you are an advanced practice owner and you’d like to get some support and accountability in building your practice and living a more sane, profitable life, this group could be for you. So check out The Testing Psychologist Advanced Practice Mastermind. A new cohort is starting June 10th. You can get more information at thetestingpsychologist.com/advanced.

    All right, take care. I will be back with you next time.

    The information contained in this podcast and on The Testing Psychologist’s website is intended for informational and educational purposes only. Nothing in this podcast or on the website is intended to be a substitute for professional, psychological, psychiatric, or medical advice, diagnosis, or treatment. Please note that no doctor-patient relationship is formed here. And similarly, no supervisory or consultative relationship is formed between the host or guests of this podcast and listeners of this podcast. If you need the qualified advice of any mental health practitioner or medical provider, please seek one in your area. Similarly, if you need supervision on clinical matters, please find a supervisor with expertise that fits your needs.

    Click here to listen instead!

  • 205. The SPECTRA w/ Dr. Justin Sinclair and Dr. Mark Blais

    205. The SPECTRA w/ Dr. Justin Sinclair and Dr. Mark Blais

    Would you rather read the transcript? Click here

    The realm of psychopathology assessment is fascinating to me. Today I’m speaking with the developers of the SPECTRA Indices of Psychopathology, Dr. Mark Blais and Dr. Justin Sinclair, about their work to develop this measure over the last decade or so. They are kind enough to endure my naive questions about the measure and the assessment of psychopathology in general. Here are a few topics that we get into:

    • The p factor (it’s okay if you don’t know what that is)
    • Why a hierarchical model of psychopathology makes sense for clinicians and clients
    • Nuts and bolts of the SPECTRA
    • Clinical use cases for the SPECTRA

    Cool Things Mentioned

    Featured Resource

    I am honored to partner with PAR for 2021 to bring you featured items from their catalog! Listen to each episode for specific product recommendations and links. Learn more at www.parinc.com.

    The Testing Psychologist podcast is approved for CEU’s!

    I’ve partnered with At Health to offer CE credits for podcast episodes! Visit this link to access current and past episodes available for CE credit. You can use code “TTP10” for a discount on ALL the course credits you purchase from At Health!

    About Dr. Mark Blais

    Dr. Mark Blais is the Director of the Psychological Evaluation and Research Laboratory (the PEaRL) at the Massachusetts General Hospital and Associate Professor of Psychology at Harvard Medical School. His primary clinical and research interests are in psychological assessment, psychometrics, and scale development – and he has published widely in these areas (over 150 journal publications and book chapters, and several edited books).

    https://www.massgeneral.org/psychiatry/research/psychological-evaluation-and-research-lab

    About Dr. Justin Sinclair

    Dr. Justin Sinclair is also a clinical psychologist specializing in psychological assessment, psychometrics, suicide and violence risk assessment, and scale development – with over 70 peer-reviewed journal publications and book chapters, and 6 books. He was fortunate to complete his internship and post-doctoral fellowship under Dr. Blais’ mentorship and served on the faculty of the Massachusetts General Hospital and Harvard Medical School for roughly a decade before going out into private practice in 2016. In private practice, he focuses on a range of clinical activities including conducting more traditional clinical assessments (in outpatient and inpatient contexts), screening evaluations of prospective clergy and those entering religious communities, fertility medicine evaluations, clinical trials consultation, and psychotherapy.

    www.DrJustinSinclair.com

    About Dr. Jeremy Sharp

    I’m a licensed psychologist and Clinical Director at the Colorado Center for Assessment & Counseling, a private practice that I founded in 2009 and have grown to over 20 clinicians. I earned my undergraduate degree in Experimental Psychology from the University of South Carolina before getting my Master’s and PhD in Counseling Psychology from Colorado State University. These days, I specialize in psychological and neuropsychological evaluation with kids and adolescents.

    As the host of the Testing Psychologist Podcast, I provide private practice consulting for psychologists and other mental health professionals who want to start or grow psychological testing services in their practices. I live in Fort Collins, Colorado with my wife (also a therapist) and two young kids.

    Ready to grow your testing services? Click below to schedule a complimentary 30-minute pre-consulting call!

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  • 204 Transcript

    [00:00:00] Dr. Sharp: Hello, everyone. Welcome to The Testing Psychologist podcast, the podcast where we talk all about the business and practice of psychological and neuropsychological assessment. I’m your host, Dr. Jeremy Sharp, licensed psychologist, group practice owner, and private practice coach.

    The BRIEF®2 ADHD Form uses BRIEF2 scores to predict the likelihood of ADHD. It is available on PARiConnect- PARs online assessment platform. Learn more at parinc.com.

    Hey, welcome back y’all.

    I’m excited to be talking with Uriah Guilford again today. You might recognize Uriah as the owner of The Productive Therapist, which is a virtual assistant company specifically for mental health folks. Uriah was also on the podcast the first time about a year ago right before the pandemic started. And it was great to [00:01:00] have him back.

    We again had a very dynamic conversation. We covered so much in this episode. I honestly had a hard time titling this episode because we just cover so much ground, but a couple of themes that come up were how VA companies can specifically support testing psychologists and we talked about the differences between testing practices and therapy practices, and kind of brainstormed some ways that a VA can be helpful. We talked about email management and Uriah’s recent deep dive into managing email and some materials he put together to help with that. We also dig into imposter syndrome and additional streams of income. And we mentioned so many tech tools during this episode. The show notes are very rich with resources from everything that we talked about.

    So, [00:02:00] even if you are completely set up with virtual support or admin support and your practice is running super smoothly, I think that you will still take a lot away from this conversation just because Uriah is such a dynamic personality, and we just have great discussions when he comes on. So hope you enjoy it.

    If you are an advanced practice owner, or soon to be, or hopeful advanced practice owner, I would invite you to begin to consider the Advanced Practice Mastermind Group from The Testing Psychologists. This is a group coaching experience that I facilitate. It’s meant to provide support and accountability in reaching the goals that you have for your practice.

    So this is the group for those who might be considering hiring or hiring more, producing additional streams of income, people who are ready to move into more of a CEO mindset and a group practice versus just a solo practice. So if any of [00:03:00] that sounds interesting, you can get more info at thetestingpsychologists.com/advanced and see if it’s a good fit.

    Okay. Let’s get to my conversation with Uriah Guilford.

    Dr. Sharp: Hey, Uriah, welcome back.

    Uriah: Hey, good to be on the show again.

    Dr. Sharp: Yes. I can’t believe it.  I was looking back at the last episode and it was over a year ago just before the entire world changed. So it’s an interesting kind of booking to come back.

    Uriah: That’s quite a reflection, isn’t it?

    Dr. Sharp: Yes, it is. I mean how things shifted in your work over the [00:04:00] past year.

    Uriah: Gosh, so much has happened, but one of the things that I’m super grateful for and didn’t even know that I was positioned well for was already owning and running a virtual business. It turned out to be great for me and for my team. Everybody was already working at home, all the virtual assistants supporting the therapy practices which is what we do here at Productive Therapists, that business has grown significantly.

    And I was worried for a minute, just like everybody was because we saw a ton of therapy practices being impacted, March, April, May of 2020. And I was concerned. I wasn’t sure if they would need our services anymore, what was gonna happen, but then as you’ve seen, I’m sure too, the need for mental health services has only just skyrocketed. And so the need for support, for administrative support specifically, has also gone up with that. And so I’ve been super pleased that we’ve been able to [00:05:00] grow and expand to a larger team, support more practices across the country. It’s honestly been really good.

    Dr. Sharp: That’s great to hear. Yeah, I wondered about that but at least in my community and audience, I’ve seen so many requests for assistance. It works in tandem. People get busier and they’re like, “Ah, I need help. I need help.” So that’s great to hear. 

    Uriah: It is.

    Dr. Sharp: And you said that you’ve been working with a lot more testing practices over the past several months too, is that right?

    Uriah: Yeah, I was on this fantastic podcast and then all of a sudden the listeners started getting in touch.

    Dr. Sharp: Yeah, what exactly?

    Uriah: I don’t know how that works. You have a loyal following.

    Dr. Sharp: I have a great audience. That’s cool.

    Uriah: Now, it’s been terrific. And it’s been an interesting adjustment for us to be able to support the unique needs of testing psychologists- group practices as well as solo practices.

    And so, we’ve been able to, I think we’ve got, I don’t know, maybe four or 5 or 6 right now. [00:06:00] And so we’ve got several VA’s who we’ve basically trained along the way to meet the needs of those practices. And it’s been pretty great.

    Dr: Sharp: That’s really cool to hear. I want to dive into that and just the nuances of supporting a testing practice and what you see from your side. But just for anybody who didn’t hear our first episode, tell us a little bit about The Productive Therapist, what you do, the whole VA ecosphere, what are we looking at here?

    Uriah: So we are the premier virtual assistant solution for therapists and that’s not my tagline.

    Dr. Sharp: That was good. I was totally on board with it.

    Uriah: Actually our tagline is world-class virtual assistants for busy therapists.

    Dr. Sharp: Great.

    Uriah: So yeah, we provide virtual administrative support in basically three areas. It’s phone support and scheduling- so virtual intake coordinator, and then also a ton of things we handle under the category of general administrative support- all kinds of things and some unique things for testing psychology practices, and then thirdly, we also handle digital [00:07:00] marketing for a ton of the practices that we support which is primarily focused on social media and blogging. We actually are doing post-production on some podcasts now which is exciting. Email marketing is a big one that we do too.

    Dr. Sharp: That is fascinating. I always forget that third component that you do the social media marketing. And now you’ve got my interest peaked with podcast editing. That’s wild. So, tell me a little bit about that side of things, that third piece. When you say social media and marketing and blogging, what does that look like exactly?

    Uriah: That’s the part of the business that we’re focused on growing the most right now. I’m always seeing therapists that are interested in getting some help with those tasks because they have a message and they have things that they want to share. Obviously, they want to promote their services, but they may not be inclined to really do the marketing themselves. And so getting some support with that is really nice, especially if it’s not like really in your wheelhouse like you don’t wake [00:08:00] up wanting to craft an amazing Instagram post, like that’s me, honestly. So, I outsource all my social media for my two businesses to my team, you might as well.

    There are parts of digital marketing that we don’t do. We don’t do paid advertising. We don’t do SEO. We don’t do some of those other things. So we just focus on what we are uniquely good at.

    Dr. Sharp: I see. So are you at the point where you are choreographing TikTok dances for therapists? Because I think there’s a market there.

    Uriah: My daughters, I should bring them in as coaches and consultants for therapists TikTok dances.

    Dr. Sharp: For sure.

    Uriah: Yeah, I think I have two. If you search for my name on TikTok, you’ll find me dancing, but mostly my kids.

    Dr. Sharp: I will definitely link that in the show notes. Okay. Noted. Yeah, it’s funny. That’s an area that a lot of therapists I [00:09:00] think, feel like they should be doing but don’t necessarily know how to do. So you’re talking Facebook posts, Instagram posts, anything else?

    Uriah: It’s primarily those two.

    Dr. Sharp: That makes sense. That sounds good. Well, I’d love to dive into the nuances of supporting testing psychologists. It sounds like you’ve gotten some perspective on that over the last year or so.

    Uriah: Absolutely. And I have questions for you too.

    Dr. Sharp: Of course. Yeah.

    Uriah: Because I wanted to come on your podcast and do some research. I’m not kidding.

    Dr. Sharp: Okay.

    Uriah: You’re the man.

    Dr. Sharp: It goes both ways. 

    Uriah: One thing that I found is that it seems extra challenging for testing psychologists to find quality administrative support that is already ready to do the tasks that they need to do for that practice. And I’m actually curious to hear from you what you found along those lines too because we’ve hired a ton of virtual assistants over the last [00:10:00] year even, and we’ve never come across a candidate that has already done the work supporting a testing psychologist practice and is ready to go. So by and large, we’ve had to give them the training, to do some on-the-job training and those kinds of things. What do you notice about that?

    Dr. Sharp: Yeah, I completely agree. Just speaking with practice owners through coaching and in our own practice, it takes a long time to onboard an admin assistant in our practices. I think with both of our admin staff, it took easily three months to feel like they were anywhere up to speed to be able to answer phone calls, do the scheduling and just handle all the little ins and outs of the testing process. So, yeah, I’m completely on board with that.

    Uriah: Three months is a long time to onboard to get to the place where the practice owner is not having to do so much.

    [00:11:00] Dr. Sharp: Right. That’s a lot. And most of us, it’s like couples therapy, right? Like couples don’t reach out until they’re in crisis and it’s probably too late. And that’s how it is I think with getting admin support. It’s like, we all hit the wall and get overwhelmed and then reach out. And it’s like, Oh, now I don’t have time.

    Uriah: It’s so true. People often ask me, how do I know if I’m ready for a virtual assistant or just an administrative assistant in general? And I usually say, if you’re asking that question, you’re ready. And similar to marriage counseling, it’s better to get it in place before you need it because there is a point, I’m not going to say a point of no return by any means, but we’ve noticed over the last two years that when we onboard with new therapists and they are already super overwhelmed, super disorganized, and don’t really have anything kind of dialed in in terms of procedures, it just takes longer and it’s harder and it’s stressful.

    Dr. Sharp: Right. That’s an interesting question that I go back and forth on. So when [00:12:00] you’re onboarding a new psychologist or a clinician, do you find it helpful for them to already have some processes and systems in place, or do you like to kind of start from the ground up and help them build those systems?

    Uriah: By large, the whole process is smoother if the practice already has systems dialed in and we can generally adapt to those systems and then tweak them and improve them with everything that we’ve learned over the last five years. It’s a night and day experience for the virtual assistant coming on board with a practice that is starting from the ground up, which is fine. I mean, that’s okay. You have to start where you are no matter what that point is. But the more you’ve already got in place, the better.

    So, right now, anybody listening to this, if you don’t have a virtual assistant or administrative support and you think maybe now’s not the time, but maybe in 6 months, 12 months, et cetera, start the [00:13:00] process now of documenting all of your policies, procedures, all your standard operating procedures, call scripts, anything you can think of with the goal in mind to have somebody to take that over for you at some point. I think that makes a lot of sense.

    Dr. Sharp: Yeah. Do you have any ideas or tips on how to go about that process? I think people get overwhelmed even thinking about how to take all that information from their brain and get it somewhere else. That’s a very broad question. You could tackle how to logistically approach that task down to software or dictation, or like, do you write it on paper? How do you even go about that whole thing?

    Uriah: I always like to start simple. So just open up a word doc or a Google doc and create an outline of all the things you think you might need to put down or to train somebody about. [00:14:00] And then just start filling it in. And then you can go from there all the way to some fancy software that I’m actually starting to use now. Something like Waybook, or Trainual, or Process Street, which is basically process management software that allows you to document in detail every process that you have in your business and then have people go through those processes and verify that they’ve gone through them.

    So you can start from very simple to very complex. That’s what I would recommend. And also just a shout out to Casey Compton. She’s a therapist group practice owner and a consultant, and she has a program called SYSTEMIZER SCHOOL. I believe that’s correct. And so she teaches and walks therapists through developing and refining their systems. That’s kind of her superpower.

    Dr. Sharp: That’s super cool. I see a lot of her marketing stuff and of course, I’ve met her two times.

    Uriah: Nice. She’s got a new book coming out too, which is cool.

    Dr. Sharp: That’s right. Yeah, she’s got a lot going on.

    [00:15:00] Uriah: For sure. I know there are some thoughts there. 

    Dr. Sharp: That sounds good.

    Uriah: It occurs to me just last year we started a program called Therapy Intake Pro, which is basically a training and support program for intake coordinators. It’s actually a fantastic program. We’ve got 37 intake coordinators in there. We just met with them this morning. The pitch there is like, “Hey, you hire somebody, we’ll train them for you. And we’ll provide ongoing support for them to answer all the questions, the nuances of that role.” So something like that could be really helpful for testing psychologists too where it’s like, we’ll train your admin on the specific things needed for that role. It could work.

    Dr. Sharp: It could work.

    Uriah: It could work. Or you and I should do something together and put that out there.

    Dr. Sharp: There we go. Well, you asked that question originally about finding admin support for a testing practice and I’d be lying if I said that I’d never thought [00:16:00] about trying to do something with that, like training admin staff for testing practice. I just don’t know where it would go from there, but maybe the…

    Uriah: You know there’s a need though, right?

    Dr. Sharp: Well, sure. Yeah, it is tough and it’s different than a general therapy practice.

    Uriah: Definitely. One of the advantages that we have now is that we have a number of virtual assistants that have done that work and are currently doing that work so we can bring in new virtual assistants and have them cross-train with those other VAs which is unique to our business model. Other people listening to this podcast probably don’t have that luxury, but that’s what we do.

    Dr. Sharp: That’s really cool. I’m curious what you have found or noticed or observed or heard from working with testing practices. What do you see from your side that’s different with testing practices or like different needs, things that [00:17:00] stand out with us versus therapists?

    Uriah: Obviously, the intake procedures are more layered and nuanced, right?

    Dr. Sharp: Right on.

    Uriah: Tell me if this is incorrect, but most testing psychologists, or a lot of them, not most, a lot of them provide testing services and then therapy as well, or they do the testing and then they have other therapists that work in the practice that do the therapy. Is that pretty true?

    Dr. Sharp: I think a lot of people have kind of a mixed model. Yeah.

    Uriah: Right. That makes sense. So the standard intake process for therapy is got another couple of layers on it for the testing. So that’s one thing. Then policies and procedures are… there’s just more to share. It seems like there’s more of a lengthy process from initial phone call to initial appointment. There’s just more that has to be done with the paperwork and the various protocols. So that’s one of the things that I noticed for sure. 

    Dr. Sharp: Yeah, that seems to be one of the biggest things on my side too in terms of training [00:18:00] and just getting psychologists on board with this whole process. That’s where it’s hardest to communicate how to do this because so many of us… I don’t know if you’ve noticed this, but it seems like psychologists have even more of that idea that we are the only ones who can sell testing and it’s hard to have an assistant do that especially if that person doesn’t know testing, right?

