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    [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.

    All right, everybody. Thanks for tuning into The Testing Psychologist podcast today. Today’s episode and next Monday’s episode are going to be a little bit different. I have taken a bit of a break from interviews to dial things back and do some planning for the next few months. I did not want to leave you without any content so I am trying a re-release of two of the most popular episodes from the past.

    So today’s episode is my interview with Dr. Karen Postal. This is from way back episode number 26 when Karen came on to talk through many of the principles and strategies from her book that [00:01:00] she co-authored with Dr. Kira Armstrong called Feedback that Sticks. Since this interview, I’ve implemented a lot of these strategies in my feedback sessions and I’ve heard from many listeners over the years that also have taken a lot away from this episode. So if this is the first time you’re hearing this episode, welcome. I hope you enjoy it. If it’s a repeat play for some of you, I hope that you take away some new nuggets or maybe refresh your mind on some of the things that you may have forgotten.

    Okay. Please enjoy this repeat discussion with Dr. Karen Postal from episode number 26.

    Hey, y’all. This is Dr. Jeremy Sharp. Welcome to The Testing Psychologist podcast, episode number 26.

    Hey, everybody, welcome back to another episode of The Testing Psychologist podcast. I’m Dr. Jeremy Sharp. I hope you’re all doing well this morning or this afternoon, whenever you might be listening.

    Today’s episode is one that I’ve been looking forward to for a long time. As I mentioned in past episodes, I have been going back and forth with Dr. Karen Postal to schedule an interview with her. And today is that day. I am very excited to have her on the podcast. We’re going to talk about a lot of different things related primarily to feedback. Karen has written an amazing book called Feedback that Sticks. We’re going to talk about some of those pieces, as well as some other things that she’s got going on.

    Karen, just briefly, welcome to the podcast.

    Dr. Karen: I’m very happy to be here. Thanks.

    Dr. Sharp: I’m very happy to have you. Let me do a more lengthy [00:03:00] introduction and then we can jump into it.

    Dr. Karen: Great.

    Dr. Sharp: Dr. Karen Postal is board-certified in neuropsychology and pediatric neuropsychology. She’s a clinical instructor at Harvard Medical School where she teaches postdoctoral fellows in neuropsychology. She is the president of the American Academy of Clinical Neuropsychology.

    Dr. Postal has a lifespan private practice dedicated to helping people think better in school, at work, and throughout later life. She frequently works with students from elementary school through college to overcome barriers to academic success. She also has expertise in working with traumatic brain injury.

    Dr. Postal is the author of the Oxford University Press book Feedback that Sticks: The Art of Effectively Communicating Neuropsychological Assessment Results.

    Karen, once again, welcome. I’m so glad to have you this morning.

    Dr. Karen: Yes. I’m really excited to talk to you.

    Dr. Sharp: Good. I know that we’ve had [00:04:00] some rescheduling bumps over the past few weeks. That’s the thing that happens over the summer. So I’m really glad that we’re able to connect and have some time this morning to talk through your book and maybe some other things as well.

    Dr. Karen: Sure.

    Dr. Sharp: Maybe we could start off if you could talk just a little bit about what your practice looks like right now. I know you’re doing a little bit of research as well. Could you just give me an overview of what your professional life looks like these days?

    Dr. Karen: Sure. Most of my time is spent in my private practice. I see kids starting at age 6 and I go all the way up to geriatric folks, 99, 100. It’s a really varied patient population, which I like a lot. And then I teach once a week.

    The research that I’m involved [00:05:00] in, most of it has to do with how we communicate better with our patients, with colleagues, and most recently, in the court system. I do qualitative research. The book that you mentioned, Feedback that Sticks was the result of a three-year qualitative research project. My co-investigator for that one was Kira Armstrong. And then more recently I’ve been involved in a qualitative research project looking at how we communicate better in the court system. How do we share our results with jurors, judges, and triers of fact?

    I also do some research on report writing. We’re in revisions with a paper, a group of assets at Harvard Medical School. We call it The Stakeholder’s Project. [00:06:00] We’re looking at what are stakeholders in the neuropsychology report writing process. Think of what we’re doing. So we asked neuropsychologists and we also asked our referral sources, physicians, and other referrals to comment on the reports and that’s been super interesting.

    Dr. Sharp: Sure. Is that the thing that you are hoping to turn into another book or what are you looking at as far as […]?

    Dr. Karen: The Stakeholder’s Project, we are in a revision process with the clinical neuropsychologist. So it’s a journal article at this point. Most likely we’ll go on to survey other stakeholders including patients, patients’ families, probably school districts as well, and the attorneys: what they need, what they think of what’s valuable to them in our reports.

    Dr. Sharp: Well, I can just say that I think all of that information is so [00:07:00] relevant and very practically applicable. As you’re describing that, I’m like, please, I needed that yesterday.

    Dr. Karen: I always tell people that I feel very selfish in my research because as I’m talking with colleagues about best practices for communicating with patients and writing reports, I’m really busy integrating that stuff immediately into my practice. So it makes me a better practitioner.

    Dr. Sharp: Sure. Well, I guess you can make the argument, that’s the best use of research. You can turn it around right away.

    I know we have some other things to discuss, but I am curious how you run a research program primarily as a practitioner. I think a lot of folks may be interested in how that works.

    Dr. Karen: The genius thing about having one’s own private practice is that you can make an executive decision that [00:08:00] it’s worth your time to engage in research. For me, I follow my passion in terms of what I’m truly interested in. And so, for me, communication has been my main clinical and research interest. As a private practitioner, I can just say, you know what, I’m going to devote so many hours of my time and essentially pay myself for that time and then engage in the research. It’s not grant-funded, I suppose I could go out and look for grants, but essentially by the time I did that, the hours and hours and hours of grant writing, I could just do the research itself.

    I fund my research with [00:09:00] my income from my clinical practice and then in turn that research gives me a platform to talk about my work and leads to more referrals. In other words, it helps people know that I am a skilled clinician. I’m just realizing the phone is ringing in the background. I’ll turn that off.

    Dr. Sharp: Sure.

    Dr. Karen: Oh, sorry. The research and the writing that I do help people understand that I’m a skilled clinician and it leads to more referrals. Therefore, I think it’s a wise business practice. [00:10:00] There’s a lot of psychologists who do that. Robert Heilbroner is a great example of a clinician who’s done a ton of really wonderful work. Manfred Greiffenstein who we just lost, was a wonderful clinician and researcher. Basically, he had the same model. They were people who did a lot of very helpful work but self-funded.

    Dr. Sharp: Yeah, sure. I think about it from the business side. We talk about that a lot on the podcast. I would imagine that’s certainly not the only reason you wrote the book, but it certainly doesn’t hurt either. I would imagine people read the book and probably seek you out and that’s it.

    Dr. Karen: Yeah. I think it’s a smart business decision, but in a way, I get to fund my research habit with my clinical practice.

    [00:11:00] Dr. Sharp: Yeah. Well, that’s great. I admire how you and others have integrated research into your practice. I think that’s something that can get lost pretty easily once we move into clinical work. 

    I am really curious, just to transition a little bit, how you came to the idea of writing a book about feedback specifically.

    Dr. Karen: Well, I read a book called Made to Stick. I don’t know if you’ve come across this book. It was a best-seller in the business trade book market for two years in a row. It was wildly popular. It was written by Chip Heath and Dan Heath. One is a folklorist and one is a professor of organizational behavior at Stanford Business School. It was this genius book where they were looking at the question, how do we [00:12:00] take boring information that is outside the framework of listeners’ understanding and make it compelling and interesting.

    They gave this great example, there’s a nonprofit organization called Center for Communicating Science to the Public. I have something like that. This nonprofit is a national organization that they’re tasked with explaining nutrition information and other health facts to the American public. The authors of this book said it’s just intrinsically boring information that most people ignore, right? I mean, we all know [00:13:00] that we should be counting calories and looking at cholesterol, et cetera, but very few of us actually pay attention to that.

    This group had this breakthrough where they were supposed to explain the amount of saturated fat in the movie theater popcorn to the American public. And instead of having a press conference with some charts and graphs, they did this amazing thing. They took this banquet table and they put an entire day’s worth of disgusting high-fat food; eggs, and bacon for breakfast, big Mac and fries for lunch, a steak dinner with all the trimmings for dinner. They put that huge banquet out and then they also put a single small movie theater tub of popcorn and they had their press conference. And they said, you could [00:14:00] eat all of this high-fat food, or you could have the same amount of fat in this small popcorn.

    I don’t know if you remember this, but I remember this. It was all over the Today Show. It’s about 15 years ago. The Heaths point out that within two weeks, the Ever Single Major Movie Theater chain switched the oil that they use to pop their popcorn too low saturated fat. It was so wildly successful. What they point out in their book and their research is that we can take even intrinsically dry boring information and make it compelling and engaging if we work at it.

    I read this book and I was like, oh my God, that’s exactly what we need to do in this field, right? Here we’re sitting in feedback talking to people about standard [00:15:00] scores and statistics and T scores and Z scores. It’s not accessible. It’s boring. It doesn’t necessarily connect with people’s lives. And if we’re going to do all this work to do an assessment, we really need to figure out how to make this information accessible, understandable, and memorable for people. And so that was the aha for me, was reading that book.

    Dr. Sharp: What a story. I like that last thing that you said about making it accessible and meaningful. It is easy I think to get bogged down in a lot of the dry information and to just know what’s important to different people.

    Dr. Karen: I think so. Another point that the Heath’s made, and I think it’s so critical is that, as professionals, it doesn’t matter what your profession is. You could be an accountant or an attorney [00:16:00] or a physician or a psychologist, we’re so used to speaking in our jargon and thinking with our basic assumptions that we learned in psychology 101 all those years ago, that those assumptions and jargon, it becomes invisible to us.

    So we literally can’t see that other people have never heard our jargon or they don’t know our basic assumptions. And so our message is inaccessible to them. It’s like, if you or I sat down with our tax attorney and they started talking about what they talk about, we can’t access it. It doesn’t make sense to us. We can’t remember it. Not because we’re not smart, we’re smart, but it’s just we haven’t heard those assumptions. We don’t know that jargon. And so part of what my research has been about is how do we [00:17:00] consciously and intentionally create access? Be aware of what words really are jargon that people don’t really know about and be aware of our basic assumptions and needing to explain those in an engaging way.

    Dr. Sharp: Sure. I think that makes a lot of sense. As we’re talking about it, it occurs to me it’s almost like we have this feedback session time to teach someone an entire or a family, an entirely new topic in an hour or an hour and a half, and somehow make it relevant to their lives, but we’re starting from zero and there’s a lot of information.

    Dr. Karen: I truly believe that it’s the most difficult thing that we do as professionals, being able to take all of this rich data from the history, from the medical records, from our testing, [00:18:00] our knowledge of statistics, developmental history, brain function, and communicate it in a way that’s accessible as you said, in an hour without losing people. It’s very difficult.

    Dr. Sharp: Well, I think that’s a nice segue to talk through some of the things that you found that you ended up turning into this book. I just want to point out before we totally dive into it, that something you said earlier sticks which is that this is research-driven. You were pretty methodical in putting this information together, interviewing folks around the field, getting it on the ground perspective for what really works in feedback sessions. I think that’s really valuable. It’s not just theoretical.

    Dr. Karen: Right. My goal and the goal of [00:19:00] Kira Armstrong, who was a co-investigator, we really wanted to interview seasoned neuropsychologists who had methods that they felt were really effective in communicating specific issues. So we ended up interviewing 85 seasoned neuropsychologists from across the lifespan in different practice settings. And we said to them, look, all of us have had the experience of talking to patients and their families and you’re explaining stuff and you can see their eyes are gazing over, you’re losing them. And other times, you can see by what you’re saying, that they’re nodding and they’re smiling and they’re with you and they’re [00:20:00] engaged in a back and forth.

    And most of us, when we hit upon a way of explaining something where we really see that our patients are understanding it, we’ll use it again. Those stories, those analogies, those concise explanations. Over time, we’ve hit upon those. And we use those pearls on a regular basis. Or maybe a supervisor or close colleagues shared those with us. And so we said to people, look, that’s what we want to hear about. Don’t tell us theoretically what you might say, but what do you actually say. We ended up collecting thousands of those pearls from our interviewees. And that’s what we put together in a book.

    Dr. Sharp: I would love to hear some of that. I think there’s a lot that goes into a feedback session. So maybe [00:21:00] from a big picture perspective, can you speak a little bit to what y’all found makes up, let’s just say, a generally positive or successful feedback session to create a good experience for the family?

    Dr. Karen: Sure. The first thing that we found, and it was very clear to us early on in the research was that there’s no one single way to provide outstanding feedback. It really was multiple effective strategies that really depend on the practice setting, the disease entity, the culture, the language background, the family systems background, and then the test scores themselves. So, pretty early on in the research, we realized that what we were going to [00:22:00] find was multiple effective pathways.

    As we personally heard these pearls and methods, some of them would fit with our personality. And they were like, wow, I definitely can see myself using that. Others might’ve been a great thing to say or a great way to approach it, but may not have felt quite as comfortable.

    So the research, and looking through the research, the book format was the way we decided to publish it because it was just so much. It couldn’t have possibly gone into a journal article. But as you access all of that rich data, what we found most people do is they’ll end up gravitating to certain pearls and methods and other methods they won’t gravitate to so much. So that was the first thing that we found.

    [00:23:00] Another thing we found is that even though there were multiple effective ways of approaching feedback, there were some common denominators. One of the things we hear very frequently from seasoned clinicians is that it is well worth our time to engage in feedback sessions. I say this because the process of doing a feedback session at all is really something that’s evolved in our field.

    When we interviewed senior neuropsychologists, meaning, folks who were around from the beginning of our field of neuropsychology, what they told us is that back in the day, they were discouraged from giving feedback sessions. Most people [00:24:00] learned in their graduate and in post-doc experiences that what you did is you did the test and you wrote a report, you sent the report to the referral source, and that person gave the feedback.

    As we’ve gone through a process, I think where patients are much more empowered, they really want to know about their healthcare. They don’t want Marcus Welby to make decisions for them. They want to be equal participants in making decisions. The focus has shifted to direct feedback. In fact, in a research project where we asked referral sources about our stakeholder’s project and report writing, we asked referral sources, Hey, do you like to give feedback about the neuropsychology assessment or do [00:25:00] you like the neuropsychologist to give the feedback? And overwhelming, referral sources said, oh no, we want you guys to get the feedback.

    Dr. Sharp: Sure. That makes sense.

    Dr. Karen: Yeah. We had interviewed Muriel Lezak about, well for the book, and she had said to us, she thinks it’s immoral to spend all this time with the patient doing testing and to give them either a super brief feedback session or no feedback session at all. She called it a hit and run assessment, which I thought was always. Mark Brisa, who’s a wonderful neuropsychologist in Texas, he calls it diagnose and adios. If you just say to a person, look, here’s the diagnosis and you spend 10 or 15 minutes with them, ask the existential question, was it worth all this time?

    [00:26:00] The other thing that we found which was a real common denominator is, people really believe in the process of feedback and think it’s a worthy thing to do. Most clinicians felt that there was something psychotherapeutic about feedback. In other words, that real seasoned clinicians saw feedback sessions as an opportunity to do their clinical work with folks. And that plays out in a lot of different ways.

    Many clinicians told us that this might be the only stop along the way in medical care where after a traumatic brain injury or with a developmental disability or something like Alzheimer’s disease, that a clinician really gives a person and their [00:27:00] family an opportunity to grieve. Many clinicians spontaneously brought that up with us. They said this is really a place where at some point we need to just stop talking.

    Most had some language that they would use to invite families into that grieving process. Some it might’ve been as simple as, this is really hard, or this is really sad. Sometimes it was a little bit more specific. Mike Westerfield had said something that was so striking. He says to families when a child has had a traumatic brain injury, he will say, your child was injured but really you all were injured as well. It night might not be a physical injury but it’s been an emotional one.

    And so many clinicians [00:28:00] rely on their primary psychotherapy training to not only share information in the feedback session that really open up a space to process that information.

    Dr. Sharp: I think that’s so important. I’m just thinking back to many feedback sessions of different types. You can see the tears welling up in a parent’s eyes, and like he said, just to stop and say, I know this is really hard to hear.

    Dr. Karen: That is right. This is really tough to hear.

    Another common denominator with feedback is that many clinicians felt like one of the goals is to help empower people. Mark said to us, and I think this really summed up what a lot of clinicians felt like that if you just gave the [00:29:00] diagnosis information but didn’t help the patient or family understand how they might make changes in their life, then you really haven’t done your job.

    So empowering could look like helping families understand how to navigate an IEP meeting or helping people connect with resources in their community or helping people understand how they might get accommodations at work. Sometimes the empowering us about how to help people reframe the use of compensatory strategies. For example, one of my favorite Pearls in this area is, I don’t know if you work with elderly folks or not but I see a lot of people where we’ve identified either an early Alzheimer’s [00:30:00] disease or mild cognitive impairment where there are some memory issues and I’m introducing the concept of using some compensatory strategies.

    I think it’s very similar to hearing aids. A lot of people know they need hearing aids, but they’re embarrassed to use them. And for a lot of folks in the 65 and over the crowd, they feel very embarrassed about using memory compensatory strategies. It will Telegraph to people that there’s something less than about them.

    What I’ll say to people is like, Mr. Smith, what you need is a presidential assistant. You got president Obama or you had to suss out if they’re Republican or Democrat, you can fill in your president, President Obama when he goes to a major state dinner there are like 300 people in the room, he [00:31:00] doesn’t remember the names of everybody. He probably doesn’t even remember that he’s met most of the people on the ground. He has a presidential assistant that stands by his side and says, sir, this next person in line is the ambassador to France. You met him last year with his daughter who’s a soccer player. And then President Obama will say, oh, Mr. Ambassador it’s nice to see you, how’s your daughter doing with her soccer game? And the president will look like a hero and the ambassador will feel great. Mr. Smith, that’s exactly what you need when you go to the Seniors Center. You need a presidential assistant to stand next to you and say, Hey, that’s the Jones’ and we just played bridge with them last week. They’re going to go to Hawaii on vacation. Why don’t you get your wife to act as your presidential assistant?

    Dr. Sharp: I like that.

    Dr. Karen: And so you’ve reframed that idea to a status symbol as opposed to a symbol of weakness. And that’s one method that you can use to empower people.

    [00:32:00] Dr. Sharp: Yeah. That’s great. There we are. There’s something right away to take away. Empowering folks. Making it a therapeutic process.

    Dr. Karen: Yeah. The other thing that came out which really fascinates me, I always loved sociology when I was an undergraduate, but we heard a lot about the use of social pragmatics in a therapy session. One is the tone of voice, one is facial expressions, the extent to which you might share personal information, how rapidly you’re speaking, the use of jargon, body language, all of that. It’s the language behind the words. It’s not necessarily what you’re saying, but it’s how you’re saying it.

    The classic example of that is the phrase, let’s go outside. If you’re [00:33:00] sitting with someone in a bar and you say that to them, depending on your social pragmatics, you might mean, Hey, let’s go fight or, Hey, let’s go outside and smoke a cigarette or whatever together. So that social pragmatic, that language behind the words is really important in communication.

    What seasoned folks were telling us is that they specifically manipulate those factors to reach clinical gangs. In our personal worlds, we all have one set of social pragmatics, and we might have different sets of social pragmatics that we use with different sets of people.

    I recently interviewed Desiree Byrd who’s a wonderful neuropsychologist and researcher. She was telling me [00:34:00] that there’s a sociological term called code-switching which many African-Americans will describe as a way of saying, we have one set of social pragmatics, tone of voice, even accent for one group of people that we specifically switch in different situations. So what we discovered in our research is that many clinicians in the feedback session will take what they would normally use in terms of tone of voice and body language and alter it for clinical aim.

    I’ll give you a great example. Gordon Clooney had said to us that for most of his patients, he has really folksy social pragmatic. He’ll lean forward in his chair. He has a slow tone of voice. He doesn’t use any jargon. He’ll [00:35:00] say stuff like, Hey, does that make sense to you? But he says, when he has a patient that’s super high status, like an attorney or a physician or a CEO that he’s tested, he will specifically change those social pragmatics. So he’ll lean back in his chair and he’ll purposely use jargon and he’ll speak more rapidly and he’ll make more direct eye contact because he wants to alter his authority level through those social pragmatics so that the person will listen, respect what he is saying. It’s really fascinating.

