Category: Transcripts

  • 104 Transcript

    [00:00:00] Dr. Sharp: Hey, y’all. This is Dr. Jeremy Sharp, and this is The Testing Psychologist podcast, where we talk all about the business and practice of psychological and neuropsychological assessment.

    My guest today, Dr. Stephanie Leite is talking with us all about threat assessment and management, particularly with adolescents. This is a topic that is clearly very relevant with all the school shootings over the past few years. Stephanie has been doing this work for a long time.

    Let me tell you a little bit about her.

    She got her BA from Carleton College, her master’s from Boston University, and her PsyD from the University of Hartford. She has had a practice devoted to forensic evaluations since 2003. Since then she’s evaluated hundreds of people in risk, competency, custody, criminal, and threat assessment cases.

    She is a licensed psychologist in the state of Connecticut, a member of APA, and a member of the Association of Family [00:01:00] and Conciliation Courts and the Association of Threat Management Professionals. She’s the vice president of the New England Chapter of that. She is a founding member and recent past president of the Connecticut Psychological Association’s forensic division. And she was awarded the 2014 president’s award from the CPA.

    Stephanie is also an adjunct professor at the University of Hartford. She’s taught courses in psych assessment, forensic psychology, and introduction to neuropsychology. She’s also done a variety of seminars for a variety of agencies, including the FBI.

    Stephanie has a lot to say. I think you’ll find through this interview that she’s highly knowledgeable on this topic and shares some really valuable information about threat assessment and management.

    We’ll talk about what the evaluation looks like, what the risk factors are for threat assessment or for threats to violence and targeted violence, the difference [00:02:00] between targeted violence and reactive violence, and many other things. Please enjoy my conversation with Dr. Stephanie Leite.

    Hey everybody. Welcome back to another episode of The Testing Psychologist podcast. I am Jeremy Sharp. Today, like you heard in the introduction, I have Dr. Stephanie Leite with me, and I’m glad to have her here.

    Stephanie, welcome to the podcast.

    Dr. Leite: Hi, it’s a pleasure to be here.

    Dr. Sharp: Thanks so much for coming on. This is a topic that I am super excited to talk about mainly because I don’t know a whole lot about it, but it’s one of those topics that comes up enough in pop culture, I think, that it’s sensationalized. So [00:03:00] I’m really interested to dig in and see what you have to say about all of this violence and threat assessment and whatnot. So thank you.

    As we get going, I always like to ask why this? Why is this particular brand of assessment important to you?

    Dr. Leite: That is an awesome question. First of all, I love psychological assessment in general. I think it is the best tool that psychologists have in our toolbox. It is what makes us better than every other mental health profession. It’s our secret sauce. More importantly, I’ve seen it make an incredible difference in people’s lives. So clinical evaluations have a huge ability to make a change. Educational evaluations have a huge ability to make a change.

    And this is the exact same thing. In the forensic world, people’s lives are usually going pretty poorly by the time they need a psychological assessment. They’re reaching a [00:04:00] real low in their life. And the forensic assessment has the ability to keep the people around them and themselves safe and the threat assessment is the exact same.

    So these folks have reached a point where they think that committing an act of violence against other people is the way to solve their internal turmoil. It’s a point where change is possible, and to be able to affect that change is a massive honor.

    Dr. Sharp: Well said. Right off the bat, I immediately have questions about, does this really change people’s lives depending on what we find. Do we have the capability to take the assessment results and change people’s lives? So maybe that’s a question. And we’ll just jump right. Can a threat assessment actually change the course [00:05:00] for someone?

    Dr. Leite: I really think it can. I think almost as in two different categories. So the first category are people who come to be a person of concern, maybe they will, maybe they won’t, maybe they’re never going to commit an act of harm against other people, but they’re freaking everyone out because like you said, it’s part of the pop culture.

    So you have a kid who makes a threat because they’re pissed off. You have someone who is posting pictures of themselves with guns and everyone melts down. You have a weird kid who no one understands what’s going on with them. And they’re concerning to the people around them.

    And then the threat assessment, just like a normal psychological assessment, can help them be less weird, get along better, not post weird pictures, get along with other people, all the things that a good psychological evaluation can do.