    Uriah: 100%. I have an opinion on that because we’ve seen some of the testing psychologist practices that we support still want to do the intake. Well, they still want to do the consultation call, whatever you call that. It makes sense because of all the nuances, right? And it does seem like it’s a little bit more difficult to hand over that role and trust that somebody else can do it. My opinion is that nobody can do what you do as a testing psychologist. That’s why you’re highly paid and highly valued. [00:19:00] But the right person in that role with the right training and systems can do almost all of that first phase. And that’s really where the time saving is from having administrative support really.

    Dr. Sharp: What are you seeing when you say the first phase? What role is included in that?

    Uriah: Honestly, you know more about that than I do. I’d have to talk to my team because they do the work and I just organize it from above.

    Dr. Sharp: Right.

    Uriah: Not to make myself sound like a puppet master, but as far as the ins and outs of the day-to-day stuff, I don’t actually know them as much about that as certainly you do or my VAs do.

    Dr. Sharp: Right. I remember us talking in the first podcast, I don’t know if it was during recording or not, but that whole idea of setting up an intake phone call or an intake screening so that people aren’t just trying to answer the phone [00:20:00] when it happens or over…

    Uriah: With the online scheduling?

    Dr. Sharp: Yeah, online scheduling. And that’s been super helpful. But it really gets to that idea that we can have an admin assistant field phone calls as they come in and still funnel those phone calls into pre-scheduled consultation times for us, right?

    Uriah: For sure.

    Dr. Sharp: I just want to make that clear to people. You don’t have to totally turn over the whole Intake process. You can just have somebody help you schedule that intake process.

    Uriah: I totally agree. Yeah, that’s super helpful.

    Dr. Sharp: Yeah. Let’s see. As you have worked with more of these testing practices, have you noticed folks… are your VA’s helping with sending questionnaires out or anything like that, like some of the behind-the-scenes admin work in the testing practices?

    Uriah: Definitely. We have one super-competent VA who almost [00:21:00] all of her time is used up with one very busy testing practice. And that practice owner has trusted her so much that she’s done a whole bunch of things that are kind of beyond the usual routine things. I believe if I’m not mistaken, she was doing the parent-child interviews. Like she got specific training from the psychologist to do a big portion of that initial interview. I don’t know, you probably have questions, I might have some questions about that too, but apparently, it was going really, really well. And then since I think she handled that back off to another psychologist in the practice. But apparently, it was going super well.

    In my mind as a business owner and I’m not obviously a testing psychologist, but the more competent the person, the more you can hand over to them. I think it’s good to start simple and then grow the responsibilities of the person in that role as they demonstrate their [00:22:00] capabilities and as you trust them more to give them more of that process to handle.

    Dr. Sharp: Yeah, of course. Well, my hope is always that people kind of Wade into the VA process slowly, but then it becomes kind of a snowball. The more you figure out how to hand off things, the better it feels. And then it’s just sort of self-sustaining.

    Uriah: For sure. I have a delegation addiction.

    Dr. Sharp: That’s a good way to. Yeah, exactly. That is what it is.

    Uriah: That’s what my kids tell me. They’re like, “Why are you always telling us to do things?” Like wait, I was just delegating you for this. I actually had them stuffing envelopes for… I have a program where I sent out a print newsletter actually.

    Dr. Sharp: I saw that.

    Uriah: I pay my daughter to stuff envelopes for me. That’s great.

    Dr. Sharp: That’s super cool. It’s funny. I was talking to my son the other day. I think he asked out of the blue for whatever reason, he edits YouTube [00:23:00] videos for you. He has this little YouTube channel and he asked about podcast editing and it became a not crazy possibility that he might start to edit my podcast because he’s like a master at iMovie and I’m like, well, GarageBand isn’t that much different, I guess. He’s messing with audio and all that stuff.

    Uriah: That’s great anyway. One of the best hires I made last year was an amazing woman who’s a freelance copywriter for a number of years, and she happens to have a background in video production specifically for YouTube. I couldn’t have done a better job recruiting this person if I had tried it. It was kind of a happy accident. And so she’s actually handling all my post-production for my podcast and also just improving it and marketing it even better. So that’s pretty cool.

    Dr. Sharp: Oh, that’s incredible. It all just speaks to if you find the right person and you trust that person. There’s so [00:24:00] much that you can get done. That’s great.

    Uriah: And I always think about, you know, no matter who you are, what kind of therapist you are, you should focus your time and energy and attention on the things that you’re uniquely skilled to do, and that brings the highest value, that are really your highest contribution. And for most of us, it shouldn’t be admin tasks. It shouldn’t be charging credit cards, sending forms, even podcasts editing, or whatever social media. Those are not likely to the things that you should be doing unless, and there’s a caveat to that. Like, If you love it and you want to do it, go for it. Right?

    Dr. Sharp: Sure.

    Uriah: You should do the things that you love to do. And in my mind, that’s being successful when I get to choose to do certain things because I want to, right?

    Dr. Sharp: Yeah. I think that’s a place a lot of us get mixed up is conflating love to do with feel obligated to do.

    Uriah: Sure. What do you think are some of the things on the shortlist [00:25:00] of I feel obligated to do this as a testing psychologist that I probably shouldn’t be doing?

    Dr. Sharp: The phone calls for sure and that initial selling the testing services- describing what we do and how it’s unique. I think a lot of us get stuck in sending questionnaires and thinking that we have to do that. Let me see. I mean, even gathering a certain amount of patient information I think is something that we feel like we have to do, but basic information, somebody else can handle that. What else? Billing even. I don’t know, maybe there’s research around this, I don’t know it, but we handle larger balances typically than a lot of other practices. And so, feeling like we have to have our hands on the finances a little bit more. So those are just a few things that come to mind.

    Uriah: Yeah. And I’m really good at sending out questionnaires, [00:26:00] but that’s not what I should be doing.

    Dr. Sharp. No, that’s really not. And yeah, any of those things. We’ve talked about a lot of things, the marketing, the blogs, the copywriting, all those things. Just because you can doesn’t mean you should.

    Uriah: The framework that I’m always talking about and I hope people are getting sick of it because it’s that important is the three keys to productivity. There’s a lot of productivity frameworks, but this one is one that particularly resonates with me and organizes things for me. And the three keys are: eliminate, automate and delegate.

    Obviously, anything you can take off of your schedule or your calendar, your to-do list and you don’t have to handle it, that’s better for you. And then anything you can automate with technology is a huge win. And we’re getting further and further with that with some of the tools coming out, right? Like we were chatting about earlier. And then delegate, obviously anything that you can have somebody else who’s a pro at that handle for you. It’s[00:27:00] just going to leverage your time so much more.

    Dr. Sharp: Right. Are you a Michael Hyatt fan? I can’t remember. 

    Uriah: Yes, and that’s where I got that framework.

    Dr. Sharp: Okay. I was like, “That sounds very familiar.” Yeah, I think from one of his books, but that’s a good framework to look at.

    Uriah: There’s a handful of bands and a handful of authors that I automatically just click pre-order on. Michael Hyatt is one of those. Don Miller is up there too along with The Red Hot Chili Peppers. I’m dating myself a little bit there, but you know,

    Dr. Sharp: It’s all good. I think we’re still in the target demographic for the The Red Hot Chili Peppers.

    Uriah: Dave Matthews band.

    Dr. Sharp: Okay, sure, we could keep going. Yeah, that was great. I’ll put a little bit of info for him in the show notes as well because I really appreciate it.

    Uriah: A question for you on the automation side and you were talking about questionnaires, [00:28:00] I’m sure there are better ways to collect information from folks upfront. Because I know a lot of testing psychologists practices are still heavily weighted on paper when they should or could go to digital. Are there good tools out there for that?

    Dr. Sharp: Yeah, the first one I think about is IntakeQ. I’m sure you know IntakeQ. We leverage IntakeQ quite a bit. So there’s just general demographic forms and consent forms and things like that that you can send out to people as part of a packet. But then we have combined IntakeQ and TextExpander. Do you know TextExpander?

    Uriah: One of my other favorite tools. Yes.

    Dr. Sharp: Okay. I know this is why we get along so well. So we combine IntakeQ and you can create a custom URL for specific forms. And then we just pop that into TextExpander.

    So, if [00:29:00] we need to shoot off an ROI real quick, we just hit the snippet and it sends it. Or the other piece that’s specific for testing folks is that IntakeQ has the capability to even build two questionnaires that are open source, that are free. You can build the questionnaire in IntakeQ and it’ll even score it for you if you set it up the right way and you can send those questionnaires out in addition to your office paperwork and such.

    Uriah: So if I am understanding you correctly is, so with IntakeQ which a lot of the practices we support use, you can create those forms obviously, and the form has a unique URL, and then you auto-expand that using TextExpander?

    Dr. Sharp: Yeah.

    Uriah: Ah, okay, clever. I like that. That’s good.

    Dr. Sharp: Yeah, it’s super cool. So let’s see, that’s a big one that we use. What else? I don’t know, IntakeQ and Google Workspace kind of run our [00:30:00] practice. We have been, what have we been messing with? We were talking about […]. We haven’t used it a whole lot, but I’m excited about that. There was another one. Oh, we use Acuity a lot. We really dive into Acuity’s features and I think leverage that pretty strongly to just schedule.

    Uriah: Do you use that to schedule everything for testing as well or do you use something else?

    Dr. Sharp: We use Acuity for scheduling the initial intake calls. So we kind of moved away from that model… I got this from you actually, …from trying to answer every call live when it comes in and we funnel everyone to schedule what we call like an intake screening via Acuity. So our admin team just has 15 or 20-minute blocks throughout the day when people can jump in.

    Uriah: It just works so well, doesn’t it?

    Dr. Sharp: It does. It’s awesome. 

    Uriah: And it’s a nice way for a practice to scale with, [00:31:00] without a huge amount of admin support because otherwise, if you’re trying to juggle the phone, answering the phone live while you’re doing billing or sending questionnaires or doing all those things, it creates a better workflow when it’s scheduled and it’s on the calendar and the potential client has the ability to part of that on their own, really nice.

    Dr. Sharp: Yeah, exactly. We’ve even leveraged Acuity for scheduling group screens for the therapy side of our practice. And you can build in a lot to Acuity. You can gather insurance info, get patient demographic stuff. So it’s been great.

    Uriah: Yeah, it’s nice that Acuity and ScheduleOnce are HIPAA compliant. So you can do that without having to worry about that part of it.

    Dr. Sharp: Yes, exactly. So those are just a few tools that we’ve been using that really help.

    Uriah: That’s great.

    Dr. Sharp: I wish that we had a better system for sending [00:32:00] out the copyrighted questionnaires like the standardized questionnaires that we use, but it’s all fragmented across the different publishers.

    Uriah: How do you send them out currently?

    Dr. Sharp: So our admin team, basically, our psychologist will send a task via Asana. I’ll just mention that as well. So we send an Asana task and the admin goes into each individual platform, it generates a specific link for the person to follow to complete that specific questionnaire. So we copy and paste those links from all these different platforms and just compile them into one email that we send out via just our email system.

    Uriah: So all the questionnaires are digital and not on paper?

    Dr. Sharp: Right.

    Uriah: But you have to manually gather those links and send them into a custom email, right?

    Dr. Sharp: Right.

    Uriah: Okay.

    Dr. Sharp: Because at least for us, some practices might be [00:33:00] different, but at least for us, we’re working with, I think, three separate test publishing platforms to distribute the questionnaires that we’d like to send out. And so we have to go into each one manually and generate those links.

    Uriah: Is that a unique link for that one person, or is it a general link?

    Dr. Sharp: No, it’s a unique link for each respondent.

    Uriah: Okay.

    Dr. Sharp: I know.

    Uriah: I was going to say, just create a templated email with all the links and then you can just remove the ones you don’t need, but it sounds like that won’t work for that process.

    Dr. Sharp: Yeah, maps to each client.

    Uriah: Well, you can’t automate everything as much as we think.

    Dr. Sharp: Yeah. What about you? What have you been doing? I know you’re deep in technology. What are some tools you found to automate some processes in your work?

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    All right, let’s get back to the podcast.

    Uriah: Let’s see. So you named two of the ones that I liked the most, which are: Acuity- I use ScheduleOnce very similar feature set there, and then TextExpanders- one I can’t live without, [00:35:00] And then Boomerang for Gmail is one that I still use even though Google has added some of the features to Google Workspace.

    Dr. Sharp: Okay. Why do you keep boomerang when some of those features are… like, what’s it offer above and beyond what Gmail does?

    Uriah: A couple different things. It’s got this nice, and honestly, I hope Google just adds all the features so that I can just use the baked-in ones. But it’s got a pause inbox feature which is really nice to basically stop the incoming flow of email for a period of time that you can designate so that you’re not distracted. I don’t know about you, but I tend to spend way too much time in my email because I’m managing a team of therapists and I’m managing a team of virtual assistants. And if I’m not careful, I can just be tied to my computer and my email all day long.

    So yeah, Pause Inbox is super nice. And then the other thing that I use is the [00:36:00] basically, Schedule Send, which Google does have. I don’t need to get into the nuances of why you use one over the other necessarily, but I like the boomerang feature better because if you schedule send in Gmail, you can see that you’ve got emails. Iit’s kind of hard to describe it on a podcast without a visual. But the boomerang version works a little bit better for me.

    Dr. Sharp: Got you. That’s great. Actually, I did a trial of Superhuman. Have you seen it?

    Uriah: I just saw that.

    Dr. Sharp: Yeah. So this is… what would I call it? …an email management tool that works with Gmail specifically. I had really high hopes for it but it honestly didn’t offer a whole lot of functionality above Gmail. Like if you’re a pretty good Gmail user.  It looks pretty, which is always nice.

    Uriah: It does. And their marketing is really good.

    Dr. Sharp: Their marketing is really good. It totally got me.

    Uriah: I’ve tried a couple and I always come back to the Gmail interface with all the [00:37:00] shortcuts and the features. It’s just that I’m very efficient with it. And as much as I want to try out these new tools, I tend to come back. And you also have to make sure if you use any Google workspace with the business associates agreement, it is obviously HIPAA compliant, so that’s great. But if you use external third-party email software, you have to be careful about what they have access to and if that is an issue with digital security. I’m not the pro on that. You have to go talk to Roy Huggins at Person-Centered Tech, but that’s something to pay attention to there.

    Dr. Sharp: Yeah. Well, I know that while we’re on the topic of email, you’ve been diving deep into email efficiency and management lately, right?

    Uriah: Yes, super nerdy on that one. I actually just wrapped and launched a new course. It’s like a mini-course. And it’s a 7-day email transformation challenge basically to help therapists conquer email [00:38:00] overwhelm. It’s a lot of tips and tricks that are pretty simple. But I’ve found that for myself and for my coaching clients and the therapist that I’ve talked to if you’re not careful, it takes over your life and you can end up just being not very efficient or productive because of email.

     I always think about email as somebody else’s to-do list for me. Somebody else’s priorities. Usually, whether it’s my team or my wife, I hope she’s not listening to this. But you pop in your email inbox first thing in the morning and things get automatically added to my day. And all of a sudden I’m down a rabbit hole of doing something that I was not supposed to be doing according to my to-do list.

    So I just assembled all of my best tips and tricks that are working for me. Some of them are habits, some are routines, some are tech hacks, and put them all together in a 7-day challenge so people could kind of make progress a little bit at a time over seven days. I’m pretty excited about it.

    [00:39:00] Dr. Sharp: Yeah. That sounds really cool. Is there anything that you could share without giving away all the content, like any big, big stuff that you notice that was really resonating with people?

    Uriah: Yeah. There are no secrets in there. It’s not rocket science. But I organized the tips according to the framework of Eliminate, Automate and Delegate.

    So I go over basically, things like unsubscribing, time batching, only checking email at certain times of the day for a set amount of time- so limiting that, I talk about using filters in Gmail, the snooze feature, autoresponders, templates. I actually talk about TextExpander and boomerang in there. And then, of course, the ultimate productivity hack, which is outsourcing part of your email management to an assistant which is something that I think a lot of therapists don’t even think about. Have you ever tried that?

    Dr. Sharp: Not [00:40:00] with any commitment. I’ve talked with my… I have two different assistants. I’ve talked about it but never really committed to it. It hasn’t gone anywhere. I’d love to hear how you work with that, how you suggest people do that, or what it looks like in practice for a psychologist to outsource email.

    Uriah: So here’s my confession. And I put this in the email challenge because I’m always about transparency and honesty. This has been a work in progress for me personally because I’ve literally delegated my email to my assistant who’s super competent, amazing, at least 4 times. And that’s what I’ve done. I’ve taken it back because I like to be in control of my email and my schedule even when I shouldn’t be. So I’m currently on, I guess you could call it the 5th trial.

    Dr. Sharp: Okay.

    Uriah: So I have a document and this is what I recommend, a document called your Uriah’s Email Rules. [00:41:00] And it’s like a living document so I’m constantly changing things and updating things. And we are sort of refining that process again. But the way we have it set up, basically she knows all my email rules and everything that I like, my preferences around scheduling. And she happens to wake up early in the morning so she processes my email before I get to it every day, which is nice.

    Dr. Sharp: Wonderful.

    Uriah: She does some manual sorting of things that are important and putting check marks on the ones that I need to respond to and pay attention to, and then deleting certain things, confirming scheduling requests, those kinds of things. The goal ultimately is for me to spend less and less time on my email and for her to handle most of it. That’s the goal. And we’re getting there slowly. But I’m trying to pretend like I’m on vacation. I don’t know if you’ve done this, but when I do go on [00:42:00] vacation, I just don’t look at my email.

    Dr. Sharp: At least I try.

    Uriah: I just have her answer all my emails. So if I could have that every day, pretend like I’m on vacation, I’m Just think about how much I could get done.

    Dr. Sharp: So true. There are stats out there about how much time we spend in email and it’s…

    Uriah: It’s too much.

    Dr. Sharp: Exactly.

    Uriah: And you know, I mean, not to compare us to like CEOs of large companies, but Tim Cook is not processing his email for 7 hours a day, no way.

    Dr. Sharp: No.