    Another thing about the authority that I think was really interesting, most of us if we have a psychotherapy background, we’re trained in one of the many schools of psychotherapy where we’re taught to either [00:36:00] have an equal sense of authority, status level or one down, right? The classic style munching family therapy is that one down stance or super neutral, like, the Carl Rogers, super neutral or the Floridian, not even saying anything at all, right?

    A feedback session we heard from many people is a really unique time for a psychologist or a neuropsychologist when sometimes we have to take a voice of authority. Aaron Nelson, he’s a wonderful neuropsychologist in the Boston area, he said, it’s your job sometimes to be the authority figure. And you’ve got to be willing to step up and be that for people.

    Oftentimes, people need to have some direction that directly relates to safety issues [00:37:00] like driving or medication management or whether it makes sense to go back to work a certain amount of time, whether it’s safe to do so and having a one-down position or neutral position really isn’t necessarily the clinically best thing to do.

    Dr. Sharp: Yeah, I think that’s really important. I’d imagine some folks may be listening saying, well, I’m not sure how to do that or that’s hard for me.

    Dr. Karen: I’ll tell you a funny story. I had given a talk about this research to a group of developmental pediatricians at Tufts Medical School. There were, I don’t know how many, there’s like 20 or 30 of them in a room. They’re all MDs and they’re listening to this. Part of my goal was to share this research with them and [00:38:00] then get their feedback on how this might differ from the way that they engage in feedback with patients. When I came to this voice of authority portion of it, they all said, oh no, we have no problem with that.

    As physicians are taught from day one, you got to take the authority. But just as you point out psychologists, we are just not used to doing this. I’ll give you a great example. If for those people who work with dementia, probably the number one difficult thing to do is to successfully have a conversation about driving.

    If you have a geriatric practice, you will have experienced the following a lot. One common thing is you’ll say, well, how is mom [00:39:00] driving? Or how is dad in the car? And the adult children will look at you and they’ll say, well, I don’t know. I won’t drive with them. Or you’ll say, well, this person is pretty severely demented and I’m concerned about their driving. They have maybe a mini-mental of 16, or they have a full-scale IQ now of 60, that they’ve failed all the attention tests. I’m really concerned. And you’ll get the adult children in the room saying something like, well, he only drives to the post office and back.

    What’s really happening is, patients with dementia have true anosognosia. They have a true neurologically-based unawareness of their deficits, but the part of their brain that could tell them that they’re not safe to drive, that part doesn’t work anymore. So they can’t know, but [00:40:00] family members often have a psychologically-based denial. They understand that driving in this country has a lot of very rich, deep, important meanings for adulthood, independence, agency, dignity, and taking away a driver’s license is taking away something much more from their parent, right? They know it’s going to hurt them. And in a way, it’s kind of the death now for that person still being their parent in the way that they relied on through their whole life.

    When you have a parent who’s who has Alzheimer’s disease, you’re losing that parent. And when you come to the realization that you have to take their driver’s license away, there’s no denying that [00:41:00] you’ve lost them. It’s a horrible moment for everybody. But if as a clinician, you can’t make it happen, then you think about, well, I’m going to drive with my children in the car tomorrow and that exact same person could kill all of us. There’s public safety and there’s a personal safety issue. That’s so compelling, but are literally fighting against the patients neurologically based unawareness and the family members’ really compelling psychological defenses. So how do you do that?

    That was one of the main things that we asked people who were seasoned, and I’ve got to say, one of the absolute best methods. A few different folks told us about this. People tend to use this one. [00:42:00] Originally, I think I first heard it from Mark Burris, again, but what you say to folks and again, you have the patient in the room, the adult children in the room, and you say to folks, no one ever reads the fine print of their auto insurance policy. But let me tell you something. Every auto insurance policy written in this country has this little paragraph that says that if you have a medical condition that makes it impossible for you to drive safely, they don’t have to cover you.

    So if dad gets into an accident, and the insurance company gets a hold of his medical records, they don’t have to cover this accident. He could lose everything he’s ever worked for. Similarly, I usually use both. I say also, everybody sues everybody in this country. And [00:43:00] so if dad gets into an accident, even if it’s not his fault on the way to the post office, then the person at the scene might get the idea that he has a memory problem because he’s asking questions over and over again. That person could Sue him even if it was her fault. They would get his medical records showing that he has Alzheimer’s disease and never got a driving test to prove he safe. Your parents could lose everything they’ve ever worked for. I am telling you, the first question out of the adult children’s mouths after you give them that Pearl is, where do we get the driving test?

    Dr. Sharp: I can see that.

    Dr. Karen: Because now you’re looking at a financial issue. If they lose everything they’ve worked for, how are we going to support them? Or are we now going to lose our inheritance? [00:44:00] It is dramatically effective. For the person who has early dementia or late-stage dementia, even if they’re anosognosic, even if they don’t truly believe that there’s a problem with their driving, then they’ll still agree because they understand if I have this medical condition and I haven’t taken a driving test to prove I’m okay, then I could lose everything I’ve ever worked for. So that’s a very effective strategy.

    Dr. Sharp: Yeah, absolutely. So let me ask you since we’re on this topic, just giving difficult feedback in general, I do wonder, and I selfishly I’m asking for myself, I work with a lot of kids, and so I think about how do you talk with parents about an intellectual disability diagnosis or even autism spectrum. That can be pretty heavy. Do you [00:45:00] have thoughts on that or things that you’ve learned from others?

    Dr. Karen: Yeah, absolutely. It’s such a great question. Just to expand it a little bit, even news that we don’t necessarily consider bad news could be taken as bad news by folks. I’ll give you an example. I had a physician couple that came in to get their child tested. They had their child in a very academically advanced private school. She wasn’t doing very well and they thought she might have learning disabilities. It turns out she didn’t have learning disabilities. She had what I would consider a wonderful IQ. She had a high average IQ, I think let’s say like around 115 or so. The mother was crying in the office [00:46:00] because of that 115 IQ and literally said to me, I can’t believe that this is her IQ level. I’m going to have to rethink her entire childhood now that I know this information. That IQ number was a narcissistic injury to this particular parent.

    Here’s another example. The somaticizing patient where you’ve got great news; you don’t have early Alzheimer’s, or there is no lasting effect from that concussion, or your scores are absolutely normal. That news could be taken as proof that yet one more doctor doesn’t understand them. So there is enormous potential for [00:47:00] whether it’s truly bad news or whether the person thinks that it’s bad news to have people injured or experience what you’re saying to them as extremely difficult to hear.

    Dr. Sharp: That’s such a great point. It makes me think about the flip side too. I’ve had a lot of parents and families be relieved almost to have a diagnosis that others might think is not a good thing. It’s pretty devastating.

    Dr. Karen: Yes, it’s all about the frame. One of the best ways to have a successful feedback session is to go into it knowing what those frames are. And that means that you actually start your feedback session during your initial clinical interview. Karen Willis, [00:48:00] a wonderful pediatric clinician, had said to us, and it just really stuck with me, that if you do the initial interview correctly, you’re going to know the fears of the person or the family. You’re going to know the different perspectives of major players in the family.

    Maybe grandma doesn’t believe in ADHD or maybe dad had it as a kid and the medicine, he felt like it made him a zombie. You’re going to know the theories that people have. Maybe mom feels like the child is really lazy or maybe mom feels like their nonverbal child really has amazing cognitive skills that are hidden. I mean, if you do that interview [00:49:00] correctly, you will know where all the minefields are. And so that way you can tailor the feedback so that you’re going to go softly, or you’re going to Telegraph, or you’re going to inoculate against some of those problems in the feedback session.

    I’m forgetting who it was, but one clinician actually included in her intake form for families, please tell me the estimated IQ of mom, dad, and of the patient. She said she did this because that would Telegraph to her if they already knew that there was a discrepancy.

    Dr. Sharp: Yeah. Oh, that’s really interesting.

    Dr. Karen: Just to have that information before you went in. I think Joe Morgan had said, early [00:50:00] in his career, he had a patient who he didn’t know until the feedback session when she started crying hysterically, that her goal was to go to an Ivy […] College. In the feedback, he was giving her the great news about a high average IQ and he just threw out, maybe this isn’t a Harvard, but this is something, right? It was devastating to her. And he said, from then on, he really made sure in the initial interview that he was getting that information about people’s dreams. So that’s one piece of advice about giving tough news.

    Another wonderful way to think about it, and this was something that [00:51:00] Kira had brought to our research and I think it was her supervisor who originally told her that this idea of leaving the door of hope open. This is particularly relevant when you’re doing assessments early on with someone who has a severe developmental issue or early assessments with someone who’s had say a severe traumatic brain injury or a really catastrophic tumor and oncology at treatment.

    It’s to say, look, I’m going to tell you the worst-case scenario and the best-case scenario. My job is to tell you both. And what I hope for you is that you’re going to come back here in a year or five years and say to me, you know what, you were wrong. The outcome was the best outcome and all of [00:52:00] your dire predictions didn’t come true. I hope that that’s what you’re able to say to me, but what my job is to do is to give you the worst-case and the best-case scenario.

    Once you’ve said that, you’ve left that door of hope open and the person can listen less defensively to both sides. You’re giving them space where you can tell them what you think will probably happen but you also don’t give them that space where they have to be in a situation or just denying it. Like that’s not true.

    Dr. Sharp: That’s great. I like that a lot. That’s another thing I could easily see using very quickly.

    I think we’ve talked a lot about successful feedback and elements that can help it go [00:53:00] well. I wonder if we might talk a little bit about things that people would say are mistakes in feedback sessions or things that I think when I was, either the book or maybe some material online about the book that you said it’s not about the data, it’s not about the scores, something like that. I wonder, are there any common mistakes or paths that people go down that may not be so helpful in feedback sessions?

    Dr. Karen: Yeah. I think that two things that emerged. What clinicians told us, almost all of them said is that the rookie error people make when they’re just starting, is they’re so attached to the test scores. They feel like [00:54:00] their job is to sit down with people and explain all the test scores. And if you’re on the other side of that, it’s number one, mind-numbingly boring. It doesn’t have any relevance to their lives. They don’t understand the basic assumptions of standard scores anyways, right? And it’s not because they’re dumb. It’s just because, it’s like us listening to an hour of tax laws. It’s just boring and inaccessible.

    So most clinicians will say that sharing actual scores is way down on their list of goals for the assessment. A lot of them don’t share scores at all. They interpret the scores.

    Dr. Sharp: I’ve hard that. Yeah.

    Dr. Karen: Now, there are exceptions to rules like this. For me, there are times when I [00:55:00] will start with a score. For example, if I’m assessing an adult for dyslexia and this person is coming in maybe in his 40s because he finally wants to find out, I know that there’s a huge likelihood that all of his life he’s thought he was dumb. And man, if I get an IQ of 100 or better, the very first thing I’m starting with is that IQ score. I’m starting with, I just have to tell you, we gave you an IQ test and you aced it. Lots of people who have reading problems conclude that that’s because they’re dumb, but I want to tell you first piece of knowledge I can give you is that you are not dumb. You are a smart person. So I’ll start with that if it’s clinically relevant, right?

    Or someone who’s worried well, and they come in with a concern that they have Alzheimer’s [00:56:00] disease and they got a really good score on a memory test, I’ll start with that. And I’ll say something to let you know, Mrs. Smith, I got to tell you, you aced that test. If I took 100 people and I put them in a room, you would do better than 89 of those 100 people on this test. You make it accessible. So there are times when a standout score is great, but most of the time scores are not going to help move the narrative along.

    The other thing that is a rookie error that people tend to make is they bury the lead. For some crazy reason, we have this warmth in our field of saving our conclusions in our report to the very bitter end, right?

    Dr. Sharp: Yeah. Right.

    Dr. Karen: We start with [00:57:00] all the minutiae of the history and then all the minutia of the test data. And it’s not until the very last page that you say what you thought, right?

    Actually, we had a writing coach from NASA whose job was to help the scientists communicate better with each other; faster communication with each other. We got him to help us with the question of how do you write better reports on the Inter-Organizational Practice web toolkit, its the IOPC toolkit. What he was telling us is what they did at NASA was they taught people to use an inverted pyramid method for their reports, where they would start with the bottom line and then they would go into details as you need it, just like a newspaper article is written.

    The idea is that we can do [00:58:00] that with our feedback sessions as well. Why bury the lead? Why use this strategy of first talking with people about how we got to our conclusions and then finally at the last minute sharing our conclusions? Why not instead start with the conclusion.

    Now, this really depends on the clinical situation. So many clinicians will say that depending on the type of results they give, they might start with the conclusion or in a different situation, they may do it a different way, but here’s two examples of where you might want to start with the conclusion.

    Let’s say you’ve got a family that’s brought their kid and they think he might have ADD. The kid is not in the room. It’s just family feedback. And here you are as a clinician [00:59:00] talking, talking, talking, talking with them about all of the different things that you measured. You’re building up to your big conclusion which is in the last 10 minutes of the feedback session. Most of the time in the thought bubbles of those parents, it’s just static and anxiety the entire time. Like, is Dr. Postal going to tell me, it’s ADD, maybe it’s not ADD. He watches videos. And he seems to be able to pay attention to that. Man, if it is ADD and we’ve got to medicate him, my mom’s going to blow it. She has to blah, blah, blah. Right? That’s what they’re thinking when you are coming to explain stuff to them. And so they’re not really accessing your message because there’s so nervous about it.

    And so what you can do is that you can start with, you know what, I got to tell you straight upfront that you all brought John to me because you were concerned that he had attention deficit. And I’m going to tell [01:00:00] you, my bottom line is I think your instincts were really right on. My conclusion is that he does have ADD. I want to spend the next hour really unpacking that. We’ll talk about how I came to those conclusions and then we’ll map out a roadmap for what we can do about it. But I just wanted to let you know right off the bat that’s what we have.

    Same thing if you have a worried, well the person who thinks that they might have Alzheimer’s disease and your conclusion is they don’t, you better tell them right up frontt. Why make them sit on pins and needles for the entire session? So I think that’s another area that people don’t really acknowledge the degree to which their feedback is what’s behind curtain number one, and you don’t want to keep people on pins and needles the entire time.

    Dr. Sharp: Yeah. That makes sense.

    Dr. Karen: Another error that [01:01:00] people make, and this is one that’s specific to folks who do pediatric work. We also asked people about how we give feedback to other professions. So there’s a chapter in the book about giving feedback to other professionals- how do we talk to the pediatrician on the phone or how do we talk to the IEP team? I don’t know as a pediatric person if you’ve ever gone to IEP team meetings.

    Dr. Sharp: Oh, sure.                                                                                      

    Dr. Karen: So most people have had this experience of like this dreaded war of standard scores. That they’ll say, so Dr. Postal, we notice that when you tested Sally, you got a processing speed score of 89, and yet, we got one of 91, and you are like, oh, it’s going to be a long meeting.

    So when I go to IEP team meetings, [01:02:00] I resist this whole idea that I should present my report. They’ll say to me, “All right, well, Dr. Postal, you’re up. Can you please present your report?” I don’t touch my report. I literally do not take my report out. Instead, I bring a three-dimensional plastic brain model in a little bag and I pull that out. And so I’m using a prop. I pull up my brain and I say, so this is the part of the brain here- I’ll point to the frontal area. This is the part of the brain that brings us all the things that we value in a successful student: focusing, organizing, planning, and memorizing information, and also this part of the brain also helps us [01:03:00] respond well to stress and handle frustration.

    Now when Sally had a severe traumatic brain injury two months ago, this was the part of the brain that was injured for her. And the team, you guys probably noticed that as much harder for her to focus, harder for her to concentrate, but I know you guys have noticed that it’s really hard for her to handle frustration, right? When she can’t do something she expects to be able to do, she just flies off the handle, right? And that’s this part of the brain. So let’s talk for a while about what strategies we can use to help her accommodate these changes. I haven’t talked about a single test score. Instead, what I’ve done is I’ve used a prop to drag the conversation away from standard scores to this child’s brain and what she needs at the moment to help her. That’s really effective.

    [01:04:00] Dr. Sharp: Sure. So you sidestep that whole conversation and maybe argument about what diagnosis or cutoffs or whatever, and just say, okay, we know that this is what’s going on, and here’s what can help.

    Dr. Karen: Yeah. Let’s talk about the brain, not scores.

    Dr. Sharp: Yeah. I like that. I would imagine too, especially in a school setting, that’s nice to have a visual prop instead of just the other focus.

    Dr. Karen: Yes. We ask people about props and people use props and all sorts of great ways. Monica Rivera offers people camomile tea. It’s really interesting. What she told us is that in the Latino and Latino communities, camomile tea has healing properties, and by offering people tea, you’re doing two different things, you’re creating a really warm and relaxed [01:05:00] environment. You’re telling them that you respect their cultural background and that this is going to be a place of healing. She does that very specifically. She’s offering something very specific.

    Michael Santa Maria gave us this genius one. He has a prop, he hands out full-color copies of a newspaper article showing a grisly car crash that an elderly person got into -a really gristly photo. He just hands it out to every member of the family sitting in the room and then he brings up the conversation about driving.

    Dr. Sharp: Oh, gosh. Okay. That’ll do it.

    Dr. Karen: If you’re at a tertiary care medical center, you might have a dedicated monitor in your [01:06:00] office for brain imaging, and that can be a wonderful prop. Some people have a bell curve that they’ll have on a board and they’ll use that as a prop, but props can be helpful.

    Dr. Sharp: Yeah. Absolutely. I’ve seen a lot of folks who will have that second monitor or an iPad where they can walk through and do some visual prompts.

    Dr. Karen: I’ve used an iPad. I don’t know if you’ve seen them in 3D brain atlases you can get on the iPads.

    Dr. Sharp: Oh yeah, those are great.

    Dr. Karen: Those are awesome. To me, with the adolescent and young adult crowd, it raises your stock, right? Instead of just showing a brain model, to be able to rotate the same on the iPad I think it’s really helpful. You get their attention.

    Dr. Sharp: Absolutely. Oh, this was great. [01:07:00] I’m just looking and an hour has gone by so quickly. We have talked about so much.

    Dr. Karen: Oh boy, that is fast.

    Dr. Sharp: I’m wondering Karen if I might just ask you a few nitty-gritty questions about how you do feedback, and then maybe we could transition to any other resources or things that might be helpful but I’m just curious in terms of how you set it up, like how long are your feedback sessions? Do you have the kid present if you’re doing pediatric and like a rough estimate of how you divide up the time between scores versus diagnosis versus recommendations? Any of that detailed info.

    Dr. Karen: For me, I have an hour-long feedback session that I always give. From my perspective, the more the merrier. So the more people who are present in that [01:08:00] feedback session, I think the more likely that some good is going to come out of it.

    For my adult and geriatric patients, I’m super happy if I have an entire extended family in the office. Brothers, sisters, adult children. I think it’s just really helpful.

    For my pediatric patients, with teenagers, I tend to have them present during the feedback session unless it’s an issue where there’s a big fight with the score and a substantial amount of what we’re going to talk about is a pitched battle with the IEP team. In that situation, I don’t think it’s clinically helpful for a child to hear about adults fighting. So I’ll have a separate one.

    For [01:09:00] younger adolescents and kids, I’ve gotten to the point where I always have two feedback sessions. I have a feedback session for just adults where we can speak entirely, frankly. And then I have a second shorter feedback session where I have the parents and the child in the same room together and I give a very positive kid-friendly version of the feedback. I do it that way because I think that almost all kids who are in your office for testing suspect that they’re dumb. And whatever it is, that’s the problem. They think it’s because they’re not a smart person. And I think it’s so critically important from an emotional perspective for them to hear straight from my mouth what their strengths are.

    Dr. Sharp: I’m with you.

    Dr. Karen: And then the other [01:10:00] thing is that almost always, I find in pediatric practice, no matter what the diagnosis is, there are effective strategies that I want this kid to engage in and their parents to help them engage in; whether it’s more effective study strategies or 40 minutes of aerobic exercise every day or changing their sleep patterns. This, I think, requires direct buy-in from the kid. From a family systems perspective, I think that them hearing the information in the presence of their parents, not just them and me, but them hearing it then being asked to buy in in the presence of the family system is a more effective way of coming and getting a good outcome.