    Uriah: Not possible. So I think it’s a great thing to outsource. And maybe it’s on the bottom of the list where maybe you start with intake coordination and screening and sending out questionnaires, some of those admin tasks. And then eventually, I think it would be nice for every busy testing psychologist to get to the point where they get some support with their email. That’s a good goal to have.

    Dr. Sharp: I love that. I have a very logistical question. A very practical, granular [00:43:00] question. So when someone else sorts email, is the assistant responding as themselves, or are they responding using your email address and just signing it differently? I get this question a lot honestly, so I’m just curious how you handle that.

    Uriah: There’s no right or wrong way to do that. I prefer to have the assistant respond as themselves. You can certainly train somebody and get to the point where they know how you talk and how you write so much so that they can respond as you, but I guess, for me, that just feels a little bit, I don’t know, it’s not disingenuine necessarily, but it’s not me.  And so if that email came up in a conversation, I would be like, “I don’t remember ever sending that to you, Jeremy. It wasn’t me. It was my robot assistant.”

    Dr. Sharp: Exactly. You’re right.

    Uriah: So that’s the way I have it done. And one of the nice things that people might not realize is within Google workspace and I can’t speak to outlook or other platforms, but [00:44:00] in the settings, there’s literally a setting for delegating your email. They call it delegate your email. So you can give somebody else access to your email inbox without giving them your actual, I call them the keys to the kingdom, your Google username and password. So that’s a nice way to do that.

    Dr. Sharp: You said that’s in Google workspaces in the admin panel or something?

    Uriah: Not the admin panel, actually just the settings of the Gmail interface.

    Dr. Sharp: Okay. That is new information for me. That’s fantastic.

    Uriah: That’s the way to go about it. It’s a little tricky for me because I have several email addresses. There are pros and cons to this, but I have all of my email personal and work going into one inbox. And so I actually do give my assistant the keys to my kingdom, so to speak because I have her handle a personal as well as professional email.

    Dr. Sharp: Okay. yeah, that’s a lot of trust and it’s easy to start slow. That’s probably [00:45:00] the takeaway from this. You don’t have to turn everything over.

    Uriah: For sure. 

    Dr. Sharp: I think there’s some value to just operationalizing what we do. I mean, it’s not just so you can outsource your email but to get in the habit of taking information out of your brain is always helpful if you want to hire another psychologist or sell your practice one day or any number of other things where you don’t want all that just living in your own brain.

    Uriah: Somebody many benefits to that. Yeah.

    Dr. Sharp: Right.

    Uriah: I’m actually just about to sign up for a course called Building A Second Brain. Have you heard of this?

    Dr. Sharp: No, what’s this about?

    Uriah: So, it’s an organizational framework for… I’m just learning about it now, but I’ve wanted to sign up for a little bit of time. It’s run by a guy named Tiago Forte from Forte Labs, and essentially it’s using a note-taking system like Evernote and there are other ones out there that you can use to [00:46:00] take all the information that comes your way or that you consume, whether it’s books, podcasts, CEU courses, any number of things. There are stats on this but the amount of information we take in on a daily basis, even as just professionals, therapists, and business owners, it’s incredible. It’s massive. Right? And most of us don’t have a good way to organize that so that we can access the thing that we want when we want it.

    So this framework or this idea of building a second brain is essentially like a massive database that are all your notes from everything that you’ve ever brought into your sphere of knowledge in a way that’s searchable, linkable, all those kinds of things. I already do some of these things using specifically Evernote but I’m ready to level that up because I think one of the things that I enjoy doing and is my superpower is like collecting and curating [00:47:00] information, resources, links, all these kinds of things to share them with therapists basically as a part of what I do with The Productive Therapist. So I’m kinda excited about that. It’s an expensive course, but I’m ready for it.

    Dr. Sharp: That sounds really exciting. I have a small group of psychologists, it’s like a chat group basically on Slack. And we were talking the other day about how do you keep track of all the articles you want to read or the resources that you want to save. Some of it is like saving Facebook posts. Some of it’s like using something like Pocket or whatever on the internet, but it’s not unified it’s messy.

    Uriah: So the way that I would probably do that with my current system and I do to some degree, but if I read an article and it’s not something I do necessarily, but you mentioned that, if I read an article on EMDR for anxiety, I don’t know, something [00:48:00] like that. I would take that whether it’s a PDF or a link and with Evernote specifically, there are all kinds of browser extensions. So you can pop anything into there from anywhere basically. And then I would add a tag, like probably add the tag EMDR and maybe a research article or something like that so that later when I’m like, Oh yeah, you know, I read that thing two years ago. It’s about EMDR. Where is that? And I just go and I can search for everything that’s tagged EMDR, probably find it within 2 to 3 minutes. I think that’s the best way to do that probably.

    Dr. Sharp: Yeah. Do you find Evernote as your preferred method for organizing stuff like that?

    Uriah: It is. And I’ve actually used it for probably about 10 years. I kind of fell away from it and then now I’m back. I think I have like 9,000 notes in there or something like that. There’s a bunch of different options out there, but the other one that seems pretty popular is Notion, which is a pretty neat [00:49:00] tool for unlimited database of information that’s all linkable and searchable.

    Dr. Sharp: Okay. That sounds good.

    Uriah: I like those two.

    Dr. Sharp: Nice. So what else, this is maybe the random portion of our conversation, but any other tech tools, productivity stuff, forward-thinking, what if possibilities that are running around in your mind these days, like things you’re considering or messing with?

    Uriah: I’ve been playing around with and I’m really enjoying creating membership sites. I’ve spent way too much time researching other software tools to provide those membership sites to people. Teachable’s what I use, but Kajabi is the one that’s currently tempting me to go somewhere else.

    Dr. Sharp: I’m a Kajabi person.

    Uriah: Are you?

    Dr. Sharp: Yes.

    Uriah: We should chat about that. I’m seriously thinking about it.

    Dr. Sharp: It’s expensive. I think the sticker shock [00:50:00] is tough for some people to get over, but it’s pretty all-inclusive. I mean, it’s pretty powerful. Only getting better I think.

    Uriah: Here is something we could talk about. It’s not necessarily technology-related, but the topic of therapists expanding into providing other products and services outside of the therapy room. I had the privilege of writing an article for SimplePractice for their online magazine, POLLEN Magazine, and it’s called The Four Stages of Private Practice. And I’m pretty proud of it. I compared the process of becoming licensed and starting a private practice to the hero’s journey, with the call to adventure and the initiation and all the different steps.

    At the end, it talks about taking all the knowledge and wisdom that you’ve gained as a therapist and those gifts that you now have to share both with your clients and with the world at large. And I know there’s a [00:51:00] lot of therapists out there that are interested in, like we were talking about building online courses or creating membership sites, or doing any number of things that are not the traditional therapy, testing, those two things. Do you see testing psychologists expanding in that way?

    Dr. Sharp: Yeah, I do. Just in my Advanced Practice Mastermind this morning, one of the members was talking about developing this ADHD coaching course basically, and how to put together the modules, and how we might market that. There’s a lot of those ideas running around. So many of us have these little niches of expertise that…

    Uriah: I love that.

    Dr. Sharp: Yeah, I think there’s some energy behind that.

    Uriah: And the platforms, it’s never been a better time to share your knowledge with the world really.

    Dr. Sharp: Right, it’s super cool. Well, I think people… I don’t know, maybe I’m projecting a little bit too  … but I think people get overwhelmed and think that they have to create like [00:52:00] this amazing product. They look at courses like Pat Flynn or Amy Porterfield, these like crazy courses that sell for thousands of dollars.

    Uriah: […] course it’s essentially like $2,000 or something, right?

    Dr. Sharp: Yeah. But we could create a parent training course that’s four modules on managing ADHD in your home and supporting your kid and sell it for $50 or something. That’s a pretty easy thing to do.

    Uriah: It doesn’t have to be complicated or difficult because the thing is you’re already, at this point, wherever you are in your journey, you already have a massive amount of knowledge and experience, and training. And the trick is just to translate that into some format that more people can benefit from. And that’s the hard part. Sometimes it’s the technology, certainly it’s the marketing of the thing. But it doesn’t have to be, you’re right. One of the simplest ways to do that is to give a presentation, whether it’s [00:53:00] a webinar online or hopefully someday in person again and then film that. And then there’s your little mini mini-course, your online course, right? Something like that.

    This week, I was talking about the 7-day email transformation challenge. And in order to get that done, I actually booked a hotel room and I worked straight through about 12 hours. Well, it was 9 hours one day and 3 hours the next day. And filmed, edited, wrote all the emails and published a mini-course. That’s a short time window. I’m not recommending that. I was super burnt out out there, but I got it all done. And so checked the box and now I get to just share it with people like on this podcast.

    Dr. Sharp: I love that approach. I have talked on the podcast before about doing these little mini-retreats to just get away and get things done. And I saw it when you posted that on Facebook. I was like, “Yes.”

    Uriah: They call that [00:54:00] Mega-batching where it’s like not just doing all your emails in one hour time, but like doing that on a grander scale. It works well.

    Dr. Sharp: That’s great. I’ll definitely link to the email course too so people can check it out.

    Uriah: I have a special offer for your audience if you want to know about it.

    Dr. Sharp: What?

    Uriah: Yeah.

    Dr. Sharp: I really didn’t even know about that. Maybe I forgot about it, but let’s see.

    Uriah: That’s how you fake surprise there now.

    Dr. Sharp: That was totally genuine. What’s the offer?

    Uriah: And you, everyone gets one. I do have this membership site. It’s called Productive Therapist Insider. It’s got a number of perks like I mentioned, the print newsletter, access to our library of online courses that are all geared towards productivity, organization, delegation, and really it’s just a membership site that’s focused on saving therapist’s time. That’s the pitch if you will. So the 7-day email transformation challenge is part of that membership and anybody who’s [00:55:00] listening to this can actually get the first month for $1 using coupon code Sharp.

    Dr. Sharp: I like that. What a great offer.

    Uriah: Yeah. And then you can go in there and see if there’s see what’s there to help you on your journey and $1, what do you got to lose?

    Dr. Sharp: Yeah, that’s a great point. Well, and one thing, I’m going to bring this back, one thing that I appreciate about you is that you are very thoughtful and deliberate and seemingly thorough with what you do all the way from the links list you curate for VA companies to mailing paper newsletters. That’s just a quality that I’ve noticed in your work and really appreciate.

    I wanted to ask a question about, when we’re putting content out there like with a course or something, I think something that stops a lot of us is imposter syndrome. So I’m curious for you, [00:56:00] you’ve put a lot of content out there. I know you’ve done multiple courses and this and that. How do you work with that internal feeling of what if I don’t? What if I’m not the expert here? Or what if I say this wrong?

    Uriah: That’s a great question. I’m starting to see imposter syndrome as a really good thing. I want to experience that more and more as I level up because that signifies that I’m growing and that I’m expanding to my full potential. In fact, I actually shared this new course that I just finished this week with my new mastermind group. And one of them said, I’m not going to lie, you’re giving me some imposter syndrome here. And I responded and said, I didn’t say great, but I said, what did I say? I said, well, I’m hoping to get some imposter syndrome from you guys too, or something like that.

     Like if we’re not challenging each other and inspiring each other to grow beyond where we’re at now, [00:57:00] then what are we doing? So how to deal with that, there are lots of different answers to that, but I’d like to think about this idea that there’s always room for excellence. So no matter how many people have started a podcast on testing psychology, probably nobody else. I don’t know. Do you have competition?

    Dr. Sharp: I don’t think of it that way necessarily.

    Uriah: I know.

    Dr. Sharp: There are a couple of other podcasts out there. One, in particular, NavNeuro. I’ll mention it. They’re great.

    Uriah: Nice.

    Dr. Sharp: I’m friends with them. But yeah, another testing podcast out there.

    Uriah: There’s always room for excellence so nobody can do the things that I do the way that I do them. So there’s a ton of virtual assistant companies out there. I mean, since I started Productive Therapists, there have been at least 15 new ones that have popped up. I think that’s great. And I tried to take a collaborative not sort of competitive approach while still trying to be the best that I can be.

    [00:58:00] But yeah, I like to think about, how can you bring something unique to what you’re sharing? You’re certainly not the only, as an example, expert on ADHD. But there’s a lot of people in the world and as far as podcasts go, you have your audience, I have mine and we do different things. We do unique things and we bring our personality and our experience to it. So, yeah, I know if that’s tying it together, but I try to think about that and embrace that emotional challenge of imposter syndrome and go, “Oh, Sweet, this is where I’m supposed to be.”

    I just read again, the book called The Big Leap on. I don’t know if you have ever heard of that one.

    Dr. Sharp: I have heard of it. I haven’t read it though.

    Uriah: It’s actually written by a psychologist named Gay Hendricks. A brilliant guy, I think. And he talks about moving through your different zones as you level up as a professional. So from the zone of incompetence- obviously things that you suck at to the zone of competence- things [00:59:00] you’re reasonably good at to the zone of excellence- What are you really good at?  to what he calls the zone of genius? Like what can only you do in this way? So the idea is to kind of move up as you go.

    And so nobody’s like you. Nobody can do what you do. So go make something amazing and feel good about that. That’s for a pep talk.

    Dr. Sharp: I love it. I’m ready to stop this and go do something.

    Uriah: Nice. Lift some weights or something.

    Dr. Sharp: Sure. This is good. I’m always curious how other people deal with that because it’s so prevalent.

    Uriah: How do you? I’m sure you’ve got something you’ve learned in there.

    Dr. Sharp: Yeah, not to sound like a broken record, but it’s similar. I always try to do a reframe like that and just say like, people are going to connect with me. The material’s great, but people are really connecting with me and what I bring to the process. [01:00:00] And it would be maddening to think that I could get everything right the first time. And so just putting that idea to bed and kind of trust in the ability to go back and revise and be better the next time, that’s just an opportunity to say like, “Hey, guess what? I am human. I messed this up. I did some research and found out it’s actually this. So let’s talk about that now.” Otherwise, it’s maddening

    Uriah: I like that. it’s kind of managing your own expectations and realizing that you can start where you are and just get better and better.

    Dr. Sharp: Yeah, exactly. It’s all that growth.

    Uriah: One thing that’s helped me and I was thinking about this actually just today is trying my best to surround myself with people who believe in me and who know me and what I have to bring to the table. I have somebody like that on my team right now. And I’m not like not consciously [01:01:00] necessarily, but she’s always affirming me and telling me that what I have to offer and share is really amazing expert. She’s always just reminding me like, “Hey, you are an industry expert, right?” Not in a way to like puff up my ego necessarily, but she sees me in a different way than I sometimes see myself because I can think, well, I’m, I’m not that great or I’m not that good at this or that or the other thing.

    And so I like having people, that sounds terrible, like surrounding yourself with people who are just like, you’re the best. Not quite like that. But hopefully, you’ve had an experience of having somebody who just like thinks you’re amazing and keeps telling you. And then hopefully over time that gets a little more internalized and you can develop maybe a little bit more accurate perception of yourself and your abilities, which I think is kind of the definition of humility as well as like positive self esteem.

    Dr. Sharp: Absolutely. Yeah. Someone told me once and I can’t remember who it was, that we need to make [01:02:00] peace with the idea that we are not experts on ourselves and that incorporating others’ opinions can be really, really valuable.

    Uriah: Definitely.

    Dr. Sharp: Particularly on the positive side.

    Uriah: Of course. Yeah.

    Dr. Sharp: No, I love that reminder. I’m going to be thinking about that. Hopefully audience will too.

    Uriah: We’ll keep talking about interesting stuff on this podcast.

    Dr.Sharp: I know. It’s great. So as we start to wrap up, what are the future directions for Productive Therapists? Anything cool on the horizon? Anything you’re working to get better at in the business?

    Uriah: Yeah, I’ve got a ton of goals like always, but this year specifically I’m releasing one new course every quarter as a part of the Productive Therapist insider. So in the first quarter it was a course called Hiring Your Assistant. And so that’s a good one. And it’ll be awesome actually if at some point you want to do like a recorded call and add it to that specifically [01:03:00] talking about what we talked about on this podcast.

    Dr. Sharp: Sure.

    Uriah: And then this quarter it’s a course called Becoming a Productive Therapist. And then I think in quarter three, it’s going to be Client Retention Pro basically helping therapists figure out ways to increase their client retention.

    Yeah, I’m just having a good time creating content and doing my thing.

    Dr. Sharp: That’s fantastic. It’s exciting work. I think you’re an inspiration. Even though I don’t think everybody’s going to start a VA company, you have dialed in this idea of having multiple businesses and doing different things and really doing the work that you love. So if people don’t take out anything else away from this, I hope they take that away, that it’s totally doable.

    Uriah: Yeah, for sure, moving towards the zone of genius.

    Dr. Sharp: Exactly. Well, thanks again. Thanks for coming on again. I hope this isn’t the last time. It’s always, always fun.

    Uriah: For sure.

    Dr. Sharp: All right y’all [01:04:00] that is a blurb. I hope you enjoyed that as much as I did. Uriah is just a great guy to talk to with so many ideas, always working on getting better at what he does. And it doesn’t hurt that he’s a techie like myself, and we can really dive into software and technology and all those sorts of things.

    Now, just in case you missed it during the episode, that truly was a surprise that there is a special offer for The Testing Psychologists listeners. You can get the first month’s membership in Uriah’s membership community for just $1 with the code sharp. The link to check that out is in the show notes. So make sure and do that. I’m definitely going to sign up because I know that he puts together quality material.

    Okay. I hope y’all are doing well. Like I said, if you’re interested in an advanced practice coaching [01:05:00] experience, a group coaching experience, you can go to thetestingpsychologists.com/advanced and learn a little bit more about the upcoming Advanced Practice Mastermind and schedule a pre-group call to see if it’d be a good fit. I’d love to help you grow your practice and get to a better place in your practice.

    All right, that’s it for today. I will catch you all next time.

    The information contained in this podcast and on the Testing Psychologists website is intended for informational and educational purposes only. Nothing in this podcast or on the website is intended to be a substitute for professional, psychological, psychiatric, or medical [01:06:00] advice, diagnosis, or treatment. Please note that no doctor-patient relationship is formed here. And similarly, no supervisory or consultative relationship is formed between the host or guests of this podcast and listeners of this podcast. If you need the qualified advice of any mental health practitioner or medical provider, please one in your area. Similarly, if you need supervision on clinical matters, please find a supervisor with expertise that fits your needs.

    Click here to listen instead!

  • 204. Admin Support, Email Management, & Imposter Syndrome w/ Uriah Guilford, LMFT

    204. Admin Support, Email Management, & Imposter Syndrome w/ Uriah Guilford, LMFT

    Would you rather read the transcript? Click here.

    “Imposter syndrome is just a sign that I’m growing.”

    Uriah Guilford, the owner of The Productive Therapist virtual assistant company, joins me again today for another wide-ranging and dynamic conversation. I had a hard time coming up with a title because we discussed SO MANY topics and resources! Here are just a few things that we focus on:

    • How virtual assistants can help testing psychologists specifically
    • Email management
    • Keeping track of notes, articles, and resources in an easy-to-search way
    • Imposter syndrome

    Cool Things Mentioned

    Featured Resource

    I am honored to partner with PAR for 2021 to bring you featured items from their catalog! Listen to each episode for specific product recommendations and links. Learn more at www.parinc.com.

    The Testing Psychologist podcast is approved for CEU’s!

    I’ve partnered with At Health to offer CE credits for podcast episodes! Visit this link to access current and past episodes available for CE credit. You can use code “TTP10” for a discount on ALL the course credits you purchase from At Health!

    About Uriah Guilford

    Uriah Guilford, LMFT is the owner of Guilford Family Counseling and the mastermind behind Productive Therapist, a business that provides world-class virtual assistants to therapy practice owners. He is a technology enthusiast, productivity nerd, and a pretty rad drummer. Uriah is always searching for creative ways to provide counseling to youth and families as well as help therapists get more done while working less.

    Contact Uriah Guilford:

    About Dr. Jeremy Sharp

    I’m a licensed psychologist and Clinical Director at the Colorado Center for Assessment & Counseling, a private practice that I founded in 2009 and have grown to over 20 clinicians. I earned my undergraduate degree in Experimental Psychology from the University of South Carolina before getting my Master’s and PhD in Counseling Psychology from Colorado State University. These days, I specialize in psychological and neuropsychological evaluation with kids and adolescents.

    As the host of the Testing Psychologist Podcast, I provide private practice consulting for psychologists and other mental health professionals who want to start or grow psychological testing services in their practices. I live in Fort Collins, Colorado with my wife (also a therapist) and two young kids.

    Ready to grow your testing services? Click below to schedule a complimentary 30-minute pre-consulting call!

    [x_button shape=”square” size=”large” float=”none” href=”https://app.acuityscheduling.com/schedule.php?owner=13476033&appointmentType=2843005″ target=”blank” info=”none” info_place=”top” info_trigger=”hover”]Schedule Your Call[/x_button]

  • 203. Assessment in Puerto Rico w/ Dr. Oxalis Jusino

    203. Assessment in Puerto Rico w/ Dr. Oxalis Jusino

    Would you rather read the transcript? Click here.

    “We want to revolutionize testing in Puerto Rico.”

    Dr. Oxalis Jusino has made it her mission to advance the state of assessment in Puerto Rico. She also has an excellent Spanish-language podcast (linked in the show notes) all about conducting good assessments. Join us today as we talk through the ins and outs of testing “on the island.” These are just a few topics that we talk about:

    • Hurdles to completing a valid assessment in Puerto Rico
    • Non-standardized administration tips
    • The health care system in Puerto Rico
    • Differences in Spanish-language versions of the same tests

    Cool Things Mentioned

    Featured Resource

    I am honored to partner with PAR for 2021 to bring you featured items from their catalog! Listen to each episode for specific product recommendations and links. Learn more at www.parinc.com.

    The Testing Psychologist podcast is approved for CEU’s!

    I’ve partnered with At Health to offer CE credits for podcast episodes! Visit this link to access current and past episodes available for CE credit. You can use code “TTP10” for a discount on ALL the course credits you purchase from At Health!

    About Dr. Oxalis Jusino

    Licensed Clinical Psychologist from Puerto Rico who completed her PsyD at Ponce Health Sciences University and is currently an Assistant Professor at the same university. Been teaching assessment courses for 5 years now, like cognitive assessment, psychoeducational assessment, and the Rorschach. Also, has been in private practice for around 5 years also doing all types of testing, including forensic work. Before that, worked at the public school special education system for 4 years. Ibas published about remote testing especially in relation to Puerto Rico and currently is working on researching remote testing in Puerto Rico.

    Facebook and Instagram: EvaluandoBien
    LinkedIn: Oxalis N Jusino
    Email: ojusino@gmail.com
    Podcast on Spotify: Evaluando Bien 

    About Dr. Jeremy Sharp

    I’m a licensed psychologist and Clinical Director at the Colorado Center for Assessment & Counseling, a private practice that I founded in 2009 and have grown to over 20 clinicians. I earned my undergraduate degree in Experimental Psychology from the University of South Carolina before getting my Master’s and PhD in Counseling Psychology from Colorado State University. These days, I specialize in psychological and neuropsychological evaluation with kids and adolescents.

    As the host of the Testing Psychologist Podcast, I provide private practice consulting for psychologists and other mental health professionals who want to start or grow psychological testing services in their practices. I live in Fort Collins, Colorado with my wife (also a therapist) and two young kids.

    Ready to grow your testing services? Click below to schedule a complimentary 30-minute pre-consulting call!

    [x_button shape=”square” size=”large” float=”none” href=”https://app.acuityscheduling.com/schedule.php?owner=13476033&appointmentType=2843005″ target=”blank” info=”none” info_place=”top” info_trigger=”hover”]Schedule Your Call[/x_button]

  • 203 transcript

    [00:00:00] Dr. Sharp: Hello, everyone. Welcome to The Testing Psychologist podcast, the podcast where we talk all about the business and practice of psychological and neuropsychological assessment. I’m your host, Dr. Jeremy Sharp, licensed psychologist, group practice owner, and private practice coach.

    This podcast is brought to you by PAR. PAR offers the SPECTRA Indices of Psychopathology, a hierarchical–dimensional look at adult psychopathology. The SPECTRA is available for paper and pencil assessment or administration and scoring via PARiConnect. Learn more at parinc.com\spectra.

    For a limited time, you can get one free administration and score report for the SPECTRA on PARiConnect by calling PAR at (855) 856-4266. Just mention promo code S-P-E-C.

    [00:01:00] All right, everyone. Welcome back. I’m excited for the episode today. This episode would belong very well in the International Assessment Series that I did about a year or so ago, but it’s also a fantastic standalone episode. I have Dr. Oxalis Jusino with me today talking all about assessment and practice in Puerto Rico.

    We dig into a number of different topics. We talk about the importance of advocacy and how Oxalis has worked over the years to bring attention to the needs of Puerto Rico around assessment and psychology. We talk about the general climate of assessment and psychological work in Puerto Rico. We dig into the health care system, the [00:02:00] school system, we talk about cultural factors and concerns and hurdles that have been present over the years as far as doing accurate and valid assessment in Puerto Rico.

    So this is a very rich episode. I’m sure as you listen, you’ll be able to tell that these topics are very important to Oxalis and quite meaningful in her life.

    So let me tell you a little bit more about her before we transition to the conversation.

    So she is a licensed clinical psychologist who completed her PsyD at Ponce Health Sciences University. She’s currently an Assistant Professor at the same university. She has been teaching assessment courses for about 5 years, including cognitive assessment, psychoeducational assessment, and Rorschach class. Oxalis has been in private [00:03:00] practice for about 5 years as well doing all kinds of assessment including some forensic work. Before that, she worked at the public school special education system for about 4 years. She has published about remote testing specifically in relation to Puerto Rico and is currently working on conducting formal research into the remote testing environment there.

    So again, this is a fantastic conversation. I hope that you take as much from it as I did.

    Now, if you’re an advanced practice owner or a hopeful advanced practice owner, I’ll invite you to check out The Testing Psychologist Advanced Practice Mastermind Group. This group is starting in June. It is a cohort of 6 psychologists all looking to take their practices to the next level through hiring or hiring more, [00:04:00] adopting that CEO mindset and just getting support and accountability in advancing their practice. So if that sounds interesting, you can go to thetestingpsychologists.com/advanced and schedule a pre-group call.

    All right, let’s get to my conversation with Dr. Oxalis Jusino. 

    Dr. Sharp: Oxalis, welcome to the podcast.

    Dr. Oxalis: Hi, thanks for having me here.

    Dr. Sharp: Yes. I’m excited to talk with you. This is another instance of just small world moments where I was talking with Andres Chou who’s been on the podcast and interviewed me a few episodes ago, and he said, ” You should [00:05:00] really talk to Oxalis and see what she has to say. She’s been fantastic.” And here we are. I love these moments when these personal connections work out. And I think we’re going to have a great conversation. So thanks for coming on.

    Dr. Oxalis: Thank you for having me. It’s an honor, actually. And it was really a surprise when Andres wrote to me. And I’m like, “Well, okay, yeah, sure. Why not?”

    Dr. Sharp: It’s funny. A lot of people have that reaction. I found that whenever I reach out for interviews, a lot of people all the way from big names in our field or test authors or whomever, like all the way down to just those of us who were doing private practice, a lot of folks kind of have that, “Who me?” kind of thing going on. 

    Dr. Oxalis: Yeah, the imposter syndrome it’s called, I [00:06:00] think.

    Dr. Sharp: Yes.

    Dr. Oxalis: It’s like, ” Why me? Yeah. Okay, sure.”

    Dr. Sharp: Yeah, exactly. I think it is a testament to how strong Imposter Syndrome can be.

    And on the flip side, so many of you all have just this amazing expertise that needs to be shared with the testing world. So I feel fortunate. And I’m excited for our conversation today as we are putting it together and conceptualizing it. I kind of started out thinking about really just like Spanish Language Assessment. But as we talked more, it really feels like we’re going to focus not just on Spanish Language Assessment, but sort of Puerto Rican culture and what it’s like to be a psychologist there and some of the challenges that you face each day. And so I think there’s a lot to dig into here.

    Dr. Oxalis: Definitely.

    [00:07:00] Dr. Sharp: Yes. Well, let’s do it. So I always ask right off the bat, why is this work important to you?

    Dr. Oxalis: Here, we have a lot of challenges that we’re actually going to talk about, hopefully. And one of these challenges is how many tests we have that we can use to assess people. And when you approached me for this interview, it was like, maybe we can get this word out. We can maybe work something out that people in the States can actually know that we’re here and that we have these challenges. We have Spanish tests available. But what about the norms? What about culturally [00:08:00] correct tests that we can use to assess kids, to assess adults? And that was my main focus when Andres and you reached out. Maybe we can let people know that we need more. We work here to get more, but sometimes it’s hard when publishers, they don’t really forget about us, but they do. I’m not sure how to verbalize that correctly. But yeah, that’s what I’m trying to do.

    And I have this podcast that it’s… we hear it here. Most of my students, because I also teach and some of my colleagues, it’s been getting out the word. And that’s my main focus just to get assessment to another [00:09:00] level here in the Island because sometimes it’s like people just get it over. They don’t give the importance to it that it should have. And sometimes, this is really important. It’s a really important thing to do. And here it’s more therapy-oriented. And so testing psychologists are really rare. Practices that are only do testing, maybe 1,2,3. You can count them with your hand, like maybe single digits.

    Dr. Sharp: Jeez. It sounds like, just the way you frame it, it’s like advocacy on an International level almost, right?

    Dr. Oxalis: Something like that. Yeah.

    Dr. Sharp: Yeah. Well, I just imagine that’s a huge driver. That’s some serious motivation. That’s some serious [00:10:00] meaning for the work that you do.

    Dr. Oxalis: Yeah. I was taught from that point of view. One of my teachers became my mentor and I still call her and we still talk and it’s like, you know, we have these conversations and most of them are theoric conversations about what we can do to make it better because our Special Ed program relies a lot on what we do on evaluations assessing. This is my point of view, this is my experience, right? I’m not here to judge anyone, but we could do better. We’re doing a lot of evil evaluations in one day. And I know some colleagues, they can do 16 or more in one day.

    [00:11:00] Dr. Sharp: Oh my Gosh!

    Dr. Oxalis: So we need to get our word out and we need to do something about this because we don’t get paid as much as we should maybe compared to the States. It’s a big difference. That’s one of our roadblocks.

    Dr. Sharp: Yeah, there’s so much to unpack already from what you’ve said.

    So I wonder if we might just start there with a general discussion of the challenges that you’re seeing with assessment in your area right now? What are the biggest hurdles? What are the biggest barriers that you find?

    Dr. Oxalis: So one of our biggest hurdles I think is tests because we rely a lot on the Wechsler tests. We have this WISC-R standardized, [00:12:00] normalized and everything for Puerto Rico. And we used to rely on this test a lot. And to be sincere, it’s probably the best thing that’s happened in psychometrics in Puerto Rico. It was released in 1992. And it was maybe close to perfect. Like, if you want to describe it, it was close to perfection.

    We’re in 2021 and sometimes I see people that are still using it. And it’s a 1992 test which was normed in 1989. And I think 1990 because of a hurricane that destroyed us at that time, they had to put it on hold for a little while. So, this test is great, but the WISC-Ris just [00:13:00] the WISC-R, you know? It’s small- the stimulus cards are small, it’s black and white. So, it’s a challenge. Like it has some images that are outdated. You show the kids the image and they’re like, “Well, I don’t know exactly what that is.” You have to know what’s missing, but they don’t even know what it is. So it’s really hard for them to know.

    Then we started using the WISC-IV. And there was a lot of research on it that was pointing that maybe we were being unjustly measured by the WISC-IV maybe up to 14 points which is a whole standard deviation. The test is in Spanish so it wasn’t really the language. It was just the [00:14:00] norming. There is actually one research that I read that says that maybe it wasn’t that much of a difference, but it’s just one. All the others were pointing to 14 points.

    Dr. Sharp: Can I ask a question real quick?

    Dr. Oxalis: Yes.

    Dr. Sharp: When you say you were unjustly measured by a difference of 14 points, can you explain to people what that means exactly?

    Dr. Oxalis:  So maybe if you were going to be, maybe in IQ you should be measuring 115 which is above average, you may be in 101, 100 or less like maybe a standard deviation from the total score- more or less.

    Dr. Sharp: And where does that come from? I don’t know if you can answer that question, but is that poor standardization or norming of the measure? How does that happen?

    Dr. Oxalis:  There are different theories. [00:15:00] One of them is just like it’s a different model and we were comparing this to our last test, the 1992 WISC-R which is a little bit of a bias because of the newer psychological theories and psychometrics, which is pretty valid.

    There’s also one of our theories is that the sample that was used maybe wasn’t as represented as… we weren’t as represented as we could have been which was one of the things that people in those times used to tell Pearson because Pearson they own the Wechsler test. And they were saying, maybe you didn’t represent us as well. And they actually tried to do a better job [00:16:00] with the WISC-V, which is the one we’re using now in the US Spanish version, which is different than Spain or Mexico.

    Dr. Sharp: Yeah, and I’m sorry to jump in again. Can you, can you explain that a bit? Like when you say it’s the US Spanish version and that’s different than Spain or Mexico, what exactly does that mean?

    Dr. Oxalis: So I learned this the hard way and pretty recently. The start of last semester, we were ordering our tests for students. They get a discount and stuff like that from the publisher. And we were changed from US to the Latin American people, which is fine. There’s nothing wrong with that. But then they asked me, “Which test do you want? The WISC -V the US Spanish version, Spanish-Spain version?” And I [00:17:00] was quite confused. I didn’t actually know that it was a different version. Actually, I think we don’t even have canceling in our version. Cancellation, I think we don’t have it in the Spanish US version.

    Dr. Sharp: Okay.

    Dr. Oxalis: Yeah. And it’s different from the US and it’s actually different from Spain because I think if I’m mistaken, anyone can write and tell me otherwise, they actually do have cancellation. But our test was normed in iPads because it was only going to be available on iPads. And what Pearson didn’t know is that people here don’t like technology a lot.

    Dr. Sharp: Oh, no.

    Dr. Oxalis: Yeah. So there were like, ” No, we’re not buying that test because we don’t know how to work this thing out.” And then it was like, “Okay, fine. We’ll put it on paper also.” And that’s how we actually got the paper version.

    [00:18:00] Dr. Sharp: Oh, that’s a lot. Sorry.

    Dr. Oxalis: That’s a story I know. Again, there can be different versions of the story but this is what people talk and in the streets. One of my friends, she was in the normalization study and she told me it was all iPad. So the cancellation test couldn’t fit in the iPads.

    Dr. Sharp: I see. And the significance then of not having the right version, this is just an assumption and you tell me if I’m wrong, but is that obviously like the Spanish language, culture is different in Spain versus Mexico versus the US. And that’s why this is a big deal that you only have the US Spanish version.

    Dr. Oxalis:  Yeah. So, like the words we use, they’re all different. [00:19:00] But the test provides the uses of other words, they just put them in parentheses. Like we say, banana in a way, and they say banana and another way, you know. But as long as you know it’s right, it’s fine. But I’ve never had the Spain version in front of me. So I can’t really tell you what other differences it has. I would love to be able to have all these tests available. If I would be rich, I would buy all of the tests and then just to sit down and compare them all.

    Dr. Sharp: Of course.

    Dr. Oxalis: We’re not Spaniards. We were colonized by Spain. We have a mixture of [00:20:00] Taíno culture, African culture, European, Spain. And then we have US. So we’re like a little mix of people.

    Dr. Sharp: Right. You tell me, I’m asking a lot of questions about these tests, but it seems very important. Are these differences going to show up primarily on the say verbal subtests or they’re primarily language-based or are they going to show up on the visual-spatial subtests or other places? Where would you notice the biggest differences between these different versions?

    Dr. Oxalis:  So I have a very good answer for that but with the Woodcock, which is Woodcock-Muñoz over here, Muñoz is a Spanish word. We call it Batería IV, right?