    So [01:11:00] that’s typically how I do it. Usually, it’s an hour for the adult feedback and a half an hour for the kid feedback. Any time that there is a psychotherapist in the picture, I love to invite them. I think if I can get members of the IEP team on either in-person or on speakerphone, that’s also oftentimes really helpful. So again, not just the family members but important stakeholders are present. For adult populations, it’s oftentimes, like a worker’s comp case manager, it could be like a disability specialist. Those are important people to have for the feedback.

    Sometimes, I will do some extra work after a feedback session which to me feels like an extended feedback session as opposed to [01:12:00] psychotherapy. So if someone isn’t using their C-PAP machine which is one of the most common ways that you get to thank you have early Alzheimer’s disease when you don’t, tons of people hate C-PAP because they’re anxious about using them, I might have them bring in their C-PAP machine and we do a little bit of work to make friends with it, right?

    If it’s an adolescent who’s going to bed at 3:00 in the morning and gets up at 7:00 am for the school bus, I might do a couple of extended feedback sessions about sleep hygiene, just low-hanging fruit. And if they still need some CPT after that, I’ll refer them.

    So to me, I might do a couple of feedbacks initially about some study strategies. I do this, particularly with college kids. I’ll say, look, what I want you to do is come [01:13:00] back and see me in three months after you’ve started the fall semester, and let’s do a course correction. We’ve mapped out a game plan, and let’s figure out what works and what doesn’t work and make sure that we get you totally on course so that you’re successful next semester. So, sometimes the feedback sessions might be in the distant future but I consider all the feedback sessions.

    Dr. Sharp: Okay. I like that framework. It often feels like, admittedly I don’t do that very much, and so I like that extended feedback framework. So it’s not like you just deliver all this important information and then send folks on their way.

    Dr. Karen: Yeah. From a business of psychology or neuropsychology perspective, I think we shortchange ourselves in terms of our clinical skills. A lot of us say, well, we’re either assessors or therapists and we don’t [01:14:00] realize that there’s a fairly large gray area. If you think about the model of an ear nose and throat doctor or cardiologist, when the family physician refers to the ear nose and throat doctor because of a sore throat or because of adenoids, the ENT doesn’t say, oh, I’m here for the diagnosis and spit them back to the family practice doctor. They say, here’s the diagnosis. We’re going to do a little work to fix it, then we’ll send it back.

    Dr. Sharp: It’s a great point.

    Dr. Karen: So in terms of the business of neuropsychology, there’s no reason in the world that we can’t say, look, we’re going to do this consultation for your school district or pediatrician, whoever, we’re going to do a little bit of work, get the person back on track and then we’ll send them back.

    Dr. Sharp: That makes sense. I like how you frame it that way. When you illuminate it, it makes sense [01:15:00] and just a different way of thinking.

    As you talk or as we’ve been talking, one of the themes that has jumped out at me is the overlay of therapy and assessment, but also maybe the need for flexibility. I think we get locked into data and the science of testing and that’s what draws a lot of us to do an assessment but then there is so much art and flexibility to it and reading people and knowing the family system and knowing people’s expectations, like all of that is just so important.

    Dr. Karen: I think you are right on. I mean, a feedback session is just one of the most complicated things we do. We’re bringing psychotherapy skills, family systems skills, social power, developmental theory, brain theory, and standardized testing there. It’s all there all at once.

    Going back [01:16:00] to errors we might make when you’re just starting in practice, you might try to map out what you’re going to say during the whole feedback session. In reality, it’s like a battle. You can create these detailed battle plans all you want but as soon as the first shot is fired, it’s all chaos. You’ve got to be ready to be very nimble and attentive to what’s going on in the moment in the room.

    There’s something that the US military uses. This was from the Heaths’ Made to Stick book that I love; it’s called Commander’s Intent, which is, that military leaders understand that detailed battle plans never work because everything is just very chaotic. And so instead of a [01:17:00] detailed battle plan, what they’ll do is they’ll give their subordinates something called commander’s intent. By the end of the day, I want you to take that hill, how do you do it, who knows? But that’s the intent. And so you can go into a feedback session saying, all right, here’s the commander’s intent. By the time I leave here, this is what I help my students with. By the time you leave, you want to get A, B, and C on the table. That’s the goal. How you do it, you’ve got to be nimble in the process.

    Dr. Sharp: That makes a lot of sense, know your path and know your outcome but be willing to adjust to get there. Well, this has been an incredible conversation, Karen. I really appreciate it. So just in terms of resources, I know we’ve barely scratched the surface of what’s in your book. So have to put in another plug for [01:18:00] that. I think everybody should read it. It has so much good information. I’ll have that in our show notes, of course. But are there any other resources that you know of that might help folks learn more about feedback sessions?

    Dr. Karen: Yes. And this is going to sound really crazy but my number one recommendation recently to people is to take improv classes, you get what I mean?Alan Alda for years had this PBS program, it’s like Nova, and he interviewed scientists. I don’t know if you’ve ever seen it. He was so struck by the fact that some scientists were great at explaining their science, but most of them were really bad. 

    He felt like if we don’t train scientists to [01:19:00] communicate better with the public, science funding will dry up, right? And so he created this center at Stony Brook University and it’s all about training scientists to communicate better. It’s just a genius idea. They give these like workshops all around the country. So you can take a one-day or two-day workshop. They come to major cities, a lot of universities. But once a year, they do a Bootcamp that’s for one week and they have scientists from all over the country come to this Bootcamp.

    I signed up and I was accepted to the Bootcamp last winter. Half of the day, they spend teaching you about communication [01:20:00] styles, but the other half of the day it’s improv training. And the reason for that is that they pointed out on anybody who’s been through graduate school knows this, like the process of scientific graduate school, getting your Ph.D. or PsyD, it literally beats the good communication out of you. We become terrified of making mistakes. We are over-rehearsing language and using jargon to the point where it makes sense to get up in front of a convention and literally read a scientific paper to the audience. We’re so jargon-laden, and we’re so afraid of actually using our bodies and moving them, or express an emotion to go with what we’re saying or using analogies and stories. You can take a person who had perfectly good communication skills and then put them through a Ph.D. [01:21:00] program and just beat it all out of them. So that you’ve got these scientists who just don’t remember how to communicate.

    What improv training does is it really rapidly forces us back into good communication strategies. So with the improv training, what they would do is they would have these exercises where they would force us to make mistakes. So they would give us these motions we had to do with a partner and they made us go so quickly. You literally, couldn’t make a mistake. And then when we made the mistake, we were instead of shriveling up a little ball of humiliation, we were to throw our hands up in the air and shout tada.

    Dr. Sharp: I love it.

    Dr. Karen: So here we were like 50 physicists from MIT and all sorts of fancy people all of us making the day mistakes and shouting tada. [01:22:00] Other exercises force you to be in the moment, like really truly focusing on what’s happening in the room. The common denominator of so many of the exercises is this concept of yes and right. So you’re not allowed to say no in improv. You have to say yes. So someone hands you something, and a patient says to you, is it this? And our typical way and feedback is to say, NO, it’s this, but you don’t know I know, but with the improv, teacher’s shooter is to take what they’re giving you and say, ah, yes, and right. You take their metaphor, their analogy, their story, and you extend it.

    As you go through these improv techniques, what happens is you start to focus on [01:23:00] what are the needs of your listener. What did they need at the moment from you to get access to what’s in your head? And it’s not about what am I saying, or what am I thinking about, and do I sound right? It’s about what they need and literally, the anxiety disappears.

    So for trainees, I think improv training is just a genius way of getting people to the point where they can be nimble and in the moment and attentive to their patients and their patients’ worried families in the moment, not just trainees, I’m actually recommending that mid-career folk consider this as well because I have to say from my experience after a week of improv, it really [01:24:00] was mind-blowing in terms of the difference in my not just feedback, but also public speaking skills.

    Dr. Sharp: I got you. I think that’s such a good point. It’s interesting. That’s the second time in a week that I’ve heard improv classes mentioned as a, let’s say valuable addition to someone in life.

    Dr. Karen: Really? That’s awesome. That’s so great.

    Dr. Sharp: Yeah, who was the other, I think it was James Altucher’s show, which is a podcast about business and peak performance and things like that. He was interviewing a guy who was speaking about the book Play. I don’t know if you’ve heard of that. They were talking about the value of improv as a means of opening yourself up and saying yes, like that whole concept of just saying yes to things versus shutting down and it was effective.

    Dr. Karen: If people want, I’m aware that Alan Alda Science or Center for [01:25:00] Communicating science. They have a schedule where they’re giving the shorter workshops all year long, and then anybody can apply to do this week-long boot camp. And man, it is really worth the time. People want to invest in that.

    Dr. Sharp: Oh, that’s fantastic.

    Dr. Karen: The other resource that I would say it’s just a lovely resource the book, Therapeutic Assessment.

    Dr. Sharp: Oh, sure.

    Dr. Karen: It’s different but the Therapeutic Assessment Movement is really talking about actually conducting an assessment in a different way. The research we did was more traditional assessments. How do you explain the results. But I think many of the concepts from this therapeutic assessment model are so lovely and helpful in this framework.

    Dr. Sharp: Yeah, that’s great. It’s nice to [01:26:00] reinforce that. I did a podcast, I think episode 10 with Megan Warner,  who’s actually in the Northeast as well. She talked all about therapeutic assessment, the value of that approach. So I’ll put that link in the show notes. I think a lot of people appreciate that approach.

    Well, Karen, this has been fantastic. I really appreciate your time. I feel like there are just so many… It’s really important. You’re really doing what you are passionate about and what you love. It’s great to talk with folks who are doing that. I know that we did not talk about your new book, but I’m just going to take that as a motivation, I suppose to maybe have you on again, when everything it’s gets finalized with that.

    Dr. Karen: That sounds great. Okay.

    Dr. Sharp: That’s great. Well, thank you, Karen. Take care.

    Dr. Karen: You too.

    Dr. Sharp: All right y’all, thanks for listening in this time. I hope you enjoyed that interview with Dr. Karen Postal. I have to say that as [01:27:00] you could tell while we were doing the interview, there were many times when I was picking out nuggets and valuable information that she was sharing. Even as somebody who’s read the book and looked at many parts of the book several different times, I was still picking up things, just hearing it directly from Karen. And I hope that y’all took away some nice gems from that as well that you can start to integrate into your feedback sessions.

    Like I said, if you have not read her book yet, it’s definitely worth checking out. I’ll have the link to that in the show notes along with many other things that she mentioned during our interview.

    Hope y’all are doing well. Summertime continues to roll along. I am really excited about an upcoming trip of mine here in two weeks. I’ve mentioned, I think in the past podcast episodes that I did some consulting with Joe Sanok at the Practice of the Practice about a year ago, and I am [01:28:00] really excited to be going to his summer conference called Slowdown School. We’re going to take two days to totally unplug then really hit the ground running with some pretty intense business coaching and thinking through how to take practices to the next level and take our businesses to the next level. So if there’s anybody out there who is interested in doing something like that, you might check out to see if there are any tickets left, but that’s where I’m going to be headed in two weeks. I’m really excited to connect with folks up there.

    In the meantime, I’m continuing to be so impressed with our Facebook group. We added about 40 members within the last 2 or 3 weeks, which for our little group, is quite impressive. It’s really cool to see that group continue to grow. If you’re interested in joining that group, it’s The Testing Psychologist Community on Facebook. We have some great [01:29:00] discussions there about different measures, business practices for testing, insurance billing, things like that. So, I would love to have you join that discussion if that’s interesting to you.

    As always, if you’re thinking about growing or starting testing services in your practice, that is what I am here for. So if you have questions, if you are thinking about consulting, if you may be just want to brainstorm a little bit, feel free to give me a call, shoot me an email; it’s jeremy@thetestingpsychologist.com, and we can just have a little conversation about whether consulting might be appropriate for you. If not, I will point you in the right direction and just help you get moving however that might look for you. So take care and I look forward to talking with you next week. Bye. Bye

     Click here to listen instead!

  • 146 Transcript

    [00:00:00] 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.

    All right, y’all, today, we are talking all about billing for psychological and neuropsychological testing.

    Now, you might say to yourself, Jeremy, why are we just now doing a billing episode? The new codes came out about 18 months ago. Isn’t this already settled?

    I think as many of you probably know, if you’re billing insurance, the codes are far from settled. We are still engaged in active negotiations and appeals with multiple panels around the billing issues and why our claims aren’t going through. And I think this is the case for many of you who are billing insurance.

    So I am going to dive in and cover a few areas here related to billing with [00:01:00] the 2019 updated codes. I’m going to start and just do a basic intro, outlining the codes, what they are, what to use them for. I’m going to talk about psychological testing versus neuropsychological testing. We’ll cover Medical Necessity. I did do an entire episode on Medical necessity that I’ll link in the show notes, but we’ll talk about it here as well. I will touch on navigating the limitations on hours, appeals, and resubmissions. I’m also going to talk through just a few weird ambiguous situations that I have seen popping up over the last several months in the Facebook group and in my coaching sessions and in our own practice.

    So if those things are interesting to you or anything that you may have dealt with over the last several months, then you definitely want to stay tuned and check this one out.

    Before I get to the episode, just a quick reminder that my [00:02:00] podcast team has doubled down over the last few months on podcast episodes. If you don’t want to miss an episode, please consider subscribing or following the podcast. You can do that easily in iTunes or Spotify. That way, you won’t miss any episodes coming up.

    Okay, let’s talk about Insurance Billing.

    All right, everybody. Let’s dive into the wonderful world of insurance billing for testing. For those of you who’ve been around for a while, you remember what we call the old codes. Now, the old codes were not easy to navigate necessarily, but [00:03:00] compared to the new codes which came out in January 2019, it was a complete cakewalk. I think a lot of you have probably experienced some difficulties with billing since the new codes were released in January 2019. And like I said, these issues have continued to persist in our practice. And I keep hearing comments on the Facebook group and in my coaching sessions from people who are just confused about billing with good reason.

    So, the general theme here is that APA and CMS which is the entity linked to Medicare that dictates our billing practices were pretty clear initially about what these codes should look like, how to use them and how they should be paid. The way that that has played out in practice is completely variable. So the rules don’t really apply [00:04:00] in a lot of situations. And that has been super frustrating, by which I mean, many panels across the country are adopting their own standards and guidelines for how to implement these codes and how they’re going to pay these codes that don’t necessarily follow the rules and guidelines set out by CMS and APA, which naturally results in a lot of confusion and frustration and not getting paid on our part.

    So, this has meant to demystify as much as I can. I will give a shout-out immediately to Dr. Tony Puente who is a past president of APA and really just the coding guru along with Dr. Neil Pliskin. They’ve done many webinars over the years on CPT codes and billing. You would be well-served to search out any resources that you can find from either of those guys. So, [00:05:00] a lot of the information that I’ll present to you is derived from their presentations and from the APA documentation on the new codes. So just to attribute the information appropriately.

    All right, let’s dive into it.

    So let’s start with the basics. When I say basics, I mean, just the codes themselves and what they should be used for. The big change as a lot of you probably know is that testing services got split up into two areas, compared to the old codes. So, the new code update split the testing process into administration and scoring, and then, everything else. Previously these two services were lumped together under the same codes which made things easier, but now they are separated and there are two separate [00:06:00] sets of codes for each of those services.

    Let’s tackle the test administration and scoring first.

    The codes that are associated with administration scoring are 96136,  96137,  96138, and 96139. I am going to use some shorthand throughout the rest of the episode. Instead of saying 96 before all of these codes, I’m just going to use the last three digits to save a little time and headache for all of us. So, as I said, 136 through 139 are the administration and scoring codes.

    Now, the way that I think of this is just, these codes are truly meant to only capture literally administration and scoring of the tests. Now, everything else that you do in the evaluation process, except for the interview, [00:07:00] I will say that except for the diagnostic interview is going to be captured with the codes: 96130, 96121, 96132, and 96133.

    And so when I say everything else, this includes test selection, record review, collateral interviews, or collaboration with physicians, clinical decision-making- which means switching up your battery on the fly based on what you’re seeing at the moment, it includes feedback sessions and it also includes report writing and integrating the data. So, you can really think of this again in two camps. There’s administration and scoring and then there’s everything else. That everything else is covered by 96130- 96133.

    Let’s break those codes down a little bit further. When we say, administration and scoring, you notice that there are four codes, [00:08:00] 136, 137, 138, and 139.  136 and 137 are meant to capture time that is spent by the psychologists or what CMS calls a Qualified Health Professional or QHP. So 136 and 137 are the codes that capture time spent by the psychologist, by the licensed person with the contract with the insurance company administering and scoring the measures.

    138 and 139 are what are called technician codes. Technician is another word for psychometrist or tech. There is currently no standardized definition of a technician. It varies from state to state, but Medicare does not have a standard definition of a technician. Generally, though, these individuals are either [00:09:00] unlicensed or they’re not doctoral-level clinicians. They do not have a contract with the insurance company and they are supervised by a qualified health professional, who is usually a psychologist. So again, 138 and 139 are technician codes.

    Now, when you get to the other set of codes, 130 & 131 are psychological testing. 132 and 133 are for neuropsychological testing. I will cover the difference between those two in just a moment. Before I do that, I want to talk about one more set of codes and one single code that is out there.

    So 96112 and 96113 are codes that are meant to capture developmental evaluation. When I say developmental evaluations, that really [00:10:00] means, at least the way that I interpret it, it’s meant to capture those younger kids who are not reaching developmental milestones appropriately and the testing that you’re doing is really meant to assess why that is happening and where their current developmental level is.

    The single code I want to mention is 96146. And that is the code that is meant to capture a single automated instrument via an electronic platform. So these will be the tests that you administer over the computer that you don’t actually have to do anything during. You just set the computer and forget it and let the client complete that test.

    Let’s talk about the other major change with the new codes, and that is the addition or specification of base codes and add-on codes and [00:11:00] that flows through to units and time allocated for each unit.

    Previously, we would just bill the same code to capture the entire time that we spent testing and report writing and feedbacking, that’s a word, right? But now it’s broken down into base codes and add-on codes, and this applies to both the administration and scoring codes as well as the “everything else” codes.

    So, let’s just take administration and scoring. In this case, 136, and 138 are the base codes. These are meant to capture the first half-hour of administration and scoring that you might spend. 137 and 139 are their respective add-on codes. And those codes are meant to capture each additional half-hour that you spend testing. So, if a psychologist [00:12:00] conducts 4 hours of testing, that would equal, one unit of 96136 to capture the first half-hour and 7 units of 96137 to capture the additional three and half hours. So remember that the administration and scoring codes are half-hour codes. So units are billed in half hours. That’s why we have one base unit and seven units to capture 4 hours. Confusing. Previously, it was all just hour codes and now, the administration and scoring codes are half-hour units.

    Okay. So if you think about the “everything else” codes, these codes are hour codes. So one unit equals 60 minutes. The structure with the base code and the add-on system is parallel. So again, if a [00:13:00] neuropsychologist completed let’s just say 4 hours of feedback and report writing, he or she or they would bill one unit of 96132 as the base code and then three units of 96133 as the add-on code to capture those 4 hours of work. Same process if you were doing psychological testing, which uses 130 and 131.

    So, just to do a little recap before I move on to the difference between psychological testing and neuropsychological testing, at least from a billing standpoint.

    A little recap. Basically, the testing services were split into two sets of codes. There’s a set of codes for administration and scoring only, and then there is a set of codes for basically everything else: test selection, record review collateral interviews, clinical decision-making [00:14:00] feedback, report writing, and so forth. The codes were also broken down into base codes and add-on codes. So again, 136 and 138, 130 and 132 are the base codes. 137, 139, 131, and 133 are the add-on codes. I would also include… I keep forgetting honestly about 96112 and 96113, but they follow the same format. 112 is the base code 113 is the add-on code. And the last component, just to remind you again, is that the administration and scoring codes bill in half-hour units. So one unit equals 30 minutes, and everything else codes bill in 60-minute units. All of this is hopefully familiar to you.