    Dr. Sharp: Yes.

    Dr. Oxalis. So at least in version III because we don’t [00:21:00] have a lot of… I don’t think we actually have one study on Batería IV yet because COVID hit when we were actually trying to start all of this. With Bateria III, there’s a really, really good doctoral thesis by a friend of mine. And she found out that in math, all of our students were below average. So we would start off with a disadvantage in the math, this is the achievement part of the Woodcock. So we would be starting out with a disadvantage, right? So most of the kids were like, “Well, maybe they have a learning disorder for math.” But if you didn’t know about the research, you wouldn’t know that we have that disadvantage already.

    There’s also  [00:22:00] differences in some other scores, but math was one of the biggest ones. And I think that was really good research and very important. It’s a doctoral thesis but it’s published, so it’s really good.

    Dr. Sharp: That’s great.

    Dr. Oxalis: Yeah.

    Dr. Sharp: I see.

    Dr. Oxalis: So with the WISC, I’m sure there are differences especially with WISC-IV but the 14 total one, I don’t remember if there was there… I mean, I’m sure there were differences, but I’m not sure which ones, especially.

    Dr. Sharp:  All right. Okay. So we were just talking about how it’s generally hard to get tests with the right norms and that were standardized with the significant portion of Puerto Rican folks in the sample, right?

    Dr. Oxalis: Yes.

    Dr. Sharp: So I think that’s where I interrupted and took us down a complete rabbit hole. So feel free to jump back to that if there’s more to say about just [00:23:00] difficulty finding the right measures.

    Dr. Oxalis: Yeah, sometimes it is difficult because, for example, if you evaluate a kid today and for some reason, he gets into an accident or something and you have to retest, your choices are kind of slim because what we primarily use is the WISC-V and you’re not supposed to retest before six months, maybe a year. That’s more or less like what they recommend. So, in the States, you have all these amazing measures. And it’s like, “Okay, they gave the WISC, so maybe I’ll get the RIAS or the Woodcock Cognitive that we actually can use, but again, we don’t know how they’re working. We don’t know how [00:24:00] we’re being measured.

    And we also have the Cognitive Assessment System, which is, Naglieri Das and Kirby. And that one we can use because Dr. Moreno, which is actually the… she translated the test along with Tullio Otero. They’ve actually worked a lot with that test in Puerto Rico. So, that’s another measure we can use. But if you know that test, you know that there’s a lot of motor skills that sometimes… so there’s this little thing that we don’t have as much available.

    And then we have the Woodcock Achievement test but we don’t have another one. We don’t have a substitute for it. So there you give the Woodcock or you don’t. Like you have the, [00:25:00] what’s it called? The KTEA, the achievement? I forget the and tests.

    Dr. Sharp: Say that again.

    Dr. Oxalis: The achievement test they have for like Pearson […].

    Dr. Sharp: Yeah, the KTEA?

    Dr. Oxalis: The KTEA. Yeah. I just translated that.

    Dr. Sharp: I like yours better. Sounds a lot cool.

    Dr. Oxalis: That’s how we call it actually.

    Dr. Sharp: Nice.

    Dr. Oxalis: And I know you have others like the WRAT something like that which are tests that I’ve heard and I kind of know what they are, but never used them. Some of them are not even available in Spanish. And one of them is I think the KTEA. I can’t even say it now. It’s not translated. It’s not in Spanish.

    Dr. Sharp: I see. Yeah, that seems like a big [00:26:00] limitation to not have at the choice of measures that you may need or want.

    Dr. Oxalis: Yeah, it’s like, if you don’t like the Woodcock well, too bad, you have to use it.

    Dr. Sharp: Sure. Well, it just makes me think of what a luxury it is here in the States to have so many measures to choose from almost to the point that it’s overwhelming. I see people posting all the time about what measure would you use to assess this? And there are like 7 or 8 options and we have to choose sometimes. Y’all have the opposite problem.

    Dr. Oxalis: Yeah. I bet it can be overwhelming. But when I read those posts, I read them because I like to learn about tests and what tests are available. And I’m like, “Well, I have no idea what that is. I have no idea. Oh, I know that one but I can’t use it.” Sometimes I say, “Wow, I wish we could have that here.” Like I could just open up a post about, So which measure should I use to evaluate I don’t know what, [00:27:00] ADHD or something like that. And it would be great to have more than 5 measures.

    Dr. Sharp: Right. Oh My gosh. So in addition to not having maybe the choice of measures, what do you see as some of the other hurdles or barriers, hard parts about assessment there in Puerto Rico?

    Dr. Oxalis: There’s this, I think very personal opinion, but the economy is one of them. When I asked how much you guys charge for assessing over there, it was like, “Wow, I don’t even get paid not even half of that.” So I was shocked. It was like a culture economic shock because I have friends in the States and in the group I also see sometimes like, no, because I’m charging this and I’m like, “Oh wow.”  [00:28:00] And I think it can become a very big hurdle because we’re limited with measures. So we’re also limited with the amount of money we can spend on them. Like if I would like to have a Woodcock, I would like to have a WISC, I would like to have one of each, I don’t get paid as much. And maybe not me because I’m a full-time professor and I do evaluations on my other time. But I know people that have their office and everything, and they’re short of measures too because we don’t charge as much.

    I know forensic people do. They get paid really well but it’s not as close as what they would be doing over in the States. So it can become [00:29:00] a hurdle or challenge. And that’s why I said there’s no testing clinic per se if you need other things.

    Dr. Sharp: Yeah, that makes me curious about the economic and healthcare system as well down there. And this is, My Gosh, there are so many naive questions here, but do y’all use the US dollar?

    Dr. Oxalis: Yeah.

    Dr. Sharp:  Okay. So is it a fair comparison to say that Puerto Rico areas, at least I’m guessing there’s some fluctuation or variability down there depending on where you live but is it fair to compare to say like more rural areas or something here in the US where maybe the cost of living is lower and the rate for services just is lower [00:30:00] to match the standard of living or do you feel like psychologists there are paid even less than they should be based on the cost of living?

    Dr. Oxalis: The cost of living here is really high and it’s getting higher ever since 2009 or 2006 or something. We fell into a recession and it’s been getting worse. The hurricane didn’t help, hurricane Maria. The earthquakes didn’t help and COVID is making it worse. Our cost of living is high and our economic barriers are higher. There are really rich people and there are really poor people.

    So, yeah, psychologists are not top health [00:31:00] professionals. We’re not rated as that. They actually forget about us all the time. I may be getting into deep waters here, but mental health is not maybe as important as it should be. And testing is way lower than that. So, we don’t get paid as much and we pay a lot for everything. We have one of the highest taxes actually in the US compared to all the States. Our tax is 11.5% sales tax.

    Dr. Sharp: Oh my gosh.

    Dr. Oxalis: And then we pay for everything that comes into the Island and everything comes into the Island.

    Dr. Sharp: Of course.

    Dr. Oxalis: Well, the archipelago because we’re actually an archipelago, right? But anyhow, it’s like we have to pay for everything. So the rates are low because [00:32:00] people can’t actually pay for higher rates because it would be unjust for them. It would be really unjust for them. And then the healthcare, most of them, they don’t cover evaluations. Like most of our healthcare, what’s it called? I forgot the name. Medicare covers it and all the advantages. We have a lot of plans that go with Medicare and stuff like that.

    And there’s actually some private insurance that covers it but there’s not a lot. Mostly, parents pay privately for the kids’ evaluations and adults do the same. If not, what actually happens is that everyone will go to Special Ed because of the IDEA law. We actually have that here too. And then the government pays for [00:33:00] the assessment and for the services. But it’s not a lot.

    Dr. Sharp: Is it like the US where there is quite a bit of assessment happening at school, like a lot of kids can get testing through school even if it might be kind of limited? I guess what I’m asking is, are school psychologists a thing down there where they’re testing kids in school?

    Dr. Oxalis: Yeah, they’re, there are a thing. I don’t think there’s enough school psychologist. There’s a law that says that there should be a psychologist in every public school. This year, they actually started trying to get a school psychologist for each school- school or clinical because clinical here to do everything. It’s like, the mother of all the psychologists or something. [00:34:00] But kids get tested. Yes. They get tested through Special Ed and they get tested a lot.

    Sometimes what happens is that, instead of every  3 years, maybe 4 or 5 years sometimes,1 they can get lost in the system, but I bet that happens everywhere. But they get tested. But the psychologist doesn’t get paid as much for that evaluation.

    Dr. Sharp: It sounds like you’re getting squeezed from both sides. The territory is in a recession so people don’t have the money but measures are expensive and the cost of living is really high. It’s the worst of both worlds it sounds like. That sounds very challenging.

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    Dr. Oxalis: I don’t know about it, but sometimes when you become a psychologists, most of us become a psychologist because we want to help. So when someone comes into your office and you really see that they are in need of this is, it’s kind of like, wow, they can’t pay for it. So you go like, well, maybe, I can give you a discount. And [00:37:00] Puerto Ricans are so good at that. We give good discounts for everything. But then we forget that we have to pay for the office and we have to pay for power. And sometimes patients will ask for a discount or clients. It’s like, but maybe you can… you understand that not everyone is as lucky as you are because I consider myself lucky because I’m in a privileged position. But then you say, not everyone’s as lucky as me and they need this. So yeah, you get squeezed from everywhere.

    Dr. Sharp. It sure sounds like it. So how would I ask this question? Do you think it’s more of a cultural norm around bartering and negotiating for services?

    Dr. Oxalis: Yes, we do that all the [00:38:00] time. This is not psychology-related but my husband owns his car accessories store and people will go there like, “How much is this? $100. I have $80.” Sometimes you go like, ” Well, you don’t go to Walmart and say, I have $80.”

    Dr. Sharp: Sure. Right.

    Dr. Oxalis: Yeah, we do that a lot.

    Dr. Sharp: I got you. So how do you handle that in your practice, like with doing assessment? Do you think most people just accept the offer or are willing to negotiate a little bit?

    Dr. Oxalis: Most people will accept the offer. What they usually do is that they just pay in payment plans.

    Dr. Sharp: Okay.

    Dr. Oxalis: They will give you something ahead and then they will give you [00:39:00] something next session or something like that. And what we usually do is that we don’t give them the report until they pay the full price.

    Dr. Sharp: Okay.

    Dr. Oxalis: Yeah. And it’s happened that someone owes you $50 or something.

    Dr. Sharp: Okay.

    Dr. Oxalis: Yeah, it happens.

    Dr. Sharp: Right. Oh my gosh.

    Dr. Oxalis: So you don’t give them the report. And it sounds kind of harsh. Where I work, you can discuss it with them but then you can’t give it to them.

    Dr. Sharp: Yeah, I think we wrestle with that. A lot of us wrestle with that. Like what to do if someone isn’t paying for the service. What about just general practice requirements and training? Is a Ph.D. required to be able to do assessment and testing or what?

    Dr. Oxalis: No. [00:40:00] So, people here can work at a master’s level. They don’t need to do a PsyD or a Ph.D. PsyD’s here are really common. I think that maybe we have more PsyD than in the States as a whole.  But you don’t have to be a clinical psychologist to assess or a school psychologist. Like you can be a counseling psychologist with a master’s degree and you can go about doing some evaluations. It all depends on what you think you’re competent at. And sometimes, maybe you’re not as competent as you think you are but there’s obviously a board that is looking over us. So, you make decisions based on your competence.

    Dr. Sharp: I see. [00:41:00] Maybe I’m a little jaded or cynical, but do you feel like people operate outside their competence or are they self-policing pretty well?

    Dr. Oxalis: Well, most of the psychologists here self-police really good.

    Dr. Sharp: That’s great.

    Dr. Oxalis: Yeah, but there’s always someone, there’s always an industrial psychologist that’s conducting evaluations as a clinical psychologist. I’m giving an example. I don’t know anyone, but giving out an example. People practice outside their expertise area. But overall, we do a good job.

    Dr. Sharp: That’s great to hear. Like I said, I’m apparently jaded or suspicious of [00:42:00] people.

    Dr. Oxalis: I would be too, actually.

    Dr. Sharp: Okay, thanks for validating. I wanted to circle back a little bit and talk about the actual process of assessment. So I think one theme that I’ve noticed in speaking with folks just about culturally and linguistically responsive assessment is a willingness to break standardization or interpretation is maybe a little more qualitative or you make just certain changes and adaptations while you’re administrating these measures. Is that something that you resonate with or that you find you do more?

    Dr. Oxalis: Yeah, I would think so. I tell my students all the time with the WISC-V, for example, use the Confidence intervals. Use them [00:43:00] wisely. And don’t think that the score is fixed. And I always tell them, make observations, look how the kid is working, for example, because of the WISC, right? Look how they’re working, look how they process things, observe everything. And when you’re going to give out your clinical opinion, don’t rely only on the test scores. Rely on everything including your clinical judgment because sometimes the tests will say everything’s fine. When you see the kid working, you’ll know there’s something going on.

    So yeah, sometimes we do that. We test limits a lot also like maybe the kid can’t [00:44:00] work within the timeframe or something and we give them a little bit more time. I mean, it’s still wrong, right? The answer is wrong, but maybe he got it right but afterwards. And qualitative data is very valuable to us, at least to me and that’s what I tried to teach.

    Dr. Sharp: Of course. I wonder, is there any way to operationalize this a little bit in terms of… do you think this is, it almost seems like an oxymoron or kind of opposites, but standardizing the way that you go off script or improvise or look at qualitative data. Is there any way to kind of teach how to do that or is it more just like in the moment you’re going with your clinical intuition and tapping [00:45:00] into the way you’re seeing in front of you with the kid?

    Dr. Oxalis: I would think it’s more of a in the moment thing. I don’t think there’s a way of standardizing this.

    Dr. Sharp: Yeah. How do you standardize a non-standard administration?

    Dr. Oxalis: Yeah. It’s kind of hard to think about that.

    Dr. Sharp: Right.

    Dr. Oxalis: I mean, sometimes you always do the same thing in your office when you’re doing your thing but I don’t think everyone works like that. Like we have different personalities, we work in different ways. So I’m thinking it’s kind of hard to do that.

    Dr. Sharp: Yeah. Agreed. So then when you’re helping or teaching or training someone on assessment, tell me about say the behavioral observations. I mean, are you leaning more on observations in [00:46:00] the moment? And if so, how do you document those? Is that section bigger in your report? I’m trying to get it to some of those… Yeah, just how you […]

    Dr. Oxalis: I wouldn’t know how to actually compare maybe that section with other people. But I always try, for example, if you’re doing a psychoeducational assessment, I always tell them, look at how they write, look at what hand they’re using, look at everything. And if you have to ask for the notebooks from the school, ask for the notebooks, see how these kids are working at school, obviously we try to have the teacher’s observations and opinion, try to make this a whole and not to stay [00:47:00] with the test.

    I always try to tell them that. And I always try to do that too, to watch how they’re working and how they write. And if they’re writing, left-handed people write differently than right-handed people, right? So just watch them. Look at them. Are they writing the way they’re supposed to? Are they holding the pencil the way they’re supposed to? So that’s more or less what we do. And obviously, behavior, like sometimes the kid goes underneath your table and you’re like, ” Okay” This hasn’t actually happened to me, but I had a student once that ones that told me that she had to assess the kid laying down on the floor. I think it was a TAT or something like that. And it was like, [00:48:00] “Okay, well, if it worked at worked but you have to write it down, you have to let people know that this happened.” And she’s like, “Okay.” Because you changed the whole thing. We usually don’t give out TATs lying down the floor.

    Dr. Sharp: Right.

    Dr. Oxalis: She was kind of scared that I was going to be all mad. And I’m like, if it worked for the kid and you didn’t get the kid to work it out any other way, it’s fine. We just have to write it down and explain why we think this happened and why we let it happen. There are other tests like the EightOS which is really fun sometimes.

    Dr. Sharp: Sure. That’s a great question. No, it didn’t even occur to me to ask about [00:49:00] autism assessment, but how do you handle the EightOS which to the best of my knowledge is not normed in any other language than English?

    Dr. Oxalis: Well, I’m not an expert on autism but I’ve helped my colleague who actually assesses autism. And I gave one in English under her supervision because she’s not as fluent in English and the patient’s first language was English. So we gave out that in English. And they were military military folks. So we used US norms and everything was fine. But I’ve actually been with her in some EightOS and she gives them out in Spanish, and it works pretty cool. We sing happy birthday in English, [00:50:00] so it’s fine.

    Dr. Sharp: Oh that’s wow! Okay.

    Dr. Oxalis: I’m not sure what norms or is there any difference in norms for the EightOS but she uses other measures. She doesn’t rely on me on the EightOS. She hasn’t had a lot of problems with assessing autism.

    Dr. Sharp: Okay.

    Dr. Oxalis: And there’s this interview… I forgot the name. She always reminds me. …which you give to the parents of autism evaluations and I observed once and it was pretty cool.

    Dr. Sharp: Got you. Is that maybe like the ADI-R?

    Dr. Oxalis: Yes.

    Dr. Sharp: Yeah, that’s true. I don’t know enough about it to know if there’s a Spanish language version, but [00:51:00] that’s a good thing to keep in mind.

    So I feel like we’ve touched on a lot of different things and some of the challenges of doing this work. One thing just since it’s topical as we maybe start to wrap up, I’m curious how you all have handled assessment during the pandemic, and if you had options for remote assessment or not, just what that process looked like over the last year.

    Dr. Oxalis: Yeah, that’s a really good question. So we actually had this… well, we still have one of the strictest lockdowns all over the world, actually, not only the US but the world. At first, we closed to everything. Everything was closed. You could go out and buy your food and you would come back. So at first, there was no work, you couldn’t make any money.

    [00:52:00] And so people started using Teletherapy. And then, as weeks went by, it was like, well, what do we do with testing? Kids still need to get tested. There are some adults that need to get tested. I don’t know if I’ve been focusing on this, but we do a lot more kids evaluations than adults evaluations. So, all of a sudden it’s like, “Wait, what do we do?” And it was like, well, there’s this thing called remote assessment. And everyone was like, this usually happens over Facebook and stuff like that. And it’s like, well, but what is that? Is that even possible? Is that ethical? I’m being a little bit sarcastic, but this is, this actually happened. People didn’t know that you could do that because we don’t use it. We only [00:53:00] measure 100×35 nautical miles more or less. It’s an estimation. So we don’t really need to… we never had this need to assess someone remotely.