    Now, let’s talk about the difference at least from a [00:15:00] billing standpoint, between psychological testing and neuropsychological testing. Spoiler, this is unclear. There are folks out there, Dr. Antonio (Tony) Puente, is one who says that it’s a combination of CPT codes with ICD 10 diagnostic codes. The implicit message here is that medical diagnoses are more amenable to being billed as neuropsychological testing. But when I looked back at the documents and the guidelines that were originally set forth to distinguish psychological testing versus neuropsychological, it is a little muddy.

    The language around neuropsychological testing uses… there are certainly more medical language when describing what neuropsychological testing might be. There’s a lot more reference [00:16:00] to medical conditions, the central nervous system, brain functioning, and so forth. But the main difference that I could tell at least language-wise is that descriptions of psychological testing really include a lot more language around mood and emotional and personality functioning than neuropsychological testing.

    You might say, okay, that sounds easy. So then, psychological testing is just basically personality assessment and any measures that are specifically looking at mood and emotional functioning. However, the description for neuropsychological testing uses the word neuropsychiatric conditions quite a bit, or the phrase neuropsychiatric conditions. And to me, that’s blurry. So, are we talking about depression secondary to a medical condition [00:17:00] or anxiety secondary to changes in cognitive functioning, or is it just depression or just anxiety or just personality? So the distinction here is less clear, I think, than a lot of folks would like it to be.

    Now, I will say that as far as tests administered and domains assessed, those are largely similar depending on whether you’re billing for psychological testing or neuropsychological testing. So in the documents that are available out there, there’s really no distinction that I could find that specifies certain measures are neuropsychological testing whereas certain other measures are only psychological testing. So it is tough to decide. And it really gets back to, I think the referral question and what you are trying to assess during your evaluation.

    Now, I will [00:18:00] say that in our practice, the vast majority of evaluations we’re conducting fall under neuropsychological testing. So, this would be ADHD evaluations, anything looking at executive functions, memory, learning, attention and so forth.

    Sorry, that that is less clear than maybe you would like it to be. Now, the one thing that I can provide clarity on is that guidelines are very clear that you should not be billing psychological testing and neuropsychological testing in the same evaluation. So the way that it’s phrased is that you should pick the set of codes that represents the predominant service being provided. So if the vast majority of your evaluation is looking at cognition, memory, executive functioning, that sort of thing, and then you do one personality test, that to me says that you are [00:19:00] billing for neuropsychological testing.

    I would love to hear other opinions. This is, like I said, a gray area. If you would like to reach out and clarify that, I would welcome any of those clarifications, jeremy@thetestingpsychologist.com.

    All right, let’s talk a little bit about medical necessity. So, as I said, I did an entire episode on medical necessity and how to get pre-authorization for testing services from insurance panels. So I’m just going to dive in and do a little bit of a review here. Now, the documents that APA released back with the new codes did lay out quite a few circumstances that would dictate a medical necessity. Here are just a few.

    Medical necessity is met when the evaluation is going to be used to aid in treatment planning, when it might be used to document [00:20:00] changes in cognition secondary to a medical condition or an event, when it might be used to measure cognitive or functional deficits that might help explain why kids aren’t acquiring knowledge or abilities at the same pace as their peers, to provide a differential diagnosis when a range of possible options exist and that differential diagnosis cannot simply be made with a clinical interview.

    Now, that’s a major caveat for each of these factors for medical necessity that if you can answer any of these questions with a clinical interview, then medical necessity is not reached. So keep that in mind. But if you’re trying to make a differential diagnosis from a range of possible options that cannot happen during an interview, then you are in the territory of medical necessity. Also, it is considered medically necessary when you’re measuring symptoms in the context of medication effectiveness.

    [00:21:00] So those are just a few circumstances to keep in mind that might reach medical necessity. Now, I have found in at least my pre-authorization requests that it really helps to also have some evidence that the individual has pursued other means of treatment and they have not worked or that the individual has consulted other healthcare providers and they remain unclear about what’s going on with this person.

    So you really have to show that you are answering a question that can not be answered either by someone else or solved with a medication trial, or that has been resistant to treatment. And these are just a few things that can help document medical necessity. No matter what you end up justifying or how you end up justifying the evaluation, [00:22:00] one big component is that you have to document everything. I’m not going to run down the entire list of what you’re supposed to document but the APA, again, this APA document that I will link in the show notes will give you quite a list. So, if you’re using an EHR, you can of course do this in the EHR, you can do this in a Google Doc, but just make sure to document everything that you are sending into the insurance panel. And even if you’re not requiring pre-authorization, the guidelines still say that you should document why your evaluation is medically necessary.

    So, we’ve come up with a simple templated statement that we pop into the note using TextExpander, of course, if you did not hear the TextExpander episode, go back just a few and check that one out. [00:23:00] We use TextExpander and a short snippet to populate the comments section in our EHR for each appointment note that justifies and says why this evaluation was medically necessary.

    All right. So let’s talk about just a bit navigating limitations on hours and then that flow through to appeals and resubmissions. So, here’s what we found out. With the new codes, we’re running into a lot more limitations on the hours or units that we can spend on an evaluation. Now, this is going to vary wildly across the country. The standards that were set forth originally said you’re going to need to document medical necessity for any testing that goes beyond 8 hours total. So that would be 9 hours including [00:24:00] the diagnostic interview. And that includes test administration and scoring as well as feedback and report writing and everything else.

    We found that there are plenty of insurance panels who will reimburse more in the 12 to 14-hour range with very few problems, but generally speaking, we’ve definitely run into more limitations since the new codes came out. It seems like the vast majority of our panels will limit test administration and scoring to 12 units total. So 1 unit of the base code and then 11 units of the ad-on code. So, we get about six hours of test administration and scoring, and then the vast majority limits the “everything else” codes to about 8 hours. So again, one base code unit, and then seven [00:25:00] units of the add-on codes.

    Now, I totally recognize that is very generous. In some parts of the country, in some panels, they’re very limited. So I just want to acknowledge that. But know that having limitations on your hours is probably going to be happening. Now, some ways that you can get around that if you feel that it’s medically necessary, of course, is, a lot of panels we have found, the limitations on the hours or the units are based on units billed per day and not necessarily total units billed for the evaluation. There are some of both, of course. So don’t quote me on this, but if you’re finding that you are running into limitations on units, you may try to break the testing up over multiple days [00:26:00] and see if you can bill for the full amount of time and bypass the restrictions on the units per day.

    Let’s see. So this transitions nicely, I think, into appeals and resubmissions. So, every insurance panel has an appeal process. It is time-consuming and will not always go your direction, but this is where it gets back to the documentation that we were talking about just a little bit ago. If you have documented everything and can create templates for your appeals that tackle the common problems and why you are appealing those denials, that can help quite a bit. So, don’t hesitate to appeal. Don’t hesitate to resubmit. [00:27:00] My hope is that you will have some success with that process. Each insurance panel is going to have likely a different appeals process. It may be an online form. You may have to call. It may be a mailed form, but there will always be a process to appeal those evaluation denials.

    Okay. So let’s talk about ambiguities and just weird situations that have come up that we’ve encountered and that I’ve seen in the Facebook group and my coaching sessions.

    One big question is whether you have to wait until the end of the evaluation to bill or if you can bill as you go.

    So originally the guidelines from APA and CMS said, wait till the end and bill it all on the same claim. That sounds great but it’s not feasible for a lot of people just from a revenue management standpoint. [00:28:00] If you’re waiting until the end of the evaluation every time to bill, that’s a long time to wait to get paid. So, plenty of folks are billing along the way. What I found has worked for our practice and many others are: submitting a claim for the intake note only, submitting a claim with the testing and administration codes, and then submitting one claim for the “everything else” codes that contains the units for the feedback session and the report writing and the collateral interviews and so forth. So, we typically submit three claims for each of those points of contact throughout the evaluation.

    Now, I did read some documents that said that this method which they call drop billing is fine if you feel there’s going to be a delay between say the intake and wrapping up the evaluation or the [00:29:00] testing day and wrapping up the evaluation. So, it seems like it is fine.

    Now, another question that’s related to this is, do you just bill one base code or do you use the same base code on multiple days if testing occurs across multiple days?

    The question here is like, let’s say that you do 3 hours of testing on two separate days. Do you bill 96136 once as the base code and then 11 units of 96137 or do you do know one unit of 96136 and five units of 96137, and then another one unit of 96136 and five units of 96137? I found that both work but it depends on the panel. [00:30:00] So it always depends on the panel.

    A good approach with all of this is do your best and if your best doesn’t work, try something different. And don’t be afraid to contact your provider rep and ask them directly what they want. That’s not always going to get you very far. We’re currently locked in a truly ridiculous discussion with Optum where they seemingly cannot tell us how to bill for these services. They have no idea how to bill for the services, and it’s been an ongoing process over the last six months or so.

    That leads me to one of the other exceptions here. There are going to be outlying insurance companies that do things differently and if you haven’t already, you’re going to need to contact each of them. Like if you find yourself kind of running into a wall over and over for the [00:31:00] same issue and you just can’t figure it out, that panel may be an outlier and they may have some unique process that they want that may not follow the rules which is a very, very frustrating circumstance here. But that’s where you want to jump on and talk to the provider rep, talk to multiple provider reps if you can and claims reps, and get sort of an aggregate opinion about how exactly to bill to make sure that things are reimbursed.

    Let’s see. Other weird situations that I have encountered, I’ve heard people report on problems billing psychometrist codes and psychologist testing codes on the same day. It is totally fine, and that was written into the guidelines that there will likely be [00:32:00] administration and scoring by a psychologist and a technician on the same day, but you’d likely have to use a modifier.

    If the client leaves the office between sessions, let’s say they start testing in the morning with a tech, they go to lunch out of the office and come back to the office for an afternoon session with the psychologist, then you would use the XE modifier for that second session that occurred on the same day. If they don’t leave the office, but they just flow through into a separate testing session with either the psychometrist or the psychologist, then you would use the 59 modifier.

    Other strange situations. Blue Cross Blue Shield in Colorado still has not added 96138 and 96139 to their fee schedule 18 [00:33:00] months later, despite all of our appeals and providing documentation about CMS guidelines. They just refuse to put 96138 and 96139 on the fee schedule.

    So, these are just a few examples. There are weird situations happening out there where insurance panels are not following the guidelines set forth by CMS and APA about billing these new codes. If you’re running into trouble, you’re not alone. Don’t panic. Call your provider rep. Try to get multiple opinions about the best way to do it, and don’t be afraid to experiment with billing different sets of units, different limitations of units and so forth, different days all on one claim, that sort of thing to try to get these paid.

    Now, I totally acknowledged that [00:34:00] while you’re doing this experiment, money is not getting paid and that truly sucks. So it’s been a rough road for a lot of us over the last 18 months or so with the new testing codes.

    Let me see. Another situation that you may want to be aware of is, if you’re getting rejections for psychological testing, you may reconsider whether you can bill for neuropsychological testing or vice versa. I know some panels that will reject one set of codes or the other without a pre-authorization or they might require a pre-authorization for some codes, but not others. So like I said, think outside the box, really take a look at how you’re billing and if there are any alterations that you can legally and ethically make that [00:35:00] may help your case.

    All right. So this was a whirlwind tour of billing for psychological testing and neuropsychological testing. Check out the show notes. There will be some resources, of course, in there for things that I mentioned here during the episode. And if you have not subscribed to the podcast, I would love for you to do that and make sure you don’t miss any episodes coming up.

    I’ll be wrapping up the insurance mini-series next week with how to request raises from insurance panels. And then we’ll be launching into a series around a beginner practice and all of the nuances of that process.

    All right. I hope you all are doing well and taking care of those, you know, I know a lot of folks are on the West Coast and just keeping in mind everything that’s going on over there with the fires [00:36:00] and whatnot. 2020 is really just punching all of us in the face, some of us harder than others. So hang in there and take care of everybody.

    The information contained in this podcast and on The Testing Psychologists website are 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 [00:37:00] 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 an expertise that fits your needs.

    Click here to listen instead!

  • 146: Billing Insurance for Psychological and Neuropsychological Testing

    146: Billing Insurance for Psychological and Neuropsychological Testing

    Would you rather read the transcript? Click here.

    There are so many documents and guidelines out there on billing insurance for testing. So why is it so hard? Variations among insurance panels are a big part of the equation. In spite of relatively clear “rules” about CPT codes and how to bill our services, many panels devise their own procedures for insurance billing, causing us a big headache. Today, I attempt to break down insurance billing for both psychological testing and neuropsychological testing. Here are a few things that I cover:

    • Basics of insurance billing: CPT codes & units
    • Psychological testing vs. Neuropsychological testing
    • Navigating limitations on hours
    • Medical necessity
    • Appeals and resubmissions
    • Weird situations that may come up

    Cool Things Mentioned

    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. 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 grew to include 12 licensed clinicians, three clinicians in training, and a full administrative staff. 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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  • 145: Learning at Home w/ Rachel Kapp & Steph Pitts from the Learn Smarter Podcast

    145: Learning at Home w/ Rachel Kapp & Steph Pitts from the Learn Smarter Podcast

    Would you rather read the transcript? Click here.

    Rachel and Steph from the Learn Smarter podcast are back! As educational therapists who’ve been working the front lines over the last few months, they have quite a bit of experience and knowledge to share around online learning, appropriate expectations for kids during this time, and navigating the conflict that will inevitably come up as stress runs high in families. Here are a few things that we cover today:

    • Their front line observations of learning over the last few months
    • Shifts in learning strategies as kids have transitioned from school to home and back
    • Favorite apps for helping learners these days

    Cool Things Mentioned

    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 Rachel Kapp & Steph Pitts

    Rachel grew up in sunny Los Angeles, California. After having a wonderful public school experience in LAUSD–yes, it exists!–Rachel went on to attend UC Berkeley. She studied abroad in Rome, Italy, which allowed her to combine a love of art and travel with nightly gelato. She found educational therapy after teaching preschool for 7 years in Los Angeles and is obsessed with helping struggling learners thrive in school. Rachel loves the path of least resistance and her absolute favorite thing is to get things done quickly (Steph tolerates this passion). When she is not working you’ll find Rachel at spin or baking.

    Game and tech guru, Stephanie Pitts also grew up in Los Angeles and attended both public and private schools. Even though she went to USC, Rachel still loves and adores Steph. Steph’s dogs are EVERYTHING and you can follow their adventures at @andytucker_thedoxies on social media. After teaching elementary school, Steph’s executive functioning skills were commandeered by a family with seven children. For 9 years, Steph made things happen for the kids and the family before moving on to educational therapy. She loves to travel, her dogs, and living by the beach.

    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 grew to include nine licensed clinicians, three clinicians in training, and a full administrative staff. 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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  • 145 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.

    Today, I’m talking with Rachel Kapp and Steph Pitts who you might recognize from episode 102. Rachel and Steph are educational therapists in California. They have returned for another episode to talk about the shifts that they’ve seen over the last few months in learning as kids have transitioned from school to home, and now, in some cases, back to school.

    We talk about the state of learning and especially learning at home. We cover just their general observations and trends that they’ve seen over the last few months. Challenges that have come up that are specific to learning at home. We also talk about learning strategies that have been super helpful over the last few months as kids have navigated this transition. We also spent some time on some of their favorite apps and strategies that they will just teach every kid that comes through the door to set a baseline for positive learning. So, you don’t want to miss this one.

    Rachel and Steph are dynamic guests. They’ve been doing this for quite a while. They really know their stuff. And if you haven’t checked out their podcast which is called the Learn Smarter Podcast, definitely go and check that out. They have a ton of episodes that overlap really well with our field but are also great for parents. I’ll send parents to listen to some of their episodes if they are struggling with their kids especially learning home and navigating homework and that sort of thing.  So, if you have not checked out Rachel and Steph’s podcast, go do that. It will be in the show notes so that you can access it pretty easily.

    All right. If you [00:02:00] are an advanced practice owner and you are looking for a group to keep you accountable and help you move forward with those goals that you may have had but have not been able to implement a fully for yourself in your practice, I would invite you to check out the Advanced Practice Mastermind.

    At this point, we have one spot left. I still have not sent it out to my email list. The group will be starting in about two weeks. I would love to talk with you and see if it will be a good fit. You can go to thetestingpsychologist.com/advanced, and book a pre-group phone call to see if you would be a good fit for this group.

    Okay. Onto my episode with Rachel and Steph.

    Hey, y’all, welcome back to the podcast. 

    Stephanie: Hi, thanks for having us. 

    Rachel: We were so excited when you emailed us to come back. 

    Stephanie: Yeah.

    Dr. Sharp: Well, I was excited when you said yes. I never know if one time is enough, if I burn people out or what, and so to have you come back, it is an honor. I’m glad to have you. 

    Rachel: People like being wanted, Jeremy. It makes you feel good.

    Dr. Sharp: Okay. Fair enough. I’ll keep that in mind. Like I said in the message, I’ve been listening to y’all’s podcast, the Learn Smarter Podcast, and you have just been doing great stuff here over the summer and with the pandemic and the quarantine and at-home learning. I just thought I really need to reach back out to y’all because I think there’s a lot of overlap in our audiences. So, thanks for coming on.

    Rachel: That’s great.

    Dr. Sharp: Cool. [00:04:00] I’m curious. I’d love to just dive into it. From y’all side, just to tell people in case they didn’t listen to your first episode, just say a little bit about what you do. That’ll be a good place to start, and then we’ll actually jump into it.

    Stephanie: My name is Stephanie. We are educational therapists, and so we work with students. We teach them how to learn and who they are as learners. We do that through one-on-one teaching them strategies, playing games, and doing all of the things to help make learning fun. And Rachel?

    Rachel: I am Rachel. Along with Stephanie, we co-host Learn Smarter, which is our passion project to expand awareness about the potential of educational therapy. Not everybody knows about it or has heard about it. And through our work working one-on-one with clients, we teach them to be independent, autonomous functioning people in the real world so that they can take control over their learning and their life and not have their life in their learning have control over them.

    Dr. Sharp: That’s so important. We, I think originally connected just around these educational therapy strategies because y’all do so much with executive functioning and the meta-skills for academic success. I was really drawn to that. Thanks for doing a brief intro just to make sure everybody is in the right place and knows what they’re getting into here.

    I’m curious, just generally, what have y’all seen, reflections over the past six months as kids transitioned online in the spring and then maybe through the summer, and now as we’re getting back into the fall, I’m curious if you’re seeing trends [00:06:00] or challenges, things that are popping up in your practices? 

    Stephanie: There is so much.

    Rachel: The first thing that I’ll say is that I’m really proud of the clients either our teams and I are currently working with throughout the transition because I feel like the clients we were already working with who already had systems in place had a rather smooth transition. They already had sorted the backend work of how the function is done, and we just slotted zoom links and online learning and pivoted in that way.

    I think a big trend certainly from new clients that are calling is I finally see what my kid’s teachers have been talking about for years. And so, sometimes parents don’t see their kids the same way that the classroom teacher does and suddenly we have a whole new perspective on are our kids functioning and they are seeing vastly different little people when they’re trying to learn as opposed to just being in the family home.

    And so, certainly a lot of anxiety. Families are struggling more to make decisions about support because they don’t necessarily know what they need whereas typically end of July, and August are really busy times. It was slow. It took a little bit of time just from a business perspective to get it going. Now we’re inundated and busy because families needed to see what was going to happen. Steph, what have you noticed? 

    Stephanie: Well, I was just going to say, I think that you can come at this from two different angles. Timing is the first thing. Right at the beginning of the pandemic, it felt like crisis mode. We were triaged. How do we get through this? Things aren’t going to necessarily count. It’s like the… 

    Rachel: The fires were going, right? It’s like a process of [00:08:00] educational therapy that when kids are coming, there’s always a fire at the beginning. 

    Stephanie: Right. And those fires were just like, there were a lot of them. And then through the summer, it was sort of, okay. Some of the clients, it was, let’s use this time to work on the gaps that they didn’t get for the last bit of school so that they can be more ready for the fall. And I think now that fall has started, it’s more of okay, how can we make this sustainable? There’s zoom fatigue. How do you keep track of everything? There’s knowing what, when, where, all of the things as the teachers, the school, the parents, and the kids all figure it out. I think that’s one aspect.

    And then I think the other aspect is looking at it from, are you looking at it from the kid’s point of view, the parent’s point of view, or the teacher’s point of view? I think for the kids, it’s been like, whoa, they don’t have their friends. A lot of kids became very savvy or just are very savvy in the classroom to look at their peers’ paper to figure out what they need to be doing. They don’t have that anymore. And so, what is being asked of them? They have no idea.

    So, I think that point of view has been interesting, especially now that in the fall we’re finding things are counting. They’re trying to beef up the material. They’re trying to make sure that there’s not as much of a gap. I think for the parents it’s how do I support my kid? How do I keep being able to have my career going and work and how do we all share a house with five different zooms on at once? And how do I 

    Rachel: get the internet strong enough to maintain that? 

    Stephanie: Right. How do I help my kid with their homework when I don’t understand. All of a sudden now I’m a teacher and I don’t know how to teach this [00:10:00] and my kid is crying and it’s affecting our relationship. And I don’t want to be this person. Even more so than what it was before, which was originally just you were seeing it in homework. Well, now you’re seeing it with schoolwork and homework along with all the other challenges.

    And then I think the other part that we’re seeing is from the teachers who are trying to navigate, figure out how to teach these things, right?

    Rachel: Sometimes the kids are at home themselves.

    Stephanie: Exactly. Especially, like how do I teach this in a way where I can reach all the students? I don’t have kids myself, but when I hear some of my friends, when they’ve told me what’s going on in the zooms and the teachers are spending 20 minutes trying to figure out like here, fold your paper, and the kid says, can it have lines on it? Can it be pink? I don’t have a piece of paper. Where do I get one? That kind of thing. And so I think the teachers are struggling with that as well. Here’s the big overarching picture of where everybody’s struggles are. There’s a lot right now. 

    Dr. Sharp: There’s a lot. Yeah, it’s like you’re in my house with the kids and describing what is happening for us right now, and millions of other families. 

    Rachel: Yeah. Going back to the gap that Steph mentioned, what we’ve said on our podcasts, and what we’ve said to clients, before all of this, there was one thing that everybody had a totally equal amount of which was time. And now, everybody is totally equally, maybe not equally, but everybody is being impacted by this and by the pandemic. And likewise, whatever learning gap we’re concerned about emerging, everybody is being impacted. And honestly, kids with resources are going to be [00:12:00] impacted way less than kids who don’t have internet access and can’t get into their classes and the kids who were already struggling and falling behind in that way.

    I feel like overall I’m less concerned about learning gaps that emerge because when school goes back in person, whatever that looks like, locally in LA, we’re not back in person yet, whatever that looks like, the standards before and the grade-level expectations before are going to have to be iterated and amended because it’s not going to be realistic. And so, everybody will have the expectations amended and in this same vein. 

    Stephanie: I want to add. I think maybe the silver lining of all of this is that as it used to be like when we were kids, we weren’t expected to be reading in kindergarten, like when kindergarten started and now that’s an expectation. And so, maybe it’ll be more in alignment with what’s developmentally appropriate because, for a lot of kids, that’s not developmentally appropriate for them. And then they’re already behind. 

    Rachel: I love that you brought that up Steph because I also think our educational system in this country was designed hundreds of years ago I feel like, and this is really an opportunity as educators to reevaluate how we want learning to happen. We live in a different society than the function of school was a hundred years ago. It has different priorities and goals now. Families needed to do different things than they needed to do a long time ago, but it’s all built into the site around that system.

    I’m going to be really curious to see what schools keep from this force pivot that they had to do just like we’ll probably always keep doing virtual sessions as an option in our practice. I’m curious. It’s going to be interesting to hopefully see [00:14:00] some reflection on what was really wonderful about this and how do we bring that in? 

    Dr. Sharp: Right. I know in our practice there’s been a real process of figuring out what is essential. We’re back in person now for testing, but for a few months, we were doing all the testing remotely and we really had to be selective about what we were doing and what was really necessary. And it made us call the process a little bit. And I wonder if that’s going to happen with schools and with teachers to figure out what was fluffy and what was more necessary and what the essentials are for the learning they’re trying to do or teaching they’re trying to do.

    Rachel: I hope so. I don’t want to put more on teachers and educators because it always would irk me as a former teacher when you’d get the summer off and people are people like, you only work nine months out of the year. People don’t understand that in order to sustain the energy that it requires, that we’re pouring into other people’s kids, you have to have that time to reset and have some brain quiet. So, it’ll be interesting to see. 

    Dr. Sharp: Sure. Yeah, I have a sister-in-law who’s a teacher and a client who’s a teacher, and both, it’s the same way. It’s like, the summer is absolutely necessary. 

    Rachel: 100% required. Yeah. 

    Dr. Sharp: Yeah. I wonder, have there been shifts in the work that y’all are doing with kids here over the last few months? It sounds like you’re doing a lot more online, which makes sense, but as far as the actual hands-on intervention and strategies that you’re doing with kids, has that changed at all? 

    Rachel: I’ll bring up something that Steph and I texted about yesterday. Steph will always say that’s a would-be [00:16:00] nice. I’ll bring something out and she’s like, no, no, no, that’s not a right now that’s a would be nice, which helps me because everything feels important to me immediately and so she’ll help me navigate that.

    But one of the things that we always did with our clients was organize themselves digitally, but there was a lot that was like, okay, let’s move on from this because something else is more important, like their physical binders more important right now. I have made so many things digitally more important than they were before. Small things like when we start a session, close all the tabs that we are not going to use because these kids have a million and a half tabs open. I’m guilty of that. I get it. But you need to reset and start from fresh.

    Having kids clean off their desktops has been a big one for me. They save everything to their desktop, and then there are just hundreds of thousands of documents on there.

    Dr. Sharp: Their computer desktop?

    Rachel: Their computer desktop, sorry. And so, it’s almost what I’ll say to them is, how many tabs do you have open? How many files you haven’t sorted in your Google Drive? How many files do you have saved on your computer desktop? That’s a reflection of everything that’s in your brain at this moment. So, let’s simplify it. And it’s almost like this catharsis of the cleansing process. Then you can have a system to maintain them.

    So, the digital profile stuff has become a lot more, it’s always been important, but even more, so that’s really where I’m starting with clients, and making sure they know where to go and have everything they need when they get there. So they need to know what time their classes start.

    Schools are still shifting schedules. They’re not decided about how they’re doing this and they’re still responding to feedback. And so, that [00:18:00] can be every 2 or 3 weeks we’re updating that. And then making sure that their zoom links are accurate so that they have one place to go. And then making sure that they have the homework is done that was required for that class, and putting everything in one central location.

    Steph, what has shifted for you? 

    Stephanie: I think there are a lot more emails, never before.

    Rachel: That’s a part of the cleanup.

    Stephanie: Yes, but I think looking at the silver lining of that is the resources. I’m thinking about one kid in particular. She gets the emails. She might not understand the assignment, but the teachers have been attaching the video that they watched in class so she can watch it again and use that as her backup. Helping her know that those resources are there because she doesn’t really want to check her email, I think that’s something that I’ve been seeing a lot of.

    Also, we can get into this, but the portals, and the kids have been relying on them even more. I just showed a kid the other day that even though it says, these are the assignments, there were two assignments that didn’t show up on that here’s what’s coming up, but it was on the class page. So I said, we have to put things down as a to-do list in a calendar, whatever it looks like that’s going to work best. We cannot rely on what you think you can rely on. It doesn’t work.

    So, when I’m finally having… so many of the kids who are sitting there saying, no, my teachers put it. It’s all there. I literally showed her, look, there’s this thing. Do you see that anywhere else? And then she just went, [00:20:00] oh, and I think all of a sudden, she just thought, wow, okay. 

    Rachel: Healthy skepticism. I’ve never really conceived of it in those two words, but we really want our learners having a healthy skepticism. It sounds great. Write that down. That’s a podcast episode. Healthy skepticism about their online portal, about their calendar, about the emails, everything that they interact with, assume that something’s gone missing.

    That’s how we approach it in our sessions too. Assume maybe they’re not telling us the complete truth. Assume that they think they’re telling us the truth, but then we go home and be like, and they’re like, oh actually, this is what I meant. Just assuming that there’s going to be failures along the way and what do we do to put even extra layers of checking around that.

    That’s why with every client, I go into the portals, the students in particular with ADHD and executive functioning issues, I go and I look at like, let’s make sure all the past assignments were turned in because nothing more frustrating for kid who’s done the assignment but hasn’t turned it in properly when they think they’ve turned it in properly and then you go and you look and show them, hey, the teacher doesn’t see it. So you probably just didn’t wait for it to upload all the way or the system glitched out. We have to have these systems of like, it is routine. It is something we do consistently once or twice a week. Go back and check on everything. And this is hard for kids who just want to move on.

    Dr. Sharp: Oh my gosh. Yes. 

    Stephanie: 100%. It’s so hard. Last night, I was with a kid that had assignments. She said, oh, I did it today. And I said, okay, I just want to see it. I pulled it up and everything had erased. It never saved it for her. And she was in tears. And so, this is one of those practice advocating for yourself. Okay, let’s email the teacher. Let’s say, [00:22:00] I can’t do it again tonight. Can I please have an extra day? It was there, it’s now gone and she was in tears.

    Those are the types of things. Those things are going to happen, especially with the fact that everything is technology-based. And so, having that communication and making sure that we’re checking everything and being in touch with the teacher and making sure that the kid knows how and what to do when something like that happens is going to be important now and for the rest of their lives, right? 

    Dr. Sharp: Absolutely. That’s such a good point. The fact that everything is digital now, everything is electronic. I don’t know. Y’all are big fans of electronic strategies and learning and tips and all of that, but there were, I think some kids out there and parents really who relied on paper and having those physical documents, and now that’s another transition to make for people. Like what if the tech doesn’t work and we were at the mercy of… 

    Rachel: I definitely could see. You’re right. We were very into digital before, and honestly the kids, I would say are mostly on board for that because they’re used to it. They’re digital natives. They’ve grown up with it. They didn’t ever have another way of survival.

    I mean, my mom is still with a paper planner, but I think with this, she has been forced to explore Google calendar more, which is great because that’s how me and my dad and my brother function, but the kids were more open to it. The parents, we get a lot of questions about like, well, shouldn’t they be writing it down or shouldn’t they be taking notes by hand?  Sometimes it’s a matter [00:24:00] of like, is this a hill you want to die on?

    Dr. Sharp: Right. Pick your battles.

    Rachel: Pick your battles. Yeah. 

    Dr. Sharp: Yeah, for sure. In the interest of giving this a little bit of how-to content in our free-flowing conversation, can you talk about just your favorite tech tools or apps that you always try to integrate into students’ lives to move the needle the most with their learning?

    Rachel: So many. If I had a nickel for every app I had a learner download. 

    Stephanie: Yeah. But let’s start with Google calendar because I think that’s…

    Rachel:  and the Google products, like the Google Suite products. 

    Stephanie: Yeah. One of the things too that now that the kids have to be so much more digital and we’re putting their zoom links in the calendar is I’m putting sessions and the zoom links in with them and inviting them to them on my calendar. Younger kids are even more in charge of their own schedules and know what’s going on even more than before, because I’ve had parents who would sit there and say, well, they don’t need to really know, but they need to know now. So I would start there. That is something that they’re probably going to have to use for the rest of their lives. So the sooner you can start them on it, the better.

    Rachel: I’m the same with Google products. One of the things and I want all learners that we work with to have their name@gmail.com if possible, and really simplify how many email addresses they have.

    We spent a lot of time in email literally teaching kids proper email etiquette. I’m not even talking about the writing of an email. These kids don’t know how to archive. They don’t know how to unread something if they want it to come back to it later and want to mark it as important for themselves. You can structure your email in a way that, and I know [00:26:00] Steph does her email differently, but I always have it structured is unread and read. And those are simple clicks within it. You can have email imported so everything’s in one place. You want to simplify all the things.

    Another thing that I always have learners do is they need to have their important links in their bookmark bar. So I teach them how that works. I want everybody in Google Chrome. I don’t like safari. I want their Gmail. I want their school email. I want their on my portal. Excuse me. I want their assignment sheets. If there’s a digital book, I want that there. And then let’s have less, like put their personal stuff further down the bookmark bar and started teaching the Riff Raff, if you will, teaching them the functionality that you can have.

    When somebody sends you an email with a Google invite, or even with the date to your Gmail, it will get put onto your calendar, or ask you if you want it to be there. Those simplifications really help. It’s a lot of upfront work in the beginning, but it saves a lot of time.

    Students are being asked to PDF things a lot more than they were before, and their ways of doing it are super interesting. I didn’t know some of them, but let’s get them an app that holds all their PDFs in there for them that is labeled because then that becomes another checkup. That becomes another way of checking, hey, did I scan this? You can go back and easily see it. And teaching them how to name their files properly so that they’re searchable for them.

    These are all tiny little conversations that we’re having, but the ultimate goal is being able to do something with this work. So, if they need to be able to study from it, they need to be able to go and find it. Everything needs to be findable. And so, [00:28:00] putting in these check-in layers across the way. In terms of other digital things that we’re taking advantage of, Steph, from the business side, we could say so much, but what are you doing with learners?

    Stephanie: Well, we always talk about it on the podcast. You start with time and space, right? So the other thing is time. And especially with the kids with ADHD who don’t feel time the same way, either the zoom sessions with their teachers feel like a year or they feel like five minutes. Some of the kids are doing really well on zoom and for other kids, it is a nightmare.

    So I think time is really important to have apps or things around that help them really see the time. So that could mean there’s a couple of different apps that, they’re all pretty similar, where you can put on your phone and it shows the clock, or you can have those timers that are like kitchen timers or baking timers that we use, or it’s those lights that it’s red and it’s yellow and it’s green, or literally you can take a clock and you can use an expo marker on it, and then you can block out time when this needs to happen, and when this needs to happen. Those kinds of things I think is a good foundation of getting them ready to learn and be successful. 

    Dr. Sharp: Right. Can I go back and ask two very granular questions that I think people might be interested in?

    When you, Rachel are talking about PDFing things, are there any tools that you really like or that students have found works really well for that?  

    Rachel: What I’ve seen multiple students do is apparently you can PDF things within a note on an iPhone. Steph, did you know you could do that? [00:30:00] But it’s not functional because then you have to go and re… first of all, you can’t do multiple pages so they send them one page at a time. And so I’ve just had multiple because now I’m seeing this trend. Okay. Everybody stop and let’s download, Steph and I both use Tiny Scanner. That’s what you use, right? 

    Stephanie: Yeah, I think that’s what it’s called or it’s just called scanner. I don’t know. 

    Rachel: I have Tiny Scanner. That’s what I use. You can have all the multiple pages within one document. You can label it correctly there. It lives in the app. You can email it to yourself. I don’t know if I pay for it or not because I have the functionality to just send it directly to drive. If they have that functionality, it’s awesome, especially if that’s how the teacher wants to receive the assignment. And then you have to make sure that there are folders for each class in Drive already set up and ready to go so that everything has a home. 

    Dr. Sharp: Right. Well, and that leads to my second question, which is, what’s your favorite way to have students label their files to find them.

    Rachel: I always like the assignment title because it’s going to be the thing that’s most memorable for them. And if they’re in Google docs and Google drive, you can figure out because as a general rule, in terms of organizing physical things, we like chronology the best. Students always remember before and after. No, no, no. This happened before that. No, I got to keep going and keep looking further for something when they organize it. That’s why I don’t like it when teachers have like have a note section, have a test section, have a homework section. No, you’re one person in the class functioning and so have it all, but I understand why they do it because they’re trying to help them. 

    Stephanie: But if you think about just how the brain works about photos, if you’re looking for a specific photo in your phone, you re oh no, that was before that [00:32:00] happened or that was after that happened. So then you can actually find the picture, right? So that’s what we’re trying to help them do the label.

    Rachel: If teachers are organized enough to have […] number one in Spanish, then that’s what it should be called. And if there’s another key word that will help them remember, then that can be the next word, but let’s have everything be the same. Again, I would say this is further along in the process on the more would be nice side.

    Stephanie: It’s definitely a would be nice side. 

    Rachel: it’s digitally on the wood because you have to have everything else set up for that. But if they have the PDF, something that they’ve printed, then they need to have the app that holds all that information because then they can go back and check. Did I do it? And then they need to have a physical place where that piece of paper lives. 

    Stephanie: Yeah. I am advocating very much for the stopping of the printing and making a PDF out of something and then uploading it. So yesterday I was with a kid, he said, I printed it at home. I’m going to do it at home. And I said, no, let’s not do that. Let’s use Kami. So that’s what I had him do. Kami is an extension on Chrome that’s basically like a PDF filler inner. You could do text boxes.

    Rachel: Kami?

    Stephanie: Yes. He was doing, it’s called a close reading assignment. Basically, he had to look for the words and then he had to fill them in. And so, instead of it being printed, him writing it in, then taking a picture and then uploading it, which is so many steps. And this was the first time that I really got him to say lets walk away from the paper. There was a little bit of a struggle, but he eventually acquiesced. And so we did it in Kami together. We saved it and he [00:34:00] immediately uploaded it. It was just like… 

    Rachel: Kami syncs with Google drive. When you asked the question, I’m like, oh gosh, what do we use because I don’t think about it unless I have a specific need for it. But as soon as Steph I’m like, okay, she’s right. You can highlight within it. We used it a lot this summer.

    Stephanie: Yeah. And did they try to have you pay for it, but you don’t need to pay for it, just so you know.

    Rachel: Yeah.  

    Dr. Sharp: Okay. That’s great to hear. It’s funny. We were registering our kids for soccer two weeks ago and my wife was like, yeah, can you print out the application and fill it out? And I was like, what? What do you mean? I am not printing anything. Why does anybody need me to print anything right now? So, Kami would have been super helpful.

    Rachel: Now you have it.

    Stephanie: Now you have it. You’ll use it from now on. You’ll never even, why did I ever not have it. 

    Rachel: Get rid of the printer.

    Dr. Sharp: For sure. I’ll put it in the show notes so others will check it out.

    Rachel: Perfect. Kami, we’ll totally take advertisement dollars for that. 

    Dr. Sharp: Sure. Kami, if you’re listening, reach out to us. That’d be great. 

    Rachel: Feel free to sponsor this episode. 

    Dr. Sharp: For sure. Let’s see. Are there any other just beginning processes, like when somebody comes to you, it sounds like you’re working on the calendar, you’re working on the email etiquette. Are there any other just foundational learning skills that you work with them on? 

     Stephanie: I knew you should ask.

    Rachel: I’m creating lists as I go with some of my new clients. I’m like, what are the things that I do consistently each time just for my own, making sure my team is doing things in the same way, but go back to your question. I’m sorry. 

    Dr. Sharp: Just those basic pieces that you put in place, whether that’s software or [00:36:00] processes when somebody first comes to you. I’m asking because I think a lot of parents are probably trying to do this now. What are those foundational skills or apps or whatever that you just start right off the bat? You need this, you need this, you need this. 

    Stephanie: Well, definitely Google calendar is the first thing we start off with always.

    Rachel: Every time.

    Stephanie: Every single time.

    Rachel: I get all the login information straight up as we’re going and I’m sharing my screen so they can see how I’m building out because I have each one of my clients a separate profile within Chrome. And so, I can easily toggle back and forth. If you have multiple kids and you’re finding, okay, I gotta log out of this one and then log back into that one and your own email, create separate Google Chrome profiles for everybody so you can go back and forth. You can leave things logged in and it just makes life much nicer and cleaner.

    Stephanie: And you can also pin. You can pin windows when you open up that profile, those windows will automatically open. So if you have it pinned that you want your email and your calendar and the portal to open every time, those will automatically open when you open the profile. So you don’t have to press anything or search or all of that.

    Rachel: I always forget about the pending. So sometimes, it also serves as a reminder for what we did last time because certain tabs or something like that’s what we did last time. So, that’s a pro tip for parents. Get all the login information and create those profiles for yourself so that you can save your sanity a little bit because that’s the first thing that I deal with clients.

    And it’s sometimes uncomfortable for them just like I’m brand new and I’m like, okay, what’s your email password? And I think nothing of it, [00:38:00] because I’m not interested in spying on them, but you’re told you’re not supposed to share your passwords with people. And so then some of the kids I’ll have to give like remote access. Okay, you type it in because I need access to all this stuff to get you going.