    So associations started giving out their opinions on this. And I remember this letter that came out from the School Psychologists Association, which was what the NASP recommends.

    And it was like, don’t test, it’s not valid right now, etcetera.

    So, I started reading and researching. And I was actually publishing through my Facebook page. Like, this is possible, and it can be done this way, this way, this way. And teaching.

    And then I got [00:54:00] webinars, I signed up. I actually signed up for one of your webinars and so I learned, I wrote, and I published. I was lucky enough to have something published.

    And then it was like, wait, maybe this can be done. Not because of what I wrote but generally people were starting to learn. But I don’t think it’s used as much. We’re actually working on some research. But we’re still trying to… we’re still starting. We have very limited time for the research but we want to find out how many people are using it, how much it was used. We’re in a very bad time with COVID numbers right now. So they’re talking about another lockdown. We still need to [00:55:00] work, so maybe with all the information that’s coming out, maybe people will actually start may be using it a little bit more. People are still kind of like, maybe that doesn’t work as much. They’re not convinced yet.

    My colleague and  I gave out a CE, Continuous Education, and the people that went were like, ” Wow, this blew my mind. I didn’t know this.” And there’s a book out now, Dr. Wright wrote a book. And I’ve been telling everyone, this book you have to buy because maybe educating people, we can get there. But we use Mass, we use the screen, and we use all these other measures. We try our best.

    [00:56:00]Dr. Sharp: Of course. Yeah. I think we’re all doing our best. But it sounds like you have a little more of an uphill battle there to convince folks that it is doable.

    Dr. Oxalis: Yeah, remember I said that not a lot of people are technology-oriented here.

    Dr. Sharp: Yeah. Well, that’s okay.

    Dr. Oxalis: We showed them Q-global and some of them were like, “Wow, what is that?” Again, I’m getting kind of sarcastic and exaggerating it, but it was like that. Like, “Wait, how do you use that? That’s great.” And I’m like, well, every publisher has a system. They have a platform and it’s HIPAA compliant. You can do this. This can be done. I think we need to teach a lot and we need to spread the word that this can be done.

    Dr. Sharp: Of course. Well, I think that’s a nice segue. You mentioned that you have a [00:57:00] podcast and you talked about that at the beginning. So tell folks about this podcast. I was very pleasantly surprised to hear about it once before we started recording. What’s your podcast all about?

    Dr. Oxalis: So, COVID has made us reinvent ourselves. And I had this idea a long time ago about educating professionals. Maybe not the general population about psychology, but professionals. My brother has a recording studio and I asked him, “Is this even possible? Do you think people would listen to this?” And then he’s like, “Well, let’s try it.” And I have a very good friend of mine who is still a student, by the way. She’s going to become an intern now, which is pretty cool. [00:58:00] She’s not from my university. We’re just friends from some other source. And I asked her, “Would you like to be part of this project?” And she’s like, “Yeah, I would be honored actually.” And I’m like, “Okay, I didn’t know you would be honored to do this, but fine, let’s do this.”

    So we started interviewing experts in their area. My main audience is still students, but I’ve seen more professionals join the cause and become part of it. And what I always say is that we would like to revolutionize the testing in Puerto Rico. Like we would like to make this huge, to make it right, get bad practices [00:59:00] out and more good practices in.

    Dr. Sharp: I love that.

    Dr. Oxalis: That’s, that’s my main goal. Educate and let people know that we should be doing this right. Actually, that’s the name of the podcast, Assessing the right way, but in Spanish, because personally, I get really frustrated when I see reports from colleagues. And I don’t judge them. Like I just get frustrated and sad that we could be doing this better as a profession, not as an individual, as a profession. We can be doing this better. There is hope we can do this better. That’s what I always tell myself.

    Dr. Sharp: I love that. Yeah. Go ahead.

    Dr. oxalis: And people here deserve it. We’ve been going through so much stuff. We [01:00:00] deserve it. That’s what I think.

    And I was going to add about the remote assessment. We have challenges with technology for patients and the internet and sometimes the power will go out. In my experience, you’re teaching a class, and boom, no power. So those challenges are also present when you’re evaluating people remotely. So a little bit of our reality.

    Dr. Sharp: Right. My gosh. Well, I think you have given us a lot to chew on, a lot to think about. I just so admire the work that you’re doing and the podcast, the teaching, everything, all the energy that you’re putting into being [01:01:00] that advocate. And it’s funny, I hear people say like, we want to put our area on the map, we want to put it on the map. It’s like you want to put Puerto Rico on the map for testing.

    Dr. Oxalis: Yeah, definitely.

    Dr. Sharp: I hope that this might reach some people who can help in that process and continue to kind of further that mission.

    Thank you so much for coming on and talking through all of this. We’ll have a link to your podcast and all of the resources we mentioned and all of your contact information in the show notes.

    Any closing thoughts? Anything that you’d like to share before we wrap up?

    Dr. Oxalis: I want to let people know that this is my personal experience. I’m sure that people will share my experience across Puerto Rico. And I’m [01:02:00] sure there are others that have different experiences. This is my personal experience and I just want to let people know that. And I also understand that sometimes we don’t have a lot of measures because after all, we’re a small archipelago, right?  I know that sometimes publishing can be really expensive. So, I also understand that part. A little bit of both sides doesn’t hurt.

    And thank you for listening. And thank you for having me here and for doing this, letting people know that we’re here and we’re working and we want to do things right and we want to grow and get better [01:03:00] at this.

    Dr. Sharp: Absolutely. And so, I appreciate the work that you’re doing. I’m just grateful that you shared some time with us. It was a pleasure. Thank you.

    Dr. Oxalis: Thank you.

    Dr. Sharp: Okay. And we’re back. Thank you as always for tuning into this episode. Like I said, this could easily fit in the International Assessment Series, but I really wanted to just release it and get this information out there. It’s clear that Oxalis cares deeply about assessment in Puerto Rico. And I’d invite any of you who are native Spanish speakers to absolutely go check out her podcast. It is linked in the show notes and it could be a wonderful resource for anyone conducting evaluations in Spanish.

    Like I said at the beginning of the episode if you’re an advanced practice owner and you’d like to get some support in growing your practice, some [01:04:00] group support and accountability, The Advanced Practice Mastermind might be for you. You can get more information at thetestingpsychologists.com/advanced.

    Okay. Thank you as always for listening, y’all. If you haven’t told all your friends about the podcast, I would invite you to do so and continue to grow our listenership and our reach, and spread the word about testing to as many folks as possible.

    Okay. Take care. I’ll talk to you next time.

    The information contained in this podcast and on The Testing Psychologist website is intended for informational and educational purposes only. Nothing in this podcast or on the website is intended to be a substitute [01:05:00] for professional, psychological, psychiatric, or medical advice, diagnosis, or treatment. Please note that no doctor-patient relationship is formed here. And similarly, no supervisory or consultative relationship is formed between the host or guests of this podcast and listeners of this podcast. If you need the qualified advice of any mental health practitioner or medical provider, please seek one in your area. Similarly, if you need supervision on clinical matters, please find a supervisor with expertise that fits your needs.

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  • 202 Transcript

    Dr. Sharp: Hello, everyone. Welcome to The Testing Psychologist podcast, the podcast where we talk all about the business and practice of psychological and neuropsychological assessment. I’m your host, Dr. Jeremy Sharp, licensed psychologist, group practice owner, and private practice coach.

    This episode is brought to you by PAR. The Feifer Assessment of Writing examines why students may struggle with writing. The FAW and the FAW screening form are available on PARiConnect- PAR’s online assessment platform. Learn more at parinc.com\faw.

    Hey, everybody. Welcome back. Glad to be here with you as always. And I am thrilled to be talking with my guest today, Dr. Mandi White-Ajmani. Mandi is a clinical psychologist and the owner of Small Brooklyn Psychology and Neuroscience Assessment and Therapy group practice in Brooklyn, New York. She got her Ph.D. from Suffolk University in Boston and then started her career in clinical neuroscience research at NYU investigating the neuropsychological correlates of serious mental illness, aggression, and family violence.

    When she realized that she didn’t want grant applications hanging over her head for the rest of her career, she decided to return to clinical work and opened a solo neuro-psych assessment practice in 2013. She expanded the testing practice to a group in 2018 and then added evidence-based therapy in 2019. And now has a thriving team of 7 clinicians who provide high-quality care to people of all ages. But I have a special focus on kids, teens, and parents.

    I’ve known Mandi for several years now and got to meet her in person and hang out at AACN in 2019 and just love her energy and really appreciate and admire the work that she’s done to build this practice.

    So, we’re going to dig into all sorts of things related to the journey going from a solo testing practice to a group testing practice. We’re going to talk about finding the why as your practice grows, developing confidence as you build a group practice, discovering the values for your practice, and turning those into reality. We’ll talk about how the practice owner’s role shifts as you move from being a solo practitioner to a group practice owner. And then we also touch on the marketing techniques that worked for Mandi among many other things. So this is a great episode. Like I said, Mandi has a really positive attitude and great energy. I really enjoyed this conversation.

    Before I transition to the interview, I want to invite any advanced practice owners. So folks who are thinking about expanding to a group, or maybe already have a small group and want to grow that group practice to consider The Testing Psychologist Advanced Practice Mastermind Group that starts early June. I think June 10th is our next cohort. And this is a small group coaching experience where you’ll get accountability and support and guidance to take your practice to that next level. So if that sounds interesting to you, you can check out thetestingpsychologists.com/advanced and get some more information and schedule a pre-group phone call to see if it’s a good fit.

    All right. Let’s get to my conversation with Dr. Mandi White-Ajmani.

    Hey, Mandi. Welcome to the podcast.

    Dr. Mandi: Hey, Jeremy. Thanks so much for having me.

    Dr. Sharp: Yes. It’s so good to see you. It’s been almost two years. I saw you at AACN 2019.

    Dr. Mandi: Yeah, AACN. Do you think that they’ll ever have conferences again because it was really my only chance to get away from my kids.

    Dr. Sharp: I hope so, if only for that reason. Yeah. Those were my vacations.

    Dr. Mandi: I’m dying.

    Dr. Sharp: Right. I think we all are. Yeah, I’m hoping. Although, I was supposed to go to The Group Practice Owner’s exchange conference and they canceled it.

    Dr. Mandi: All the way? I thought they had another version?

    Dr. Sharp: We’ll see where the others end up. But yeah, I miss it. That was a fun conference. I met so many of you in person than I’d just known online.

    Dr. Mandi:  It was really tremendous. It was really the first time that I got a chance to meet a lot of the other people in the Testing Podcast Community. I know everybody says this, Jeremy, but thank you so much for starting this whole community. But meeting people through a mutual love of the podcast, meeting people through the Facebook group, connecting those faces and personalities to the names has just been amazing. And then for the last two years, and especially during the pandemic, it’s really been quite a source of support for so many of us, including me. We joined one of those pandemic support groups. I hear that ours is the only one that’s still going. It’s been really fun. You’re the originator. Thank you.

    Dr. Sharp: Well, thanks. I mean, I can only take one IOTA of credit for that, but y’all have…

    Dr. Mandi: A little bit more than one, yeah.

    Dr. Sharp:  Okay.

    Dr. Mandi: I know I make you feel embarrassed.

    Dr. Sharp: Yeah, I’m blushing. That’s a good thing we don’t do a video here. It was so cool. When I talk to Rebecca a few podcasts ago, we had a nice extended conversation after we stopped recording. And I had no idea that y’all had continued to meet. And it was such a nice pleasant surprise to hear that all those connections are just continuing and getting stronger among such a great group of people.

    Dr. Mandi: It’s wonderful. And it’s really great to have those connections across the country and hear what other people are doing in other regions and other specialties. So, yeah, it’s been really nice.

    Dr. Sharp: Awesome. Well, I’m excited to talk with you. I feel like I’ve known of your practice here for a few years now, and I’m really excited to…

    Dr. Mandi: Yeah, I feel nervous.

    Dr. Sharp:  Well, sure. I’m excited to see where things have ended up. So tell me, I always start with this question. Why is this important? So in a business context, it’s maybe a little bit of a different lens to look through, but I’m curious for you, why do you like talking about this? Why is this an important thing for practice owners to know about this expansion from solo to the group?

    Dr. Mandi: I think this is a common question that a lot of people have. Many people start a solo practice expecting that they’re only going to be solo practitioners forever. And that’s totally fine. That’s certainly where my head was in the early days. But I think that there are many of us who also always have in the back of our minds whether a group would be a good idea. And if so, when and how and all of that.

    I started my solo practice in 2013 and by 2017, I had a moment where I realized that I was booking evaluation six months out. And most of the calls that I would take would end up going somewhere else simply because people didn’t want to wait that long. Totally understandable. And I realized I was losing a lot of business that way.

    And having a group early on in my psychology career, when I was actually applying for Ph.D. programs in the first place, I initially thought that I wanted to be the owner and operator of a multi-disciplinary institution that would do clinical work, assessment, research, and then outreach, Psychoeducation. I really wanted to be a community resource in that way. Those are my early pie in the sky before grad school plans that made so many different shifts over the years. And when I finished my degree, I ended up in research. I thought I would stay there for my whole life.

    But this idea of being a community resource was always in the back of my mind. And when I really came to learn the Brooklyn market, came to learn what was available and what I was bringing to potential clients and families, and what was still lacking, I felt like that was something I could actually provide. So not only were there not enough neuropsychologists offering evaluations and that’s why I was six months out and people still needed evaluations, but over time, I also came to realize that it was really hard to find therapists who had availability.

    New York City is a very heavy psychodynamic-oriented market, but since we were seeing a lot of kids, I really wanted to help them get into more CBT-oriented services. And it is very hard to find a CBT therapist. It’s very hard to find a CBT therapist in Brooklyn in particular. And then the ones that were here were all booked. So again, it was a need that I could see that I could fill. So, that was my path into it.

    There’s also another background, my particular piece, which is that I also have an MBA. I happened to get that before I got my Ph.D. It was sort of my back pocket feel-safe measure because I knew it was really hard to get into a Ph.D. program. I was actually working at Suffolk University, which is where I ended up getting my Ph.D. And then while I was working there, I got free graduate tuition. I was like, I guess I’ll just get an MBA while I’m waiting to see if I get into a Ph.D.

    So I had a lot of that business knowledge already. And it’s really interesting to come into running your own practice actually having some knowledge of how to run a business. A lot of psychologists talk about this, right? They don’t teach us in grad school how to run a business. And yet I had a little bit of an advantage there that I was able to see things from a little bit more of a business perspective.

    Dr. Sharp: Can I jump in real quick?

    Dr. Mandi: Yeah, go ahead.

    Dr. Sharp: One, didn’t know that about you. That is amazing. I’ve always dreamed about getting an MBA and whether that would be helpful. Two, can you think of specific aspects of that education that you put into play when you were opening your practice that felt like it really gave you a leg up where other people might’ve been doing more research on their own or, doing coaching or whatever. How did that MBA really help you logistically?

    Dr. Mandi:  I think it helped me logistically and philosophically actually. Ever since getting the MBA, I started thinking about the world and psychology but even before getting my grad degree in just a little bit more of a supply and demand sort of way, in filling a market need sort of way. I think I came to understand a lot more about opportunity costs and sunk costs. And those are results of things that I think really Steiny a lot of people into taking that next leap.

    And so I think philosophically being able to think in that way allowed me to take more of that leap into something unknown, knowing that I had a pretty firm understanding of the market, knowing that I was bringing something to the market that was needed. And so I didn’t have as much of that self-doubt, as much of that nervousness about making sure that I knew every little aspect of the planning process. I just had a better understanding of what was needed, how I could fill it, and how to move on.

    Logistically, I can read a balance sheet in a way that I couldn’t before. I’m still not perfect at it but that helps. I had a few more contacts in the area to help me with certain things like knowing when to reach out for an accountant and a lawyer and things like that. And I think again, maybe taking a few risks. That is maybe part of my personality too, but I think having the MBA knowledge to allow me to take those risks, to know that there was firm footing for what it was that I was trying to do. So it really was about a mind-shift I think, rather than specific skills that I learned in class. Does that make sense?

    Dr. Sharp: It does make sense. Yeah. Well, I’ve said before that a lot of business anxiety and money anxiety can be solved with math. And just having education around some of that stuff and maybe just being familiar with that world and comfort in walking in that world goes a long way.

    Dr. Mandi: That comfort is a big part of it.

    Dr. Sharp: Yeah. That’s fantastic.

    Dr. Mandi: Thanks. I think that comfort piece was actually really key for me. I think that there are a lot of people… so you asked earlier on, why do I like talking about this? And it’s partly because a lot of people see that I have made the jump from the solo practice to the group practice and they want to talk about my experience because they’re thinking about it for themselves. So, what was it that made you dive into it? How did you know it was the right time? And a lot of the things that I think hold people up are a lack of confidence and comfort with diving into a much bigger and more complicated business area. So having had a little bit more of that experience, I think at least gave me the feeling that I could do it, I could trust myself and I could learn some of this other stuff down the line.

    But what I do see is a lot of people end up stopping at that jumping-off point because they feel like they haven’t yet learned everything there is to know. And part of the problem is you’re never going to learn everything there is to know. A lot of it, you won’t know until you really dive into it. And then you have to learn it on the fly. And I definitely have so many of those experiences too.

    Dr. Sharp: You and me both. I hear you.

    Dr. Mandi: Yeah, I know you know what it’s like.

    Dr. Sharp:  Oh my gosh. I don’t even know what to say. Thinking back to all the mistakes that I made and probably the money that I’ve lost too. These are all things. I was listening to The Group Practice Exchange Podcast the other day, Maureen’s podcast. And she was talking about taking imperfect action. And I think that’s such a good thing to keep in mind. Like you were just saying that sometimes we just don’t know. Oftentimes we don’t know. I would even say the vast majority of the time we don’t know, and you can’t control all those variables. You just do your best and you take the leap with some educated guesses.