    And then the other benefit of it when, when we have access is like we can, while they’re building out their calendar, we can go help them build out their calendar. They’re not doing it alone. We love Google products because two people can be in one thing at the same time and it’ll register both of them. Then they don’t need… 

    I don’t want any of my clients saving anything in a word doc anymore. I want it all just in Google doc because it saves every 30 seconds or whatever, and you can go back and look at previous. Let’s just keep everything. Have rules about where things are going to live. Just have rules. 

    Stephanie: I think the other thing that we really advocate for is starting with a client and for parents that are listening, or those of you that are doing testing, they’re giving parents, you need those strategies and tips for your reports, is also space, right?

    You need to have a designated working spot. They shouldn’t be doing homework in school or on their bed. Have pens and paper and pencils, and have graph paper and lined paper and all the things nearby so it’s easily accessible because when you have clients or kids that are going, oh, I need to go get that, and then they go and they can’t find it. Things need to have a home. Basically all we’re saying is digital things need a home and physical things need at home.

    And so when you create, just like in a classroom, when you were a little kid, if you think [00:40:00] back to you knew where the paper lived, you knew where the markers lived. You knew where your teacher kept all these things so that you could automatically go and get them when you needed them. The glue sticks, all that stuff. So, when you have it set up…

    You guys that have these businesses that you’re doing the testing and whatnot, these are your standard operating procedures, right? Everything has a home. You know what to do and how to do it. And the more that you can start that even with little guys at the base level and then build from there to get to the, this is what has to happen, this is a would be nice, you will get there. 

    Rachel: I know that I spent… I did a quarantine project last weekend because I was so bored and it had been on my list to revamp my command center, which is what one of our friends calls the area of the house that… she’s the KonMari master and she calls it the area of the house where the extras live. I had these containers and there are rules now for every container what goes in what. My husband really likes it because then he’s able to find things and I like it because we buy doubles of things and I didn’t know that, and now we can stop doing that, but it’s the same for school.

    And the other thing that I’ll say your child doesn’t need a million organizational tools. So when kids are disorganized, the tendency is let me buy them something to organize them, to help them, and like, let’s buy a product to fix it. Oftentimes it tends to be that accordion folder, which we hate. And so, simple systems get used, get built and get maintained. It’s not just about building them, it’s about maintaining them.

    When you create multiple places where things could possibly be, now a student has to make a choice with every single thing. Now that’s where you’ve now lost them [00:42:00] because they don’t know what choice to make, as opposed to having one folder in Google drive that’s for their English class. Well, all my English things go in there. You don’t really need to get fancier than that. And the same goes for physical things. You don’t need to buy a ton of school supplies to be an organized student. And in fact, we don’t even advocate having like 8 pencils out there because all that does is teach them that they can lose a pencil. No big deal. There’s another one right there. 

    Dr. Sharp: That’s a good point. I’m just thinking of our 20 pencil receptacle that we have on our daughter’s desk.

    Stephanie: Oh yeah, we did an episode called how organization leads to disaster and that is exactly it. You think get more things, make you more organized 

    Rachel: And we’re taking away. When we do this with students and we take away things, kids who love, and I love school supplies too. I love office supplies as much as the next person. So there’s really some resistance there. I’m sure your daughter wouldn’t be like, let’s only have three pencils here. I don’t think she would be cool with that.

    Dr. Sharp: Do you all have any strategies, just thinking about the workspace and the organization and so forth for those families who have multiple kids who all need a space that’s like semi-private and organized? Have you run into that at all with your families? And if so, how do you manage that and fitting lots of people in the same space?

    Stephanie: I think the first thing is everybody needs their own device. And if all the devices can be the same, that’s a good start. So it doesn’t feel like, oh, well he gets the iPad and he gets to play games and I have to have a computer or vice versa. I can watch Netflix and he can’t or whatever it is. First and foremost, the more you can equal the playing field, the better [00:44:00] for a home with multiple kids.

    If you can have them in separate space, great, but that’s not feasible for a lot of people. I’ve had some people take a cardboard box and make those little old school library desk pod things and having a command center for school supplies that’s nearby and it’s not on each person’s desk or things like that to make it what really works for your home and your family. What would you add, Rachel? 

    Rachel: I think just also resetting spaces. So, if your student is designated to work at the kitchen table, then that needs to become a kitchen table again at the end of the day. And so, just to create home life balance and just like they would clean up their space before they leave their classroom, they need to clean up their space so their family can function like a family again. I think it’s really hard if you have multiple kids.

    It’s such a privilege to have even one device in the house. So, just doing the best you can with the circumstances that you’re in, but creating designated spaces that’s routine, predictable, and that they are responsible to reset, I think is really important.

    This is why are the work that we do is one-on-one because each family’s circumstance is so different. I work with families who kids share the room and I work with families where kids not only have their own bedroom, but have their own bathroom as well, and then have a play room on top of that that they’ve turned [00:46:00] into a school room. So it just really depends on the individual needs. And then putting the kid that might need the most interaction from you throughout the day closer to you. We’re being really strategic about who goes where, and why. 

    Dr. Sharp: That makes sense. I’ve found that over the course of all this online learning that it’s been a real drain on parents’ executive functioning just as much as kids. I wonder, are you all seeing the same thing? And if so, do you find yourselves working more with parents in addition to the kids?  

    Rachel: Yeah. We just did executive functioning for parents on the podcast. This was this week’s episode that just came out. It came as a result of one of her friends SOS texting us, and we were writing an episode and we’re like, oh, instead of writing this, just come on and let’s do it as an on air coaching call, which is what this week’s episode was, but what I’ve really noticed which feels different than before, is parents really want us to manage school. They are really asking thngs like, Rachel, I don’t want to go in the portal. I don’t want to communicate with teachers. I need to keep my job. I need to outsource this stuff the way it was before because the teachers handled it before. I can’t even manage my own emails.

    So sometimes the broader impact of that therapy is, not sometimes, majority of the time, the broader impact of good therapy is home life improves. But another by-product that I’ve seen happen dozens of times in the home is one of the student that we’re working with, their executive functioning sky rockets, and suddenly the siblings are seeing what’s going on.

    How did you do that on your [00:48:00] calendar? I liked, especially when there’s an older sibling who’s really high achieving in the family and I’m working with the 2nd or the 3rd kid in the family. I’m like, here’s the best part about this is so-and-so’s going to see how you’re doing things and then they’re going to want to learn from you. The kid gets lit up.

    But that happens with the parents too. They see that I am forcing their kids to maintain their email and they’re like, I need this accountability. And we’ve both done sessions with parents to sort of, this is how I’m teaching your kid to function. This is why I think you should function like this. We always advocate at the family is at that level of calendaring to have a family calendar that anybody can add an event to, but you’re letting your kid know, this is something you’re expected to participate in or show up to. They need to know that too. You don’t have to have a conversation. It could be a Google calendar invite and it shows up and they’ll see it just like Steph can put things on my calendar and I can put things on hers and the other one would be like, okay. 

    Dr. Sharp: That can get dangerous. 

    Rachel: It can. That’s why we only share one calendar and we know each other’s schedules, but I think parents are noticing their own executive functioning weaknesses. We’ll always say the apple doesn’t fall far from the tree. And it’s always interesting whether the parents notice that or they think their kid is completely different. And so, it’s always interesting because you may see them similarly, but they don’t see themselves similarly. 

    Stephanie: Yeah. I’ve had several parents ask me to help them set up things about their systems. We also are offering learning management right now, and that just looks like [00:50:00] helping either it’s literally somebody there working alongside the kid, being on the zoom and then filling in the gaps and making sure there’s understanding, or if that means the executive functioning of making sure these are all the things that you need to do, but not teaching. It’s not the strategies. It’s just managing everything so the parents don’t have to do it themselves because it’s affecting a lot of relationships. They’re already with each other 24/7. The kids aren’t getting any peer-to-peer social interaction and it’s taking a toll. And so, the amount of people that have been calling asking for in-person in my practice has been a lot because the parents are just sitting there saying, please, I can’t do this anymore. 

    Rachel: If you can come at my house for an hour, please. 

    Stephanie: Yeah. And I don’t blame them. 

    Dr. Sharp: Absolutely. We’re fortunate enough to be able to have hired basically a babysitter to just hang out while our kids are doing school during the day.

    Rachel: They’re a facilitator.

    Dr. Sharp: A facilitator of learning. Yes. 

    Rachel: Learning facilitator so your wife can be mom and you can be dad and get your jobs done. You can be the parents. 

    Dr. Sharp: Right. Yes. We’ve touched on this issue of portals two times, but haven’t dove into them. I know this is a big problem for a lot of families and it’s come up in our district that there 17 different places where assignments live and so forth. So, thoughts on that, how to manage that, what to do with that? 

    Rachel: Now you’re hitting me where it hurts today because this is what I woke up angry about this morning.

    Dr. Sharp: Let’s do it. What you’ve got.

    Rachel: Let’s do it. [00:52:00] There’s so much that has been challenging about online portals and it’s not the pandemic that has caused that. We’re going to be recording an episode tomorrow on our podcast called online portal pitfalls, unless we change the name, but it’ll be something like that.

    Online portals have been a sore spot for educational therapist for a really long time. We have a really unique view in that we are working with kids from multiple schools, and so we’re seeing how all the different schools are doing it. And then, we have the burden of having to remember the specific nuances of each teacher of each one of our clients. And so, that’s why I have to have different profiles for everybody because… 

    Stephanie: teacher, each class, each school, each program, 

    Rachel: …and the kids have to remind me every single time. Remember that’s the teacher who wants to turn it in here and not here. And they have to remind us.

    Teachers are not trying to over-complicate it. Let me just start there. But whenever I get the ear of a head of school, this is what I bring up with them, that there needs to be rules. They need to be very controlling about how the online portal work s because each teacher cannot decide what works best for them because now we’re burdening our kids to have7 or 8 different teachers, all with different approaches, all using the portal differently, not putting the homework in the same spot. So now there’s 15 clicks to get to one piece of information for one class.

    And then there needs to be rules also, if any heads of schools are listening, about how often the grades need to be updated as well, because parents are relying on that to tell them whether students are turning in their work and how they’re performing. And if teacher are waiting until the week of the grading period, it does not give parents an opportunity to be responsive [00:54:00] when things fall through the cracks. Or maybe that’s the rule in the school, which is also fine. You only do it at the week of the reporting period.

    Whatever it is that needs to be consistent and no deciding, okay, we’re using PowerSchool, but I like Google Classroom better so I’m going to do everything in Google Classroom because now you’ve made yourself another task that our students have to remember to do. There’s so much here to unravel.

    Steph, why don’t you just share what you were sharing before we had to record about that client that you had to prove to them that the portal is inherently unreliable.

    Stephanie: Oh yeah.  I was that before we hit record? I didn’t even remember. I have a client who was saying, I said something to her about how let’s look at all the assignments that you need to do, what hasn’t been turned in, et cetera, et cetera. And she said, oh, it’s all right here.

    I have access into her Google Classroom and the school portal stuff. I go in and I start looking at all the different things and I find two assignments that are not actually on that list of here’s what needs to be turned in. And so when I showed her yesterday that look, it doesn’t actually show up. This is not your safety net as the kids want. Having on that portal, not everything seems to go on that one list of here’s what you need to do, that’s not the safety net.

    So the fact that I sat there and I was like, okay, now you see that you have to check all the things. I understand it’s frustrating. It is 15 clicks per class. That’s a lot. But unfortunately what you want to use as an easy safety net is not going to be an easy safety net. So I think [00:56:00] having the kids… For a while now we’ve had the struggle that, well, why do I need to write it down or put it anywhere because it’s all right here? It’s very clear that it is not all right there. Even if it’s set up to be all right there, it’s not.  

    Dr. Sharp: And you still need redundancy built in.

    Rachel: Totally need redundancy and healthy skepticism, but it’s not all bad. There’ are some parts of it that you can really, but you have to be savvy. You have to know how to make it work for you. Not all portals, but a lot of portals will particularly right now allow you to import the school schedule in to a Google calendar and iCloud, but we prefer Google calendar. And that’s really lovely.

    Here’s another thing that a lot of schools have done is they’ve made their schedules so much more simple or so much simpler, I should say, which makes planning so much easier because when a school is on like 9 day rotation, it’s a nightmare to automate it. It’s a nightmare for the kids. It’s a nightmare for the teacher. I don’t know the argument for it, but that’s the reality of some schools. But even if it’s an every other week schedule, we can automate that on their calendar. And when you can import it, you still have to copy over each event to their calendar because you want to have each event be controllable by you.

    So when the other person who owns the calendar, this is getting really specific now, when the school owns the calendar, you can’t edit each event. When you copy it over to your personal calendar and you set it up as a repeating event, or you set it up as a repeating event for every other week or whatever it may be, you can put in zoom links, you can put in homework, you can teach them to do all that. And they need that functionality. Even if you have to copy each event over, it’s still a thousand times faster [00:58:00] than manually creating each event, which we have to do for some schools because they don’t have to have import functionality.

    So it’s not all bad, it’s just there’s opportunity for improvement. It’s literally the first thing I talk to heads of schools about. I’m like, you don’t understand, and I genuinely think they don’t understand because they’re not in it and experiencing it. Schools are not trying to make this harder. 

    Dr. Sharp: Right. They have the best intentions. Like you said, I think few people have the perspective that y’all do where you are working with all these different portals across different schools and different students and seeing what it actually looks like. 

    Rachel: Steph and I have had these complaints about online portals for years. Now we can talk about it because everybody is seeing it. 

    Dr. Sharp: Sure. Oh my gosh. Well, I know there’s a ton more that we could talk about, but time goes fast. I wonder if there are any parting words, thoughts, and encouragements for folks who are managing their kids at home?

    Rachel: I have one rule that I’ve shared with parents. When it comes to teachers trying to teach their kids and now they’re watching the lessons that the teachers are teaching, about not getting involved, but getting involved when appropriate.

    So the rule that I have set for some of the families, because the parents should not become a part of the classroom conversation, and sometimes you can’t help it if you want your kids to get on target or on task. So the rules that I’ve set is, you can jump in when it’s something your eyes can see, but when it’s something your ears can hear like you don’t like the answer that your kid gave, that’s for the teacher to correct. But if your eyes [01:00:00] can see that your kids walked away from the computer, that’s when you can come in and redirect and help them get focused again. So it’s eyes, not ears. 

    Dr. Sharp:  I like that.

    Stephanie: I think the biggest thing is, one day at a time, one week at a time, that it just… 

    Rachel: It won’t always be like this. 

    Stephanie: Yeah, it won’t. We all know you’re doing the best you can, whether you’re the teacher, the kid, the parent, the clinician, everybody’s doing the best that they can. And if we can give ourselves a break and…

    Rachel: Assume the best intentions from everybody that you’re interacting with.

    Dr. Sharp: Such a good reminder. 

    Stephanie: … just have open communication and just try to figure out what works and the best you can do. That’s all you can do. 

    Dr. Sharp: I think that is a very good note to end on. Very kind, very compassionate.

    Thank you all so much for coming on. This really flew by. I know that we could dive into any number of other things, but I really appreciate it. 

    Rachel: We’ll come back any time. It is so fun. 

    Stephanie: Absolutely. It is fun. 

    Dr. Sharp: Good. Yeah, I would imagine we’re going to continue to orbit one another’s content.

    Rachel: Yes.

    Dr. Sharp: Yeah, I would love that. In the meantime, y’all take care, and thanks again.

    Rachel:  You too.

    Stephanie: You too.

    Dr. Sharp: All right everybody. Thank you so much for listening to my interview with Rachel Kapp and Steph Pitts from the Learn Smarter podcast. I love talking to them. I hope that you enjoyed it as well. And like I said, at the beginning, definitely check out their podcast. They have so much good content going on over there that is linked in the show notes if you want to go and take a look.

    If you are an advanced practice owner, [01:02:00] who’s made it past that beginning stage of practice, you’ve got your referrals dialed in. Maybe you’re in that spot where you just have too much to do, and you’re not sure how to do it all, you want to delegate but maybe don’t know how to do that or how to get started, and maybe you want to hire.

    You might check out the Advanced Practice Mastermind group. We have one spot left. You have heard me talk about this over the last few weeks. I am so excited to be getting started here soon, but we do have one spot left. And if you were interested in that, if you’d like a group that can help keep you accountable and reach those goals in your practice, we would love to support you in that. You can check out more information and schedule a pre-group call at thetestingpsychologist.com/advanced.

    Okay y’all. 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 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!

  • 144: Credentialing with Insurance Panels

    144: Credentialing with Insurance Panels

    Would you rather read the transcript? Click here.

    To take insurance or not to take insurance? Such a big question! But it also conceals the complexity of the process. Once you decide to “take insurance,” there are many steps between deciding and actually billing your first insurance claim (and getting paid for it!). Join this insurance mini-series to learn the ins and outs of credentialing, billing, and getting paid by insurance panels.

    Today’s episode is all about the first step in the insurance process: credentialing. We’ll talk through each step necessary to start the credentialing application. I’ll also talk through the pros and cons of doing it yourself vs. hiring a credentialing service. Here are a few topics we cover: What you need before you start the process

    • What you need before you start the process
    • Steps in the credentialing process
    • What to do if your application is rejected

    Cool Things Mentioned

    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. 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 grew to include 12 licensed clinicians, three clinicians in training, and a full administrative staff. 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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  • 144 Transcript

    [00:00:00] 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.

    Today’s episode is all about credentialing with insurance panels.

    So, today is the first in a three-part mini-series, rather on insurance in the testing practice. Today, we’ll talk about credentialing. In the next episode, we will talk about billing and getting paid through insurance. The final episode in the mini-series will be how to request raises from insurance companies. So, if these topics sound interesting to you, now is a great time to subscribe or follow the podcast if you haven’t already so that you don’t miss any of these upcoming episodes.

    If you are an advanced practice owner and you would like to get some accountability and support as you take your practice to the [00:01:00] next level, I think this is the last time I will be promoting the Advanced Practice Group on the podcast because, at the time of the recording, we do have an opening in the group. At the time of the airing, chances are the group will be closed, but I’m going to give it a shot anyway. If you want to sneak in at the last minute, this might be your opportunity. So you can go to thetestingpsychologist.com/advanced, learn more about the advanced practice mastermind group and see if it will be a good fit for you.

    Okay, let’s get to a discussion about insurance panel credentialing.

    [00:02:00] Okay, y’all, here we are talking about insurance panel credentialing for testing psychologists. Now, when I say for testing psychologists, that’s actually not true. Insurance panel credentialing is pretty universal across the board, but there will be a couple of little layers that apply to testing folks that I think will come into play, if not today, then certainly over the course of the insurance mini-series. So let’s go ahead and just dive right into it.

    First of all, deciding whether you want to credential with an insurance panel or many insurance panels is a big choice. And if you’re anything like me, you don’t know exactly what that entails. So let me take just a second and talk about what that actually means to credential with an insurance panel and “take insurance.”

    At its [00:03:00] core, what that means is that you are entering into a contract with an insurance panel to abide by their guidelines and regulations in order to prefer to provide clinical services or in some cases, nonclinical services that you may try to bill for. Getting a little deeper into that, that means that you contract with the insurance panel to see the members of their insurance panel, the clients to have that particular insurance, and you agree to accept that insurance that you are paneled with.

    So if a client comes in, they have Blue Cross Blue Shield, you’re paneled with Blue Cross Blue Shield, that means you “take their insurance.” So, that means that you have agreed to the guidelines set forth by Blue Cross Blue Shield for seeing their patients, [00:04:00] and you will file an insurance claim on the client’s behalf to be considered for payment.

    Now, that also means a part of the contract that you agree to is the reimbursement schedule and policies. When I say contract, this is a literal contract. It’s lengthy. These are lengthy legal documents that you are signing to enter into with an insurance panel. And they have all sorts of declarations and stipulations. To be honest, I don’t know anyone who actually reads through all the pieces of the insurance contract. You certainly should, but I don’t think many people do. But it is a legal document. You are bound by this document that you have signed with the insurance panel.

    What are the big things that people are most curious about? Naturally, it’s [00:05:00] the something called the fee schedule or the rate schedule.

    And that’s simply the agreement between yourself and the insurance panel talking about how much they will reimburse you for the services that you provide their members.

    Often, the insurance reimbursement rate is lower than the out-of-pocket rate for that area. So keep that in mind. That’s not always the case. And in some cases, insurance reimbursement rates can certainly approach the out-of-pocket or market rate, but in some places, there is a vast discrepancy.

    In certain parts of California, I know this is the case. And there are many other parts of the country as well. But that’s one thing to really pay attention to in your contract is, what is the fee schedule?

    Now, I will talk about this more when I get to the episode on asking for raises, which is two business episodes down the road, but just a quick plug to let you know that you can [00:06:00] negotiate rates right off the bat before you sign your contract with the insurance panel. You can request higher rates. Don’t be afraid to do that if the rates look a little low.

    All right, so the contract that you signed, you choose to enter into this agreement to accept their agreed-upon rates for your services. So that at its core is what it means to take insurance.

    Now, in that contract, there will also be guidelines around testing services and other services. It’s not just testing that gets picked on. There are plenty of other services in the medical world that insurance panels have to consider whether they are “medically necessary” but this is something that comes up with testing a lot.

    So know that if you enter into an agreement with an insurance panel, you may have to abide by their [00:07:00] guidelines for medical necessity of services, which basically means they get to decide whether the testing that you’re doing is reimbursable or not under their plan. And often the criteria is whether that testing is “medically necessary”. So just know that entering into an insurance contract will mean that the insurance panel again, gets to dictate the terms for the testing that you might do.

    Often, I’d say almost always, academic testing is not considered medically necessary nor are auxiliary testing services like forensic work, substance use evaluations, independent educational evaluations, really anything that you can’t make a case for it to be medically necessary. So, anything that a client chooses to go through on their own or just for their own curiosity, that’s going to increase the likelihood that insurance will not cover it.

    [00:08:00] So, just a few things to know about entering into a contract with an insurance panel. Now, this is the inverse of credentialing, but if you want to de-credential, please know that most of the time that will take you anywhere from 30 to 90 days to do that as well. So if you want to get off of an insurance panel, that’s a bit of a process also.

    Okay. So we’ve laid a little groundwork. Just to talk a little bit more about the finances here, generally, there are a couple of situations that are numbers or figures that you have to keep in mind when you take insurance. But at its core, I get the question a lot of, “Well, if I take insurance, does that mean that I can charge clients the balance between what the insurance pays and what my out-of-pocket rate is?” And the answer is no, you can’t do that except in very specific situations where you have the permission [00:09:00] of the insurance panel to do that.

    So I’ve talked about balanced billing, which is what that’s called on the podcast before. I won’t dive into that deeply here because I’ve covered it before, but there are certain situations where you can engage in balanced billing if the insurance panel gives you permission to do so. So generally speaking, you agree to accept the insurance rate and that’s that. So clients, when they show up, we’ll either have to pay a code-pay, let’s call it a code-pay. So that’s a set somewhat lower rate that they owe for each time that they come to your office.

    For example, a client might have a code-pay of $25 for each office visit. That means they would just owe you $25 for each time they come in and the insurance panel will reimburse the rest of the fee up to the agreed-upon rate. So, let’s just say that your insurance panel reimburses $100 an [00:10:00] hour, the client has a $25 code-pay, then insurance will write you a check or make a deposit for $75. So that’s a code-pay.

    Now, Coinsurance is something you might run into as well. Coinsurance is when the client owes a percentage of the charges that were billed. So again, if you are billing $100 an hour and a client has a 30% coinsurance, then they will owe $30 for one hour. Now, if you’re doing testing, and let’s say you bill five hours on that office visit, the total would be $500. A client has a 30% code-pay. So that would be $150 for that visit.

    The other number that you need to be aware of is the deductible. Many plans have what’s called a deductible that has to be met before the plan kicks in reimbursement. So this just means that the [00:11:00] client has to pay a certain amount out of their pocket before their benefits really kick in. So if a client has a $1000 deductible on their plan, let’s say, and they come in and they do 12 hours of testing at a $100 an hour rate, but they have a $1000 deductible, then they will have to pay the first $1000 and then the remainder typically defaults to whatever coverage they have after the deductible. So, then you might get a $25 code pay after the deductible is met, or you might get that coinsurance after the deductible is met. So, just a little bit about the ins and outs of insurance payments and charges and so forth.

    Now, I am getting deep in the weeds here about the basics of insurance, but what we’re really here to talk about is credentialing with insurance panels and what you need to [00:12:00] be aware of as you go through that process. But the rationale here is that before you credential, you have to know what that even means and what you’re getting into. So, I wanted to spend a little bit of time just talking about what it even means to credential with an insurance panel and enter into that agreement.

    So, let’s transition and actually talk about what this means. So how do you credential with an insurance panel?

    Well, there are just a few steps and it’s actually quite straightforward, and then you wait. Here are the steps that you need to consider. The first step is that you basically just need to prepare. So to apply or try to credential with an insurance panel, you’re going to have to fill out a really, really long online application that you submit to a database called The [00:13:00] Council for Affordable Quality Healthcare, Inc. or CAQH.

    Like I said, this is a very long application. I would definitely set aside at least two hours to do the application itself online. I’ll have a link to that in the show notes so you can quickly. But generally speaking, you want to be very prepared to fill out that application. They are going to ask for tons of information. You want to have your employment history, your training history, your practice location, your NPI number, your Malpractice Insurance, your license, all kinds of things.

    I’m jumping ahead of myself, but I wanted to let you know that the thing you’re preparing for is you’re preparing to fill out your CAQH application.

    [00:14:00] And the reason that’s important is because CAQH is again, this, this online database, and that is where the insurance panels are going to access your information during the credentialing process. So, you fill out this information once, it goes into CAQH into that database, and then as you apply for each insurance panel, they will pull your information from CAQH. That’s what we’re doing here.

    Okay, let’s get back to preparation. So these are just a few things that you want to make sure and have ready. So, you want to have all of your demographic information: name, address, phone number, and that means home address and office address. You want to have the location where you’ll be billing. So, your billing address or your service address. Most of the [00:15:00] time, this is your office address. So it should be fine unless you have multiple locations, then it gets a little more complicated, but you want your office address and that should be the place where you’re rendering services and where you will be billing from, and your mailing address. So all your demographic info.

    You want to go back and update your CV as well. The reason you want to do this is because CAQH is going to ask for your entire training and employment history. So you want to go back, you want to get your information from your undergrad institution, your grad school, or grad schools. They ask for very detailed information like the address of your school or your department, certainly dates of graduation and degree and things like that. So you want to have a really clear [00:16:00] handle on your training information and degrees, and anything you obtained over the course of your education. So get all the information you possibly can about your educational institutions and programs.

    You are also going to want to update your CV with your employment history. Let me go back. There’s actually an intermediate step there. So, CAQH we’ll also ask about any postgraduate training. A little bit of a gray area, but they will ask about your internship. They will ask about your postdoc experience as well. So make sure that you have that information. And you will notice in CAQH that it is really written and kind of geared for medical providers. So, they’ll use terms like medical school instead of grad school or residency instead of internship or postdoc or fellowship, instead of postdoc, things like that. [00:17:00] So just know that and be on the lookout.

    So you’ll want to update and just make sure you have, again, at your fingertips, your training history, your internship, your post-doc, and then you want to make sure that your employment history is totally dialed in as well. This means dates, locations, any information you can gather about your employment history.

    Now, you also want to prepare all of the practical documents. So, you will absolutely need your license and proof of license because you’re going to upload that to your CAQH. You will need your professional liability insurance. You will also need insurance for your premises like if you rent and you have to have [00:18:00] office insurance for falling and accidents and things like that. Let’s see, you will most likely have to upload your CV. So make sure to have that on hand.

    So, gather all those practical documents as well, and make sure that you have those all in one place and ready to go. If you’re someone who is board-certified, or you have some other advanced training or credentials that you’d like to make the insurance panels aware of, you will also need the paperwork to document your board certification or any other certification or training that you’re trying to work with.

    Okay, two other things that you will need if you don’t have them. You will need an NPI number. I recommend getting an NPI 1 which is an [00:19:00] individual NPI number and an NPI 2 which is a group NPI number. You may never need the group NPI number, but if you have any aspirations of hiring or growing as a group or having a group contract with an insurance company, the NPI 2 will be really handy.

    I stumbled into this in the beginning and didn’t really know what I was doing, but I got an NPI 1 and NPI 2, and it has paid off in spades over the years because the bind that you might find yourself in is that you apply for an NPI 1 and get your individual NPI and then 5 or 6 years down the road you start to hire, or maybe it’s six months down the road and you start to hire, and all of a sudden you have to go back and get an NPI 2, and then change everything with your insurance panels. And it can just be a hassle. So I would say, apply for your [00:20:00] NPI, get the NPI right off the bat, an NPI 1 and an NPI 2 And you should be good to go.

    You can get the NPI at the NPPES website. I will link to that in the show notes. It’s pretty straightforward. You fill out the information. A lot of the information we’ve talked about will come in handy when you are getting your NPI number as well. The NPI numbers are typically issued within 24 hours. And in my case, it’s always been within like an hour. So it’s very fast.

    One thing that they’ll ask you to specify when you apply for an NPI is what’s called a taxonomy code. And this is just a long alphanumeric code that corresponds to your area of practice. So there’s one for clinical [00:21:00] psychologists, counseling psychologists, and so on and so forth. Any of them are relevant and will be fine. I mean, don’t pick social worker or anything like that, but any of the psychologist variations should be fine. Just make sure that you keep that consistent anywhere else you have to enter that taxonomy. So, CAQH will ask about your taxonomy code as well.

    Okay. So, this is a big part of the process. Just make sure that you have everything prepared and in the same place so that you can access it when you go to fill out the CAQH application.

    Once you have all of these things, then you go to actually fill out the application. Again, I will link to CAQH in the show notes, but you go to the website, you sign up, you create an account and you fill it all out electronically. [00:22:00] So again, this will take quite a bit of time. You definitely want to sit down and have a good chunk of time to do so. You can count on, I would say at least two hours. It sounds crazy, but it’s very lengthy. And you’ll likely find as you go through it that you may have forgotten something or misplaced something, or you have to look something up. For example, I know the CAQH asks about a TB test and whether you have a current TB test or whether you need a current TB test. Again, remembering that it’s geared toward medical professionals, so that’s a lot more relevant for them. So I had to look that up and figure out, do we have to have a TB test? The answer is no.

    So there’ll be a number of questions like that, that you’re like, wow, that’s random and you may have to look that information up and figure out exactly how to do it. But the main thing to think of when you fill out your CAQH is [00:23:00] just that this is the information that’s really going to feed into each of your other places… anywhere you’re sending official information.

    So, whatever you put into the CAQH, just make sure that you track that and it percolates down to certainly all the insurance panels, like, if you have a State Medicaid or Medicare organization, they’re going to want the same information. So just make sure you keep everything consistent with what you put into CAQH.

    Once you fill out your CAQH application, then you get to go and actually apply with the insurance panels. That’s actually pretty easy in the grand scheme of things. So once you’ve done CAQH and so forth, then you just go onto [00:24:00] the websites of whatever insurance panels you want to credential with. And if it’s not obvious, you may have to dig and search a little bit, but there should be a button or a page or something that says “Join our network” or “Become a provider” or something like that. So just look for that text.

    These days, everything is online, so it’s pretty easy. You’re just going to fill out some really basic information for each of these insurance panels, including they’re going to want your CAQH number, your NPI number, your tax ID, things like that. So make sure you have a tax ID. You can get that through the IRS website if you don’t have one. If you’re a sole proprietor, you can use your social security number, but they’ll likely ask for your tax ID as well. So, just make sure that you have all that information. You’ll fill out [00:25:00] again, pretty simple, short little applications for each insurance panel, and then they will go and access your CAQH information. That’s why it’s important to fill all that out thoroughly.

    So you might get some kickback depending on how well you filled out the CAQH application. You may hear something from the insurance panels after you submit your application there and they may come back and say, this isn’t consistent or this information is missing, something like that. So you may have to go and fix that. But this is where you can… usually, they’ll give you the opportunity to play up some valuable services. So, this is where you definitely want to highlight your testing experience, if you happen to be bilingual, making sure that you tell them if you have evening [00:26:00] hours, that can be very attractive to insurance panels.

    You definitely want to highlight any way you can any specialties that you have because, as we’ll talk about in just a minute, insurance panels are not bound to accept your application. In many parts of the country, for many specialties, insurance panels are full and you might get a rejection letter and say that they are full right now. So you have to make a bit of a case for why you should be included in that insurance panel. So, testing is certainly a specialty and I would highlight that as much as possible. And if they allow you to submit supplementary materials, I would certainly do that as well where you explain that testing is in high demand and you are one of the only practitioners who may take their insurance and make sure that the insurance panel knows that you have a [00:27:00] specialty that is not very widely available in your area.

    So you go through that process with each insurance panel that you want to credential with. You do have to credential separately with each one. So just know that. And then you wait. So for some, you may hear back right away or relatively quickly within a day or two or a week. And they’ll say, we got your application and we have moved it onto credentialing, some may ask for more information, some may reject and the timeline for each of these is variable. You may not hear anything. And then all of a sudden, two months down the road, you get something back that says that you’ve moved to credentialing.

    So don’t despair if that happens. What you can do is check back in with those panels and a great place to do that is [00:28:00] with a provider representative for your area. If you cannot find your provider rep, you can always call the insurance panel and work your way through the phone tree. They all usually have an option for credentialing or network services, things like that. And you can just ask who your provider rep is for your area and if that person is a great person to follow up with if you have questions about your application.

    Now, I’m sure you’ve all heard horror stories about insurance paneling taking forever. I wish that I had better news about that, but it can take forever. It can be quick, but it can also take forever. So, I would not worry if it takes 2, 3, or even 4 months sometimes or longer depending on the panel. Like I said, don’t despair, but also don’t be complacent. [00:29:00] I would set a reminder to check back in with them every two weeks again with that provider rep and just say like, how’s it coming along? Do you need anything from me? Just checking in. Don’t be annoying but be persistent because it can take a while and paperwork gets lost and that sort of thing. So don’t despair if it takes quite a while, but also be diligent in following up and trying to move it through as fast as you can.

    After that, then you should get a contract. These days they’re all coming through DocuSign or some other electronic means of signing a contract.

    And that’s where you will get to review the contract, review the fee schedule, perhaps ask for a raise or negotiate those fees,  again, based on your specialty. And once you have that [00:30:00] signed contract, make sure that you take a look, actually before you sign it and make sure that you take a look and see what the “effective date of the contract” will be. That is the date that you can actually start billing for that insurance plan.

    Now, some insurance panels, not to complicate things, but some will allow you to backdate your claims or bill for claims prior to your effective date as long as you’re in the credentialing process. I would absolutely get that in writing and documented though before you count on them. So for the most part, you want to look at that effective date and that will tell you when you can move completely forward with confidence to bill and get reimbursed and be considered in-network for that insurance panel.

    All right. Now, what happens if you get the [00:31:00] rejection letter back that says that they are full and don’t want any more providers? Well, you can appeal that. So you can write a letter and send it to the provider representative. And in that letter, you just want to detail exactly why you would be a good fit for this panel. So you can include things like, there aren’t many providers in your area for this panel with your specialty. There aren’t many providers with the specialty period. There aren’t many providers who take insurance for this specialty. If you want to get really detailed, you can provide information about the population of your area and how many credentialed providers there are to serve each individual in your area.

    I had to do this with Optum several years [00:32:00] ago when I was negotiating for a raise actually, but I broke it down and found how many children are in our school district from the ages of 5 to 18 and how many Optum providers are in the area and how many Optum providers specialize in testing. I did the math and found that basically equated to 1 Optum provider for every, it was something ludicrous, it was like 1 for every 9,000 children in our district or something like that.

    And so you can break it down in that much detail if you’d like, and you can send that appeals letter to your provider rep. And sometimes that can work to open up the panel a little bit. And if that doesn’t work, then you just stay in touch. Don’t lose hope. You can still build a relationship with the provider rep by sending kind inquisitive emails every six months or [00:33:00] so. How are you doing? What’s the panel look like? I’d still love to apply. Thanks for considering. That way, you stay top of mind and they will let you know whenever the panel opens up.

    The last thing that I want to talk about because this comes up a lot in my coaching and Facebook group is whether you should do all this yourself or have someone do it for you.

    In my experience, both anecdotally and literally, the return on investment for having someone do credentialing for you is not worth it. It can be quite expensive. These individuals or groups who do credentialing for clinicians generally are just doing the same thing that you would do as [00:34:00] we walk through in this process. I don’t want to undersell their abilities. Those individuals will have probably some more nuanced knowledge about how to fill out CAQH and maybe they may have contacts with provider reps that can help, but generally speaking, you’re still going to have to gather all of your info, fill out that CAQH application and submit the applications to the insurance panels.

    The biggest chunk of time there that someone could do for you is the CAQH application. And at the same time, you are still going to have to gather and provide all of that information to the credentialer. So the bulk of the time I think is gathering the information and making sure it’s in one place.

    And then it’s just about moving through the CAQH application. So for me, I lean toward doing it yourself. As I’ve talked about on the podcast, it’s all about [00:35:00] cost-benefit. So if you do the math and figure out that a credentialing service would cost less than the time it would take you to do it yourself, by all means, you can pay someone to do the credentialing for you. Just know that you will have to invest a certain amount of time to even get them up and running to where they can fill out your information. You have to feed them that information no matter what.

    All right. So that is the action-packed process of credentialing with insurance panels. If it seems overwhelming, that’s okay. It kind of is overwhelming, but hopefully, this broke it down a little more clearly and made it a little less overwhelming. My intent was to demystify the [00:36:00] process a bit.

    I will include links in the show notes to each of the services, websites, and processes that I mentioned. Again, the big ones are getting an NPI number, making sure you have a taxonomy code, getting a tax ID, and then filling out your CAQH application. So all the other things you should have just by virtue of being in practice. So I hope this was helpful.

    If you are someone who is at a little further point in your practice journey, so if you’re an advanced practice owner and maybe you are considering taking insurance after being in practice for quite a while, who knows, I’ve run into folks like that. But if you’re an advanced practice owner and you would like to get some support and accountability for making those big ideas come true in your practice, then you might be interested in the [00:37:00] Advanced Practice Mastermind, which, again, as of this recording has one spot available. I don’t know if that’ll be the case by the time it airs, but this episode will technically air before the mastermind starts. So we may have a spot. You can go to thetestingpsychologists.com/advanced and sign up for a free group call to talk with me about whether it would be a good fit.

    All right, everyone, stay tuned for the next two episodes. We’re going to be talking next time about billing for testing services and getting paid and getting reimbursed. And then the episode after that, it’ll be talking about requesting raises from insurance panels. I hope that y’all will stick around and make sure to tune in to those episodes as well. Of course, we will have clinical episodes co-mingled in there. So listen for [00:38:00] those as well.

    Okay, everyone. I hope you are doing well. Crazy times. Here in Colorado, we have basically resigned ourselves to being in the middle of the apocalypse. We’ve had wildfires raging in our state for the past month. Today it was so dark from wildfire smoke that the street lamps were on and people’s automatic headlights were on as they were driving around. It’s crazy. The sky is this crazy orange smoky, gray color. And it’s pretty unnerving when you layer on top of COVID-19 and school not happening and everything else that has gone on this year. So, fingers crossed that it’s not the [00:39:00] actual apocalypse and I’ll be back with you in a few days. But I hope you’re all doing okay and hanging in there as we head into the fall.

    Oh, that’s the other thing. It’s going to snow tomorrow in Colorado at the time of this recording. We have a high of about 90 today. Tomorrow, we’re going to have six inches on the ground. So there’s that too. All right. I am going to stop rambling about the weather and sign off for now. Y’all 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 [00:40:00] 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 an expertise that fits your needs.

    Click here to listen instead!