    Dr. Mandi: Absolutely. And some faith in yourself that you will solve whatever problem comes forward.

    We are in the middle of a big kitchen renovation right now. We actually had to move out of our house in order to make this happen. And our architect has been such a tremendous resource. He’s been in the business for 30 years. And we have one of these old houses that were built in like 1906. And so there’s a lot of stuff that’s not straight and not built right and all of that in our house. And so he approaches renovations knowing that there’s only so much that you can plan for. The plans are only going to show so much. There’s just a lot that you’re going to tear into those walls and you’re going to realize, Oh, this thing needs to be fixed and this thing needs to be fixed.

    My husband used to definitely plan everything out ahead of time, make sure that you know all of the possible problems ahead of time. And it was really hard for him and [00:15:00] our architect to come to the middle grounds to know that at a certain point, you just have to jump off, start the construction, you’re going to open the walls, you’re going to find things that are wrong. You have to be comfortable with the idea that things are going to come up. You’re going to tolerate the discomfort that comes with it. You’re going to solve the problems. You’re going to move on.

    And I do think that is a really key theme in opening any business. So even solo practitioners, I’m sure have experienced this for themselves. It just of course becomes a little bit more complicated when you involve other people in the mix. But it’s so rewarding in so many ways too.

    Dr. Sharp: It is. Yeah, I want to put a pin in this idea of what you found in the walls when you started to expand your practice. Okay? Let’s hold that for a second. I want to go back through to some of the beginning stages and just highlight that idea. You didn’t say it this way, but sort of like that finding your WHY for what you’re doing. It sounds like we shared the why of community access like hiring more folks, presumably allows you to [00:16:00] service the community better, right? More access is a big WHY for a lot of people.

     Were there other WHYs that you found for growing? And a related question. How did you come to those WHYs? Was that deliberate reflection? Was it just stumbling into it? What did that process look like for you?

    Dr. Mandi: Most of my revelations are stumbled into.

    Dr. Sharp: Sure.

    Dr. Mandi: So, one was that phone call where I realized I had this long waitlist and I was losing a lot of business. I knew that there was something that I could do about it. Actually, bring in my MBA to bear and my market knowledge. And I think it was something that I realized I could do. Client access was another big part of it. Wanting to provide these services for families who weren’t getting it. Really wanting to help build Brooklyn as a place that people could know that they could get good services.

    There are so many fantastic clinicians here and yet there’s still a sensibility that if you want good services, you have to go into Manhattan. And so I really wanted people to understand that Brooklyn was a good place to be too. That they could go to a place and trust that they were getting good services here.

    There’s also something else I’m sure you’re familiar with, which was that I was so buried in reports all the time. I remember getting towards the end of the school year, which is always my busiest time, I think I was like I don’t know nine reports in the hole or something like this. And you and I have talked about this before. My reports used to be like 25 pages long. I significantly cut that down.

    Dr. Sharp: That’s good to hear.

    Dr. Mandi:  About the quality of life issue. But at the time I just remember thinking this is going to be the rest of my life. I will constantly be under all of these reports. I had dreams of creating a routine where my family and I would just unplug in August. August would be our month that we would either go for some long travel or even just have some staycation or something like that, but I would not work. And the problem is that when you’re a solo practitioner when you don’t work, everything falls apart. There’s no room for you to step back from the business and have some life experience. And I really wanted a way for it to keep going even if I wasn’t there.

    So those were a lot of my whys. Business knowledge, really wanting Brooklyn to be a bigger target, and just having that ability to do different things to diversify the job that I was doing. And I love it now. I really only take on 1 maybe 2 evaluations a month, and the rest of the time, I’m really heavily involved in the operations of the business. I’m doing a lot of networking. I’m doing a lot of speaking in the community. And it’s been really fun. I love having all that variety of different things that I get to do and not being buried by reports. It’s amazing. Jeremy, I finished the reports, and then I have like a week or two where I don’t have anything hanging over my head until the next one starts. It’s so great.

    Dr. Sharp: It’s incredible.

    Dr. Mandi: I wish it on everybody.

    Dr. Sharp: I know. It is such a good feeling. Yeah. I’m curious about that. People ask me that a lot as well. What do you do now that you have this group practice? So I’m curious when you say operations and management and that sort of stuff, how are you spending your time now as a group practice owner versus solo?

    Dr. Mandi: I’m still doing a lot of the stuff that I could certainly hire an admin to do. I have a fantastic operations manager. She does so much but I am still heavily involved in the billing, collecting money, like staying on top of all the financials. My friends certainly get on me all the time that I’m spending on that. I should be hiring somebody to do that.

    I still do a lot of client contact. She usually does the first round of phone calls, but if somebody wants to talk to the doctor or to find out more about what’s going to happen, I’m usually still the person that will do that.

    We do a lot of supervision, just peer supervision within the group. We have regular team meetings. We work in a team model from a neuropsychology standpoint because I’m a neuropsychologist and therapist now. So from the neuropsychology standpoint, we really still take a very team approach. So I read all of the reports that go out and we talk about it together. We have supervision meetings that way.

    And from a work-life standpoint, I might be working a little bit more. Frankly, if I really come to think about it, I’m probably on my computer, maybe even a little bit more than I was when I was by myself. But it’s the kind of work that I enjoy doing more, kind of have many of the ADHD brains, so answering those emails and talking to people it’s so much more energizing than writing reports for hours and hours.

    Dr. Sharp: Yeah, I think there’s a lot to be said for that. I experienced that as well. I don’t know if you’ve experienced this side of it, but it can also be a little bit intoxicating and sort of like a false sense of productivity to just hammer on emails and take care of all these little tasks and feel like you’re… I mean, I love doing that stuff, but every now and again, I have to step back and be like, “Okay, are you visioning for your practice the way that people need you to be doing?”

    Dr. Mandi: Absolutely. Or are you still avoiding that one report that you have to work on?

    Dr. Sharp: Right. I know it’s so easy to justify. I’m like, well, I have to take care of the practice. Nobody else is going to run this practice.

    Dr. Mandi: Yeah, totally. Sounds good. I’ll take care of these 14 small fires in order to avoid the bigger ones. Yes.

    Dr. Sharp: I know. It’s such a good point. That’s interesting though. I mean, I think that’s good for people to know. And this is something I found too that I don’t know that I work less necessarily these days. It is very different though. And it is, I would say, more fulfilling. For sure.

    Dr. Mandi: Totally agree. So fulfilling. Have you experienced this during the pandemic, you feel you’re working longer hours just because there’s less of that boundary between work and home?

    Dr. Sharp: Definitely.

    Dr. Mandi: I feel like this year, I’m probably. I need to find some time to bring those hours down because if I’m writing emails at 11 o’clock at night, it’s probably not a good idea.

    Dr. Sharp: Right. Let’s talk a little bit more about this whole process. I mean, it sounds like you had a bunch of reasons for wanting to expand. You recognized that the market needed it. The whys were all lining up. So how did you do it? What were those steps? Where’d you start and where to go from there?

    Dr. Mandi: I think what I started with was office space. I was in a single-room office at the time and was really only a few blocks away from where my youngest son was in daycare. So it worked out really well logistically for me for a while, but he was about to start school and I knew that I had an opportunity to move to a different neighborhood in Brooklyn if I wanted to. And there’s this particular complex here called Industry City that took these old warehouses and turned them into offices, I guess.

    Dr. Sharp: I wish people could see what your face and hands are doing right now. Yeah, that was a very hip head movement. I get it.

    Dr. Mandi: I know. But it has this amazing vibe that I’ve always really loved. It feels very industrial but it also feels very creative and there’s just this energy in the space. And so I was really hoping that it would work out and that I could find an office there. And it did.

    And I came to view a space. So this is one of the opening the walls issue. From the very beginning, my plan was to hire one neuropsychologist and one administrative assistant. I came to Industry City to view a space that was around maybe 800 square feet, or I could add on another 600 square foot space, but it was small and dark. And really wasn’t what I had envisioned when I was thinking about what this office would look like. And so I asked, is there anything else available, maybe a little bit bigger? And she’s like, well, let’s come look at this 2000 square foot space. And it’s completely unbuilt. It is just a big rectangle. And I walked in and I was like, this is amazing. Big windows in the back and these beautiful wood floors which the other office didn’t have. And I just fell in love with it on the spot.

    And then because of that, I guess I have to build a bigger practice. [00:24:00] So many people will tell you, if you’re going to start a business, you need to write out a vision plan, a business plan. You need to have all your finances. You need to do market research and all that. I did not do any of those things. I just went into it.

    Dr. Sharp: And fell in love with the office.

    Dr. Mandi: And the price was good. And so that really that’s really what started the whole snowball. Once that was in place, I found a lawyer to help me secure it. And then through him, I had already been incorporated actually, but I ended up creating a new corporation to house the lease.

    Dr. Sharp: Because you own the building, right?

    Dr. Mandi: No, I rent it.

    Dr. Sharp: Oh, interesting. Okay. Can you say just a little bit about why you created a separate company to hold the lease?

    Dr. Mandi: It was his recommendation that I have an entity that was separate from my profession. So I have a PLLC as part of the small Brooklyn entity, but then to have a separate entity that held the lease meant that if for some… I mean, he was trying to protect me, I guess, against any terrible things happening. If I ever had to walk away from this and default on my lease or something like that, he thought it would be better for me to have a separate thing that wasn’t associated with the actual practice. I don’t intend on defaulting on my lease, thankfully.

    But New York is a weird market where most businesses rent their space and they can invest quite a lot in capital improvements on the space, but it’s still not yours at the end of the day. So it’s definitely a risk. And that was one of the things that I was very nervous about because I spent tens of thousands of dollars to build out this office. And I’m so grateful that I did. And it’s such an amazing thing. It feels so good. And I’m really happy with the way that it turned out, but it’s again, one of those risks that you have to take.

    Dr. Sharp: Sure. Let me ask you because I know a lot of landlords around the country can roll in the cost of improvement to the lease and you stretch it out over the term of the lease. Did you put it up front?

    Dr. Mandi: They gave me five months of free rent while I was building it out. And it worked out well that the construction team that was subdividing these big factory spaces into these smaller spaces still had an open permit. And so they actually did my construction and turned out great. So I still came out. I think it was still useful in the end, but I ended up spending a lot more of my own money in that way. 

    Dr. Sharp: Yeah. Well, it’s just something for people to know. I don’t know these things. I forget that this is just the way it goes a lot and not everybody’s aware of it, but yeah, if you find a space, you may have to pay to build it out either through the lease or upfront or maybe you get lucky and the landlord gives you an allowance up to a certain amount. I mean, there are all different ways to do it, but that’s something to think about.

    Dr. Mandi: Definitely one of those logistical issues. And it worked out really well for us.

    Dr. Sharp: That’s great. Yeah. It’s a beautiful space.

    Dr. Mandi: Thank you. I love it.

    Dr. Sharp: Yes. So let’s see. What are some of the other things in the walls that you found? Well, actually, hold on, I’m getting mixed up in my questions. I am a systematic person and I want to be systematic here. So you started with the office and…

    Dr. Mandi:  And then I started searching for clinicians at the same time. So I was fairly new to the New York market. Like I didn’t do my training here. I only came here for an internship and really got to know a lot of therapists and things through my solo practice days, but really didn’t get to know a lot of other neuropsychologists. So I didn’t have that group of peers to draw on. So I started advertising on Indeed. I think I advertised on the Pnais listserv and I just got really lucky that I got a few great candidates.

    So going back to your earlier question of things on the walls, I had no idea what I was doing when it came to hiring. You know how important it is to use performance validity tests because you should not trust your gut in assessments. I just felt that I could trust my gut in interviews and it ended up working out in so many ways. And then there were some other things that I wished I had done differently. And I think that was definitely a naive point for me to think that I could just meet somebody and talk to them for a few minutes and be like, “Oh, you’re hired.”

    Dr. Sharp: I am always amazed, Mandi. We should know this. We should know that interviews are not an indication of how people will do at their jobs.

    Dr. Mandi: They are not. There is so much research on this.

    Dr. Sharp: We should know this. I know but we like people. Like you make a connection and you can see rainbows and puppies and nothing else, you know? Can you say what some of the things are that you would have done differently?

    Dr. Mandi:  I still don’t think that I have a great answer for how I would have interviewed differently, but I know that one of my big difficulties at the time was really embracing my role as a business owner. I think that I figured that I could just bring on some people. We would all be peers. We would all know what it was to do a good job. And that would all work out. We just had some growing pains in figuring out how to… I needed to be more clear about what my role was to embrace the fact that I was ultimately the decider and to be okay with that.

    I think it took me a really long time to. Even now, I still have trouble pulling the ACE card, I guess, to be able to say, well, no, I get to decide. And I still absolutely have that philosophy with my team is that I really want us to be peers and be a true team as much as possible. And I really want everyone to have as much of a say as they can. But I do think that I have gained a little bit more peace and acceptance with the idea that it’s okay for me to say, no, this is the way that I want.

    And so I think there was just a lot of flailing, in the beginning, trying to give everybody their own voice and yet expect that it was going to be my voice, and why aren’t you writing in my voice?

    Dr. Sharp: Sure. I totally get it. I totally get it. It’s a tough line to walk. I think you phrased that really well. Like I want everybody to feel independent and autonomous and do things the way that I do.

    Dr. Mandi: I feel like I just got so lucky. Go ahead.

    Dr. Sharp: Got you. Yeah. Were there any things that you did, any books you read, coaching you pursued, or really anything to help you be a better leader in that regard?

    Dr. Mandi: Well, if you remember Jeremy, I was in one of your early masterminds groups.

    Dr. Sharp: Well, of course, I remember. I was not pulling for that by the way. As it came out of my mouth, I was like, “Oh gosh, this is terrible. This is a terrible setup.”

    Dr. Mandi: No, but it was a tremendous resource. And I actually think that I was doing that in those early months when I was really searching for the office and hiring people. So, it really helped with a lot of that goal setting and just reaching concrete steps. So, thank you very much.

    And I think that some of the resources that you had talked about early on either in the Facebook or the podcast. I definitely was on the group practice exchange for a while. I have a stack of leadership books that I intend to read at some point and have never actually gotten around to it.

    So that is my little dirty secret. I definitely prefer Escapist fiction. I may not have time to read. So I have all kinds of aspirations to learn to be a better leader by doing those things I have not done.

    So there’s still a fair amount of leading by my gut that I really would like to hone a little bit better. This is part of my goal for this year, actually, for myself and for the business is not to have exponential growth this year but rather to get better at the things that we’re doing. And so my own leadership is definitely part of that too. 

    Dr. Sharp: Yeah. I’m right with you. It sounds like your gut has done you well for the most part so far, which is great.

    Dr. Mandi: Yeah. I think I have good intuition and then the MBA definitely helps.

    Dr. Sharp: Yeah, absolutely. I feel like leadership is one of those silent growth areas that we don’t really think about. We know there are just so many aspects to growing a practice. You learn the clinical side. You learn the business side. And then all of a sudden you’re confronted with the fact that you are truly managing people as well. And now, it’s not just finances but its emotions, and being a leader is something that I think gets ignored in this process quite a bit.

    Dr. Mandi: And let me tell you this year is, I’m sure you’ve experienced it too, to feel responsible for so many people when your business takes such a nosedive, especially in the first part of this pandemic, the emotions that are involved. Oh my gosh. There were so many times in March and April, where I was just like, why did I do this? If I were just a solo practitioner right now, I could have just licked my own wounds, but now I have 6 other people who were depending on me right now. And I have to keep paying their salaries or they’re not getting enough wages or whatever it is.

    And so that feeling of ownership is both intoxicating, like you said before, but also so much weight to it that it can be really hard to step back sometimes and make some good rational decisions when you’re feeling so much emotion tied up in it. And that was another I think a stumbling block for me early on. There’s so much emotion of wanting to be a good boss, wanting to provide this home environment for my clinicians. I hope I’m still doing a good job but I think I’ve been able to take a little bit of a step back from that emotion and they can make more logical decisions rather than just always trying to get more and more.

    Dr. Sharp: Right. I know for me, I don’t know if this was true for you, but it was a big realization to know that being a good leader doesn’t necessarily mean everyone is happy all the time. 

    Dr. Mandi: Yes. I have a hard time with that. Sometimes you have to make the hard decisions and sometimes that’s going to piss some people off.

    Dr. Sharp: So, what were some other hurdles or challenges along the way that you’ve encountered?

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    Dr. Mandi: One of the things is this idea… so I started the business when I felt like I wasn’t addressing enough of the demand. And I knew that I could hire people and address more of the demand.

    So one of the hurdles that I’ve really been experiencing the latter half of this year, we are saying this before the podcast really started, right? This roller coaster of this year was such a dearth of business in the beginning, and then this crazy recovery and overwhelming need now.  And I know you were talking about how you’ve hired some new therapists to address it. Plenty of other people are doing that in the area, but I really had to come back to my original vision for what I wanted my business to be. And I always wanted to have a small family-like practice where everyone really knew each other or really felt like a real integral part of the team.

    And so despite the fact that I could hire more people especially now that we’re virtual, we’re really not even tied to physical space, although we’re bursting out of it as we are, I could` theoretically hiring more virtual therapists and address a lot more of this need but I’ve had to really put the brakes on that. My instinct to just keep getting bigger and getting bigger. That’s always been my personality is to drive bigger, better, and all of that. And so to come back to this theme that I mentioned earlier about let’s not grow in that way, let’s grow as clinicians, let’s grow as leaders, let’s grow as just getting better at what it is that we do. I still have to fight against that instinct every day because every day that I’m saying, I’m sorry, I can’t help you”, other people are saying, “Well, why don’t you just hire more people I have to say, but that’s not what I want. I want a life where I feel like this is a smaller team and a more integral team.

    Dr. Sharp: Yes. I’m so glad that you are talking about that. It’s funny. I feel like we are living parallel lives but just on slightly different scales in terms of practice because I’ve been thinking about that a lot lately, and you maybe have seen this. You can continue to grow bigger, but the question is, does bigger equals better or do you just want to do better? I’m really wrestling with that question now as well.