  • 143: Clergy Evaluations w/ Dr. Andres Chou

    143: Clergy Evaluations w/ Dr. Andres Chou

    Dr. Andres Chou, an active member and resident comedian of the Testing Psychologist Community, is here today talking with me about clergy evaluations. Andres and I had a wonderful conversation about these evaluations and what it takes to make them a part of your practice. We also got into some deeper layers of spirituality and how your own views on spirituality may impact your work in this area. Here are a few other topics that came up during our chat:

    • What types of clergy evaluations can we do?
    • What does the battery look like?
    • How might one pursue or get referrals for these evaluations?
    • Challenges involved with clergy evaluations

    Cool Things Mentioned

    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. Andres Chou

    Dr. Andres Chou is an assistant clinical professor at Fuller Theological Seminary in Pasadena, CA. In the School of Psychology & Marriage and Family Therapy, he teaches graduate courses on psychological testing and assessment. Dr. Chou is also a clinical supervisor at Fuller’s training clinic, Fuller Psychological and Family Services, where he trains doctoral students in psychotherapy and personality assessment.

    Additionally, Dr. Chou runs a private practice where he specializes in counseling with individuals experiencing relational, spiritual, and cultural concerns, especially Asian-American issues. He also provides psychological evaluations for ADHD, adoptions, career/vocational guidance, clergy ordinations, and pre-field international aid workers/missionaries. He is passionate about technology and is available to provide consultation to mental health professionals looking to update technology for their practices as well as just “nerding out” on tech discussions.

    Dr. Chou can be reached at www.andreschou.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 grew to include 12 licensed clinicians, three clinicians in training, and a full administrative staff. 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]



  • 142: Finding and Hiring Another Testing Psychologist

    142: Finding and Hiring Another Testing Psychologist

    Would you rather read the transcript? Click here.

    This episode is for all of you who are thinking about hiring another psychologist in your practice to handle testing. A few episodes ago, we talked about finding a psychometrist. Bringing on another psychologist is similar but certainly has its own nuances. Here a few things that I cover today:

    • How do you know when it’s time to hire another testing psychologist in your practice? 
    • And how do you decide if you want another psychologist rather than a psychometrist? 
    • Once you make these choices, where do you actually find another psychologist?
    • Do you bring on this person as an independent contractor or W2?
    • What do you ask and how do you interview another psychologist?

    Cool Things Mentioned

    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. 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 grew to include 12 licensed clinicians, three clinicians in training, and a full administrative staff. 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]




  • 142 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.

    Today, we are talking all about where to find your next testing psychologist, or maybe your first testing psychologist.

    So, this episode is for those of you who have maybe had a psychometrist, maybe just want to take the leap into hiring a licensed psychologist, but we’re really going to focus on psychologists, in particular.

    I did an episode a few weeks ago on where to find your next psychometrist. And there is some overlap here in these episodes, but I think there are some ins and outs, some nuances that are specific to hiring a psychologist that I’ll dive into a little bit more deeply here during the episode that it really sets itself apart from just finding a psychometrist.

    Before we get to the episode, those of you who’ve been listening over the past few weeks know that the advanced practice mastermind group is starting soon, 2 to 3 weeks out. We have four of 6 spots filled. I still have not pushed this out to my email list or the Facebook group, the podcast only at this point.

    So, if you are interested in joining a mastermind group that has accountability, and something that will help keep you on track and keep you accountable for implementing those dreams or strategies that you’ve wanted to do, but haven’t been able to do in your practice, this is a great place for you. So, there’ll be 6 psychologists, myself as a facilitator, and we’re just talking all about those issues that advanced practice owners feel.  So, it’s a lot about delegation, time management, hiring, getting your finances really dialed in, and just leveling up your practice.

    If that sounds interesting to you, feel free to check out more information at thetestingpsychologist.com/advanced. There will be a link in the show notes and you can book a pre-group call to see if it’s a good fit. We’d love to have you.

    All right, let’s jump to the episode on where to find your next testing psychologist.

    Okay, y’all, let’s dive into this whole concept of finding and hiring another testing psychologist in your testing practice.

    Like I mentioned in the introduction, there are some similarities around or with hiring a psychometrist, but bringing on another psychologist has several layers I think that are quite different that we need to consider. The most obvious being that even if you have a W2 psychologist, which would allow you quite a bit “control” over what that person is doing, this is not a supervisory situation. So you don’t have that extra layer of control that you would have over a psychometrist, both logistically and emotionally.

    A lot of us, when we bring on another psychologist, I think are a lot more hesitant to tell that individual exactly what to do and mold their clinical practice and behavior which is very rightful. What am I trying to say, y’all? Rightfully so we don’t control their behavior because the whole point of bringing on another psychologist is to let go of some of that responsibility and be able to trust someone to work independently and do their job well.

    Let’s dive into it. A few things that I’m going to talk about today are just how do you know when it’s time to hire another psychologist. How to decide between a psychologist or a psychometrist. Where do you find that person?

    Do you choose W2 or Independent Contractor? And then two things just with interviewing and actually hiring another psychologist.

    So, let’s start from the beginning. How do you know when it’s time? Well, if you are beyond that initial stage of practice when you are trying to answer the question, how do I get referrals and you have made the switch to what do I do with all these referrals, that is a good soft sign that you are ready to hire another psychologist.

    The other component of that is deciding whether you want a psychometrist or a psychologist. A psychometrist would help you solve that problem of dealing with referrals. As we talked about in the psychometrist episode, a psychometrist will free up some time for you and allow you to see more folks, or just take more time off in your practice, which is great. For me, the tipping point on bringing on another psychologist is that you, like I said, we really want to handoff some of the major clinical responsibilities in your practice and not just supervise someone doing testing, but truly handoff the testing and have a fully licensed person operating on their own, bringing in and seeing their own referrals so that you can do the same.

    So, for me, that distinguishing factor is really the level of involvement. Ideally, over time, you will not have involved in that psychologist’s work really at all, whereas with a psychometrist, you always have to maintain some level of supervision and monitoring of what that person is doing.  A psychologist also lets you be out of the office. You don’t have to be a touchpoint like you do for a psychometrist for billing purposes. So there’s just a level of independence for you and for the psychologist if you choose to bring that person on.

    Getting back to the, how do you know when? Again, the soft sign is, if you’re worried about what to do with all your referrals. If you want to get really numbers-based, which I would always advise, you can check out what is your capacity for evaluations. That might be one evaluation week. It might be two, it might be three, and really start to track your referrals and get a sense of how many referrals are coming in each month. When you hit the point, and this is just a ballpark, something to go off of, when you hit the point when you are bringing in twice as many referrals as you need to be full for about six months, I think that’s a really safe time to bring on another psychologist.

    So, let’s say you need, we’ll keep it simple, you just need eight referrals a month to keep yourself full. If you go six months of getting 16 inbound calls that are converting to testing cases, then I think that’s a really safe time to bring on another psychologist because, over time, you’re just going to get booked out further and further and it’s nice to cut down that wait time, and that’ll give you some comfort.

    A lot of people, when they decide to bring on a psychologist, their first concern is always, can I support this person, and will this person be able to make a living? So, when you track your numbers for six months, that should give you some comfort that you can do that successfully. If you want to be extra careful, you can track for a year and make sure that you capture all the seasons of the year. So, dips and slowdowns and upticks, and it all kind of averages out.

    If you are not tracking your referrals, I’m just putting in a plug for doing that, I will do an episode sometime in the future on creating a referral tracker and what you should be tracking, and how to do that efficiently. For now, you can use a simple spreadsheet or Google form to track your inbound referrals. So, if you’re not doing that great reason to do that.

    Once you decide that you have enough referrals, again, it’s a choice between psychologists and psychometrists. I think we have covered that if you are looking for someone who can really operate independently, who you can trust, and who will not require involvement from you, that is a good sign that you want to go with a psychologist.

    That will also contribute to, or it’s related to how much collaboration you want your practice. So, if you’re looking to have another person you can talk with, or case consult with, psychologists are obviously going to be an advantage over psychometrists.

    Another piece of this that you want to think about is your overall business plan. So, thinking about your vision for the business and where you want to be in one year, at most three years. Where do you see yourself? Do you see yourself as a practice of psychometrists where it’s you supervising those folks or do you want a true group practice where you have independent clinicians doing their own thing? So these are all factors to consider when you choose whether to bring on a psychologist or a psychometrist.

    Geography may play a role in that too and just the availability of those folks. Speaking availability, once you make that choice, where do you actually find another psychologist? This is the problem I think that a lot of folks run into. I have linked an article that I wrote for TherapyNotes a few months ago, called 10 places to look when hiring your next testing psychologist or psychometrist.

    So I’m going to run through some of those pieces. This is where you’ll see some overlap with the psychometrist episode. Some of these locations are quite familiar, but I think some are specific to psychologists as well. So where do you find that person?

    My go-to is always friends of friends. Check with all of your psychologist colleagues and acquaintances, all your professional networks, because that eliminates such a huge factor in the hiring process, such a huge unknown factor, which is who is this person and what does it work look like? If you tap into your own network first, then you just cut through that whole vetting process for the most part assuming these are people you trust and you can jump straight to finding good candidates. That’s what I would do first is check within your network, let them know that you are hiring, and just see if anyone knows anyone or may even be interested in themselves in coming on board as a psychologist.

    One step removed the option for that approach is to go to LinkedIn. So, if you are active on LinkedIn and maintain a good referral network and good connection network, you can also go there. So you can sort on LinkedIn by neuropsychologist or school psychologist or whatever it might be, and really tap into that network. And you can shoot out an automated message that just says, Hey, we have some friends in common, just letting you know that I am hiring a psychologist for my practice and would love to talk with you if you’re interested. LinkedIn is I think an underutilized platform for finding folks.

    While we’re talking about LinkedIn, I will say that you can also pay for their premium features to actually post jobs to a bigger network. And that’s okay too. That can also work. They’re putting a lot of money and resources into building out that service. So I think that’s a great option as well.

    I’ve had really, really good luck finding psychologists on Indeed as well. I know this may vary depending on geography, but a couple of things that I found really help find people on Indeed.

    One is that you have to sponsor the post. Indeed has a free version, which is fine, but I’ve had the most success with sponsoring the post, which basically just means, you pay a certain amount each month to make sure that that post gets in front of more people. It’s not expensive. I found that, at least for the positions I’ve tried to hire in this area, I could spend $100 a month and get a solid number of applicants.

    The cool thing about Indeed is that you can, it has a little tool when you’re posting a job that you can adjust the amount of sponsorship and it will automatically tell you how many applicants you’re likely to get at that level of sponsorship. So for me, I found that $100 got me very nearly as many applicants as $200. The return on investment for $100 was much better than $200. Indeed has worked really well for me.

    Related to that, ZipRecruiter is a good one as well. I haven’t used it as much, but I like that it has salary data built-in so it can tell you if the amount you’re offering is low or not. So indeed and ZipRecruiter are great options too.

    I’m going to put in a plug for The Testing Psychologist Community on Facebook. We’ve seen a lot of job postings there across the board and quite a bit of success with folks connecting with one another in that community. So, if you’re not a member of The Testing Psychologist Community, I will make sure and link that in the show notes as well. And it is again free and you can get in front of at this point, almost 7,000 testing psychologists. So that’s a great option as well.

    Sticking with that theme, any of the neuropsychology listservs or school psychology listservs, or other specialty Facebook pages are great places to look for a testing psychologist as well. So that would be like the […] listserv. There are plenty of listservs from AACN, Division 40 of APA, and, of course, any of the specialty groups like forensic and so forth. All of these places, just make sure you check the rules for job postings in any of these locations. But the idea is that you again, get in front of a lot of folks who are specifically looking for jobs.

    I’ve seen success with, if you’re open to an early career psychologist, there is an early career listserv, or I think it’s a Yahoo group as well. So there are plenty of options regarding listservs.

    Now, we’re kind of getting down to the I guess less likely places where you might find a psychologist at this point. And that’s okay. What I found is that you have to do, I’m generally not a fan of the spray and pray approach to marketing or advertising, but in this case, I think posting your job in as many places as possible is a good thing. It’s going to increase your reach and increase the likelihood that you get in front of the folks who might want to work for you.

    These last few are some options that are maybe lesser-known but could be very successful in your area depending on the characteristics of the psychologist there. So you can always go to your State Psychological Association or even a Local Psychological Association. Similarly, a lot of localities have mental health Facebook groups that you could post to. So you could post your job in that local Facebook group.

    Let’s see. You can also tap into,  if you’re, again, interested in an early career person, you can tap into the APEC postdoc directory, or you can search and see if there are any postdoc sites there in your area who might be willing to, or not willing to, but who would have psychologists or soon to be psychologists coming out of postdoc who might be looking for jobs. So these are options as well.

    So, that’s just a summary of where you might look to find your next psychologist. And it can take time. In all of the cases where I’ve hired psychologists, it’s been multiple months, for sure. So, try to anticipate that and really look ahead to your hiring process.

    Now, once you posted your job, and let’s say you’ve got some candidates, which reminds me actually another cool thing about Indeed and some of those hiring sites is that you can set required questions for people to answer, and it helps to weed out individuals who don’t meet your requirements.

    So what we do when we post to a hiring site like that is actually, I put the job description on there and I also put required questions, like, do you have a Ph.D. or a PsyD? And are you licensed? But I also put in the job description for that person to go to our practice-specific application. So this does a couple of things. Our practice-specific application is a Google form that is linked from our website that gives us more detailed information about the individual before we even meet them. We tailored that to really match your practice values. So you get more information about that person, but the other component is that you get a sense of whether they pay attention to detail and whether they’re actually reading the job description on Indeed or wherever you’ve posted it. I post that right at the top of the job description, but you might be shocked how many folks just don’t read it, and don’t go to that link.

    All right. So moving on, do you bring on this person as an Independent Contractor or a W2? Now I could do a whole episode or series of episodes on ICs versus W2’s, but what it really gets down to is how much control are you going to have over this individual’s work? And the vast majority of cases, you’re going to lean toward a W2 model.

    People don’t like to do that because it’s more expensive for the business. When you have W2 employees, you as the business owner are responsible for employment taxes and payroll taxes. So, people try to shy away from that, but there’ve been more and more cases over the past few years of folks, business owners, getting in trouble for classifying people as ICs when they really are treated like W2’s.

    And what that means again, is that you just have a fair amount of control over their work. There are a lot of factors that go into deciding whether someone is an IC or a W2, but, and it is certainly state-dependent as well. For example, California is really cracking down on ICs and you almost have to go the W2 route.

    Other states are more lenient, but as a whole, I think the country and the IRS really are moving toward folks being classified as W2 employees versus independent contractors. The easiest way to think of it is, is this individual solely employed at your practice, and do you provide them with anything they need to do their job? If so, that person is likely to W2 employee. An independent contractor arrangement is really reserved for someone who has other jobs, other contracts that they are fulfilling at other businesses,  they bring their own materials, and theoretically, they should invoice you for the work that they do when they’re finished.

    So, I included a link in the show notes to an IRS page, just helping you sort through the W2 versus IC conundrum. So there are two links that you can check out that I think would probably be helpful in making that decision. I will say that at our practice, everyone is a W2 employee simply because I think that helps create a little more of a cohesive work environment, and really like a workplace home, which is the culture that we are going for here. And I like for folks to have this be their main gig so that they’re dedicated to our practice and invested in our practice and aren’t concerned about other responsibilities.

    Now, there are plenty of ICs out there and business owners who have ICs who make it work really well, but this is a choice to really sort through for yourself and with your accountant or attorney.

    Lastly, I want to tackle just a little bit around, how do you interview and decide to hire another testing psychologist?

    A few things that I think are important in this process that go beyond maybe a typical employee. One is, you want to think about the qualities that you’re looking for in your psychologist. Now, generally speaking, I think time management and efficiency and able the ability to work independently are pretty important. Beyond those things, you definitely want to think about what kind of psychologist are you bringing on? Is this person going to see kids, going to see adults, going to see both? Do they need to specialize?

    And there are different approaches to this. Some folks would say, find a psychologist who compliments your own work or compliments the work that others in your practice do. That is the model that I tend to go toward. At this point, we have 7 or 8 psychologists or postdocs who, we all overlap in the sense that we all test kids and we can all do ADHD and learning disorders, but then even within that, we all kind of have our specialties, whether it’s like a subset of age or presenting concern, or maybe it’s autism, or maybe it’s a neuro-psych, medical cases.

    So that’s the approach we take where each person has their own area of specialty, but if you know, like you are running a specialty clinic and you get tons of ADHD referrals, and that’s just what you need, or tons of autism referrals or tons of dementia referrals, then go for it or TBI or forensic, totally fine to bring on a similar individual.

    So once you’ve got that individual in front of you, a few things are important. One, checking reference. Huge. You all maybe know this and have found this, but people can present any number of ways in front of you, but you really want to learn from others who’ve worked with them what it’s like to work with them.

    So, please do not skimp and checking references for the folks you bring on. Any of the times I’ve gotten in trouble hiring-wise, it’s because I didn’t check references because people present really well. And we like to connect with individuals. So, if you feel connected, you can get excited and just, just be wary or be appropriately cautious. You don’t have to be wary. You don’t have to be paranoid, but be appropriately cautious. Just make sure to check references.

    Another thing that I love to do is have someone send a redacted report or actually, two redacted reports just to get a sense of their style, what kind of measures they like to use and how they structure their reports and their writing.

    A pet peeve of mine is I do not want to bring on someone who is not a good writer. The quality of our reports is really, I think there’s a high bar and I don’t want to constantly have to be worried about someone’s grammar and punctuation and editing and writing style. So, you can get a sense of that by asking for redacted reports.

    Other things that you just want to be aware of are, their expectations for the work. So, do they expect to have a psychometrist at some point, or do they want to do their own testing? How many hours did they typically spend on an evaluation? If you take insurance, do they have experience with billing that insurance or writing pre-authorizations for insurance? If you need help with pre-authorizations, by the way, you can always check out the episode on the medical necessity from several months or years back here on The Testing Psychologist.

    So, these are things that you want to check in with the potential hire about. And in some cases, we’ve even done working interviews where we hire the person on first as an independent contractor temporarily and give them two cases and just get a sense of how they work and how they write and their time management. If you want to go that far, you certainly can. I will not say that we have done that in the majority of cases, but we have done it in some cases and it’s always been helpful.

    So other things that you want to pay attention to and ask the psychologist are, what is an acceptable turnaround time for reports? How do you choose to, or how do you prefer to do your testing? Like all in one shot or spread over multiple days? You can maybe read between the lines here and tell that a lot of the interview questions you want to ask are, are dictated by the vision that you have for your practice.

    That’s an overarching theme here is don’t rush into hiring until you have a pretty clear vision for your practice and for the testing that you want to happen and for the individual that you would like to bring on, knowing that there’s going to be flexibility and variation, and presumably, you’re bringing someone on because you want them to be able to work independently, but you also want to have a pretty clear idea of what that person should be doing before you jump into an interview with them, because there’ll be looking to you as well.

    They’ll be looking to you to set the tone and they will ask questions around, what does this look like and what are the expectations, and how much training will be provided? Do I draw by my own measures, what if I want my own measures that you don’t have? So be thinking about this. These are all important things.

    So, this is just a quick rundown of factors to consider when you want to hire another testing psychologist in your practice. It is a big leap. For me, this was one of the hardest things to do, is to turn over the testing side of things, because I, up to that point had really established a pretty positive name and reputation in the community for the testing. And I had been told that my evaluations were better than average, I think. So, to turn that over to someone else and try to duplicate that model and trust someone else was really, really challenging.

    And now, 5 or 6 years on the other side of it, I found that it’s completely worth it, and you can certainly maintain the integrity of your practice and the style of your reports while at the same time, having the added benefit of a fresh perspective. And variation that at least in our case has been very welcome.

    I hope that was helpful. If you have any further questions or you’d like to reach out, or if this is a problem that you’re trying to solve right now, you could be a really good candidate for the Advanced Practice Mastermind that’s starting here in 2 or 3 weeks. So again, you can go to thetestingpsychologist.com/advanced.

    If you are thinking about hiring and struggling with that or really just want to move to that next stage in your practice and want some accountability and support to do that. And this is that’s what the advanced practice group is for. So we’re going into the, I think 3rd or 4th cohort this time around and I’m really excited.

    We have two spots left. I still haven’t pushed it out to the email list. So if you are interested, book that pre-group call, let’s jump on the phone and see if it’s a good fit for you.

    Okay, y’all, I will be talking to you again on Monday with a clinical episode with Dr. Andres Chou all about Clergy evaluations, which was fascinating.

    So, I hope to catch you on Monday. Take care.

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