    Dr. Mandi:  I think my sense is that if it were really all only about making more money, then I could grow bigger. I would make a lot more money. I would probably have a lot more turnover and people wouldn’t feel as connected and I wouldn’t have that same sense of longevity. I decided that trust and collegiality that come from knowing each other and trusting each other’s work was more important to me than more money. And that was definitely a growth too. 

    I’ve never really made money as a grad student and then early practice. I was never very profitable. And so to get to a place where I’m comfortable with what we’re doing and wanting to get better at it.

    Dr. Sharp: Yeah. Well, and for me, that’s why it’s so important to have some sense of your why. I know it can shift over time, but for me, It’s easy to get deluded or distracted. Money is a big one, of course, but also just prestige or respect or whatever you want to call it, or just the sensibility or something. That’s an addictive feeling. So to be able to tune back in like it sounds like you are doing and say, does this align with my why, with the values for this practice?

    Dr. Mandi:  It has ended up being so tremendously important. And again, I kind of stumbled into it. Again, when people are starting a business, a lot of people spend a lot of time thinking about their business plan and they think of the vision in the beginning, but because I jumped into it with two feet, just having seen there’s office space, I didn’t come around to the vision. It was like I had the gut of what I thought I wanted it to be but I’d never really articulated it.

    And it wasn’t until we did this major website overhaul starting in fall 2019, and one of their first planning questions was, what are the three words that you want this website to evoke? And so I really had to stop and think about what are the three words that I want Small Brooklyn Psychology to be defined by. And we came up with, we want it to be warm, competent, accessible. And that has been so instrumental, actually. Having to define those words for me was really now this touchstone in a way that you think, I know we should do that, but I never really did it. But now that I have it, I do find myself coming back to that all the time.

    And it really is driving a lot of my decisions going forward so that when I am torn by do I hire 3 new therapists to address this need or do I try to connect them to other services and accept that that’s just the way that it’s going to be, but that helps us to stay warm, competent, and accessible, then that needs to be what we do. So it has been really important. And I would recommend it to everybody.

    Dr. Sharp: Yeah. And I think there are a bunch of different ways to go through an exercise like that. It sounds like you had a great web developer who pushed you into that.

    Dr. Mandi: They were great. Absolutely. And I think they did a good job of creating that site that evoked that. In fact, Stephanie Nelson was one of the first people to see the website when it was first published. And she was like, Wow, it’s so warm. You look like you really know what you’re doing and you’re approachable.” And I was like, “Yes.”

    Dr Sharp: We nailed it. I love that.

    Dr Ajmani: Wonderful.

    Dr Sharp: That’s fair. Yeah, that’s super cool. I mean, the more that I do this, just this idea of like values. Values are so important and what do we really stand for and what are we working for? And there’s a lot of stuff out there. I don’t know. Kim Dwyer has been on the podcast, she does values-driven practice. There’s so much out there to help folks nail these down.

    Dr. Mandi: Yeah. I think that having those three words to guide us and then expanding from there has been really helpful. So when I re-up several employee contracts this year, I made it a point of creating a separate page that was like the philosophy of Small Brooklyn, just to make sure that we were all on the same page to really spell it out.

    And I think that those particular aspects were part of what drove that. And then talking about it more in the sense of, Hey, we are here to make a difference in people’s lives. They are not just a case file. They’re real people. And so remembering that warmth and accessibility, and then also being really good at what we do, I think also it helps in those business decisions of course, but then also really infuses the evaluation and the therapy process too. And I’m really proud of that.

    Dr. Sharp: That’s very nice. I just want to sit with that for a second. That’s rare that we can say those words, right?

    Dr. Mandi: It feels wonderful.

    Dr. Sharp: That is so cool. So what’s on your plate now? We talked a little bit about future directions and shaping your practice and things like that, but yeah, what are the important things that you’re wrestling with now?

    Dr. Mandi: Well, I think that right now I am wrestling with how to address all of the new business that we have coming in. I think we did a really good job of getting our name out there and now don’t have the space to take on everybody that we would like to. Especially this year, I did so much outreach with a lot of local parenting groups. Parcel slope parents are Brooklyn-based parenting. It started as an email listserv and now they just have their hands in everything.

    And we’ve really forged a lot of connections within this year. And it’s provided a ton of name recognition, which has been wonderful. I’ve been doing webinars and things like that. We’ve produced our own series of webinars with Parexel parents and with another pediatrician’s office. I was spending Buku bucks on Google ad-words for a while. I was doing a ton of just general networking and meeting with people. And so, I think that it’s really paid off this year in really wonderful ways. I think that our reputation is strong. And now trying to deal with the fallout of that.

    So it’s great that I feel like we’ve achieved our goal in a lot of ways of being an institution that people know of and they trust to do good work, and that feels amazing. And then trying to make sure that we remain worthy of that and also just to continue to help people even when we can’t help them directly. And as a team, we were working on learning more about various niche areas of psychology, of different evidence-based treatments, of different neuropsychology aspects, and really trying to teach each other which has been really great.

    Dr. Sharp: How do you deal with that? Is this through consultation meetings within the practice or what?

    Dr. Mandi: I mean, maybe you would call them consultation meetings. We do team meetings. And for the past two months, we’ve had a schedule where we plan a particular topic on a given day. One of our psychologists had a background in working with seriously mentally ill kids. And so he talked about his experience. What is it like to treat a psychotic 8-year-old? One of our other psychologists shared just yesterday about space, which is a parent focus evidence-based treatment for anxiety in children. And it’s wonderful.

    She’s been doing it for a while, but she really taught us about what that’s like. So, we just have a rotating schedule of different topics to address. And it’s been actually really great. Anytime any of us goes to a conference, we try and bring back some of that knowledge. And I think it’s a good way of sharing the knowledge, but then also spurring the rest of us to learn more and up our game for the next one. Yeah, it’s been fun to support each other in that way.

    Dr. Sharp: I love that. Can I back up a little bit and ask you a question about just your experience getting out in the community. So, it sounds like you’ve done a great job building this practice in a community that was relatively unfamiliar to you, right? So, if someone is looking to do something similar, I get this question a lot when I’m consulting with folks, like how do I build a practice in a place that I don’t really know? What was your magic formula between Google ads and networking and whatever else? What really worked for you?

    Dr. Mandi: So many little things. People ask me this a lot. It’s very unsatisfying to say that I think maybe 5 or 10 different avenues, all working together. I got very lucky early on that my kids’ pediatrician, I told them that I had opened my own practice and they put me on their referral list, and then I started getting great referrals from them. That was really helpful early on.

    This group park slope parents had a really big network of parents that I joined a lot of their groups and would just answer questions, I guess. People would have psychological related questions, I would just answer their questions. And I think I generated some Goodwill in that way. And also some name recognition. I also advertised with them early on because they were really a prime target audience for the kind of work that I was doing. 

    Dr. Sharp: When you say advertised, I know this is a very granular question, but what kind of advertising? Was this like a paid ad in their Facebook group or like on their listserv or what?

    Dr. Mandi: Yeah, so this is an email list. They do have a Facebook group but the email list is much more trafficked. The ones that have paid off the best for you could pay less to get a line in their digest of like a single email that would show up in the digest that I think would get lost. That was my reasoning anyway. Or you could pay more to get a dedicated email that would go out to their entire subscriber list, which was about 5000 or 6000 families. It’s even more now. So, even if it brought in one or two evaluations, it paid itself off very quickly. And I think it helps to increase name recognition.

    So in this particular way, it was just like sending out an email to all of their subscribers. I wrote a couple of blog posts for some kid-related networks. I would reach out early on especially when… there’s a separate one different clinician email lists. It’s still mainly emailed; it’s actually rather than Facebook groups. I joined those early on. And when I saw a name that I saw come up frequently, I would reach out to them and ask to have coffee. I have always been the best one-on-one. I just made relationships that way and kept them, which was great.

    So, it was a lot of dribs and drabs that took a while to really get going. 2013 is when I officially opened. I actually had a baby in early 2014 and then took maternity leave. So, I started from scratch let’s say in the summer of 2014. But then it really wasn’t until maybe 2 or 3 years later that I felt like I was so full that I could contemplate opening a group. So it wasn’t something that happened overnight. Absolutely.

    But I think that the strongest relationships were the strongest referral streams that came out of that were those one-on-one coffees, the ones that I really made a relationship and a friendship with a lot of other psychologists or OTs or psychiatrists, the ones that would end up referring to me, it was just super helpful.

    Dr. Sharp: Yeah. Well, I think that’s a good commentary, I suppose, on what it takes. I know there are practices that can be built entirely on Google ads or one thing or another. But yeah, it really is a combination of many factors at least for us and for a lot of others too.

    Dr. Mandi: I did do the Google ads too by the way. But it really wasn’t until I started the group and all of a sudden have had a much bigger caseload to fill, that’s when I started at Google ads. And it worked out really well for us too. But I was very happy to turn those off earlier this year. It’s a lot of money month to month.

    Dr. Sharp: Yeah. How did you handle that in the beginning when you brought your clinicians on in terms of navigating a caseload that was not full? How did you talk with them about ramping up or did you somehow have them fully scheduled when they started? How did that work?

    Dr. Mandi: I actually did pretty well from the get-go. So when I first hired them, we had a salary model that is a little weird. I would pay them a percentage of what we would bring in but it wasn’t a fee for service. That was just the structure of how they would get paid, but they would still participate in team meetings and occasionally do talks and things like that. So I didn’t pay them by the hour or anything like that. And I think that because I already had quite a good weight on my own, I was able to take those clients and then fill those early months. And then we had a pretty good momentum going on.

    One of them was only working half-time. She’s with me still. And so I didn’t have as many to fill. And the other was full-time but we still managed to do pretty well through that summer and fall, which is when we first started. It was only in the wintertime where I decided I was big enough, I guess, to raise my rates. And that’s when we started to see more of a drop-off. And I never fully knew if it was because we raised our rates or not, but I went ahead and dropped back down a bit to be just under the leading people so that if somebody was trying to decide between me and say like one or two other people, they would go with a slightly lower person. That worked pretty well for me for a while.

    So, there definitely were some times where things were a little slow but they both just took it in stride. It wasn’t easy, but I think that they just knew that that was some of the tribulations of having a private practice job. Now, when the pandemic first started, I had just hired Natashia Brown who is a new neuropsychologist. She was my first salaried full-time person and she literally started the day before we closed the office. That was stressful. But she’s such a trooper. She has been such an amazing part of the practice and just really hanging in there despite meeting everybody once and then not again for a very long time. And it was quite an interesting thing. 

    Dr. Sharp: Yeah. I mean, it was one of those things you roll with it and you figure it out and use your problem-solving skills.

    Dr. Mandi: Oh, yes. I never know what the pandemic is lurking behind those walls.

    Dr. Sharp: I think this is a good example though, again, that calling back to what you said in the beginning about, I called it imperfect action, but just rely on your skills and have some confidence to know that things are not going to be perfect and you do it, right? I think clinicians get stuck in that, well, I can’t expand unless I have a full-time caseload for everybody I bring on. The truth is that is not how it works. I haven’t seen many private practices do it that way. Like there’s always a ramp-up period. It’s always a conversation with the clinician, like, hey, it’ll be a little slow for a month and then I think it’ll be fine.

    Dr. Mandi: I totally agree. And I think it’s that way anytime you’re starting a private practice. I think there are plenty of people who maybe are transitioning say from a full-time job somewhere else to private practice, and a lot of people do this thing where they work nights in their private practice and they work days at their job until they feel safe enough, I guess, with their caseload to jump into private practice. And I absolutely understand why people need to do that financially, but at the same time, it doesn’t give you a lot of space for really visioning what your practice is going to be for like really getting everything set up. Some of that really does need to be just a leap and getting going. And then in a lot of ways, the business will come once you are fully committed to it.

    Dr. Sharp: Right. So let’s see, this has been a great conversation. And as we start to wrap up, hopefully, might end on more of these values talk because your values are I think notable. Warm and accessible are unique.

    Dr. Mandi:  And competent.

    Dr. Sharp: Well, I’m going to leave competent. I think we all want to be competent. But the thing that stood out to me is “the warm and the accessible” And so I’m curious, how does that show up day to day in your practice? Do you see what I’m getting at? Like what do you do or not do? How do clients see that?

    Dr. Mandi: I think that being a human is really important. We see people across the lifespan, but we definitely have a real focus on kids and families. And being a parent with a kid who needs extra help is so scary. And the psychology world, if you’re not familiar with it, it’s just such a black hole and very intimidating. And I think that there are clinicians who can be intimidating or at least parents come into it. I think I sort of expect that sometimes.

    So to have a human on the other side of the phone talking to you about how scary this must be and how, yes, you’re going to try and really understand everything about their kid and understand that everything about their family, and give them the information they can use in some really accessible but practical way that will actually be worth their time and their money, it just puts everybody at ease so much. In my mind, it makes people more comfortable with us. It makes them more open with us to be able to share information that maybe they would have held back but actually gives a lot of color to the evaluations that we’re doing, the therapy that we’re doing.

    I hope it is giving a better sense of or a better impression of what psychology and mental health services can be too. There’s so much of this stigma. Obviously, people talk about stigma quite a lot. And so, knowing that you were talking to somebody who really wants to understand and to help break down barriers. And it can really get a lot of parents who are nervous about this and who are questioning whether this is really the next step for their kid to take that next step and invest the money and the time and trust somebody when they’re nervous about what that really means.

    Is this somebody that’s going to label my kid? Is this somebody who’s going to find something wrong when there really isn’t? A lot of times you have one parent who is onboard and the other one who really is not. So, having a warm and accessible person on the other line to talk to that person and help them to see that we’re just not going to find all the things that are wrong with our kid and not look for the strengths and all of that, I think it opens the services in a way that it wouldn’t otherwise.

    In addition to just making it a more pleasant experience for them and for us, I love making real connections with families. It’s really one of the most rewarding parts of my job. And really feeling like I’ve made a real difference in a family’s life like that is why I do this. And it’s so wonderful.

    So it starts from that first phone call or email. I always try not to use templates. I obviously do email templates and stuff, but I always try and like insert other things that make it sound like they’re really talking to a real person instead of a script. I have a lot of drinks and snacks in the office. I have tried to decorate it in a warm and comfortable living room way. I schedule really long parent interviews. Our parent interviews are scheduled for 3 hours. I know I’m down.

    Dr. Sharp: Really, 3 hours?

    Dr. Mandi: I know.

    Dr. Sharp: No, it’s great. I’m a 2-hour interviewer.

    Dr. Mandi: I’m trying to dial it back down to 2 hours and we can usually get in. If you specify it’s going to be 2 hours, there’ll be two hours. If you specify 3 hours, it’ll be 3 hours. But what I like about that is that it gives them more time to just get comfortable and warm-up and really like to tell us some things that maybe they wouldn’t feel comfortable with otherwise.

    Dr. Sharp: Totally agree.

    Dr. Mandi: I think all of those things. And then also I really put a lot of emphasis in the report about being very clear, very accessible. I really want them to understand that language and not take this weighty tome that’s in a lot of jargon and have no idea what it means or what to do with it next. That would be the worst. What is the point of any of it if we can’t understand what’s in that report?

    So this year actually, I have spent a lot of time working on reformatting our reports in hopefully very warm and accessible ways but continuing to use just like very simple and plain language. So, I’m hoping that it’s coming through really the entire process. And it seems to be working so far.

    Dr. Sharp: That’s so great to hear. It’s just so cool. I appreciate you talking through all these things. It’s clear that you’ve built something pretty special there. And I just have to say I remember back when you looked at that office space and you were like, it’s got the exposed brick. It’s amazing. And to see now a few years later, everything that’s going on and what you’ve built, it’s incredible.

    Dr. Mandi: I feel really lucky.  I have an incredible team. I lucked into this amazing office and I’m very proud of the work that I’ve done to get us to this place. I’m really glad to share it with some pretty great clinicians too.

    Dr. Sharp: Absolutely. Well, Mandi, thanks so much for coming on. It was great to talk to you. I hope our paths cross again soon.

    Dr. Mandi: Hopefully at a conference where I can have a big hotel room to myself sometimes. Thanks, Jeremy. I appreciate it.

    Dr. Sharp: Yes.

    Thank you all for listening to this episode. I hope you enjoyed it. It’s so cool to see everything that Mandi has put together. And I definitely took some nuggets from that one and will be thinking about some strategies to implement in our own practice moving forward. So I hope you enjoy that.

    More episodes are coming up, of course. I’ve got plenty of fantastic clinical interviews and business episodes coming up. Let’s see, Uriah Guilford is coming back to talk about technology and productivity and all other things. I always have dynamic conversations with that guy. Clinically, I’m going to be talking with the guys who developed the SPECTRA. Let’s see, we’re going to be talking with the guys from the Milan family of instruments, the MCMI, the Mackie, and a number of other fantastic guests. So, if you haven’t subscribed to the podcast, now’s a great time to do that. Just make sure you don’t miss any episodes.

    And like I said in the beginning, if you’re an advanced practice owner or hoping to be an advanced practice owner, so hiring or streamlining or growing or developing additional streams of income, I would invite you to check out The Testing Psychologist Advanced Practice Mastermind if you’re looking for a group coaching experience to give you some accountability and support in that journey. You can go to thetestingpsychologists.com/advanced and get some more info.

    Okay, y’all take care. Take care of your families. Take care of your work. And I’ll talk to you next time.

    The information contained in this podcast and on The Testing Psychologists website is intended for informational and educational purposes only. Nothing in this podcast or on the website is intended to be a substitute for professional, psychological, psychiatric, or medical advice, diagnosis or treatment. Please note that no doctor-patient relationship is formed here. And similarly, no supervisory or consultative relationship is formed between the host or guests of this podcast and listeners of this podcast. If you need the qualified advice of any mental health practitioner or medical provider, please seek one in your area. Similarly, if you need the provision on clinical matters, please find a supervisor with expertise that fits your needs.

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