    And then the second chunk of people are those who are much more aware [00:06:00] but those who are actually considering a targeted act of violence. I honestly believe that a good threat assessment can change the course of that person’s life. And I’ve seen it happen.

    Even more so, it can not only help their mental health treaters, but it can help law enforcement to determine what level of restriction this person needs. Like, do they need to be locked up? Can they be at home with a PO? Do they need a bracelet? What level do we need to keep them safe? And it also helps the school. Can we let this person back into our school? Do we need to find another way to get them educated?

    Dr. Sharp: Sure. Okay. Well, that’s good to know. Right off the bat, we know there is hope.

    Dr. Leite: Oh, there has to be hope. Otherwise, we all need new [00:07:00] jobs.

    Dr. Sharp: That’s a good point. Why are we doing this if there’s no hope? Well, that’s good to hear you say. I’m going to zoom back out a little bit now that we’ve instilled some hope in with folks and just ask, why this particular branch of assessment for you. How did you zero in here?

    Dr. Leite: I started out my career doing forensic work just because I found it to be really interesting. And so my career as a psychologist, I did things before I became a psychologist, but my career as a psychologist started out really being a forensic evaluator in the area of child protection; that’s abuse, neglect, and the risk of violence.

    So you can imagine it’s not that huge a jump from risk of violence with, and against children, to this kind of risk of targeted violence, which is slightly different but it’s not intensely different. [00:08:00] It’s definitely in the media. It’s definitely timely. It’s definitely a tiny area of specialization and I’m definitely one of those people that’s going to always pick the most difficult path.

    Dr. Sharp: I see.

    Dr. Leite: That’s how I got here.

    Dr. Sharp: Nice.

    Dr. Leite: Oh, and also when I started learning about it, all the people I met in the threat assessment world were just awesome people with who I wanted to spend more time with.

    Dr. Sharp: Oh, I see. A nice professional community goes a long way.

    Dr. Leite: Yeah, it’s huge. And the threat system community is multidisciplinary. So I work with the police. I work with law enforcement. I work with attorneys. I work with mental health people. It’s fun.

    Dr. Sharp: Nice. So let’s define some terms perhaps before we get started. I’ve been the term threat assessment. I don’t even know if that’s the right term. Can you walk us through threat assessment versus [00:09:00] risk assessment and any nuances in between to really describe the work that you’re doing?

    Dr. Leite: Okay. There is a huge body of things that people can read about this if they are interested, but starting at the very bottom level, there are two different types of violence. There is targeted violence, and that’s what we’re talking about today, and then there’s reactive violence.

    Targeted violence is when you plan something out ahead of time and you have a target and then you go ahead and do it. Reactive violence is when you freak out because someone is annoying you, and you punch them without thinking. That’s an important distinction.

    So threat assessment is almost like shorthand for threat assessment and management because you got to have the management part, otherwise you’re not being helpful. And it’s the act of assessing and managing acts. People who [00:10:00] want to commit an act of targeted violence.

    Dr. Sharp: I see. Well said. We’ll focus on the targeted piece today. Could I briefly ask, is there anything we can do for that reactive violence component? Are there any folks who specialize in that or do we have any means of intervening?

    Dr. Leite: Reactive violence is a slightly different area, and there is a lot more research on it because it’s much more common. When we think of violence, that’s much more common. There are so many different types of reactive violence. I don’t think there’s anyone answer to that but we do have a lot of things that we learn about teaching people to control their autonomic nervous system, putting them in therapy, trying to figure out why they are reacting with anger, et cetera.

    Dr. Sharp: Okay. [00:11:00] Fair enough. Well, let’s stick to the targeted violence area here. I’m trying to think. Where can we start here? I’m curious, what kinds of folks end up in your office? You mentioned kids, I’m not sure if it’s only kids or adults as well or what. So who are you seeing?

    Dr. Leite: I get my referrals from a bunch of different places. One is from schools. So schools, elementary and high schools, will call me when there is a student that they are worried about and I will do a full psychological evaluation for the flash threat assessment and management evaluation with them.

    I also get calls from probation and from the prosecutor’s office, [00:12:00] those are very similar. Those are when a kid has come in, it’s usually a kid or a young teen, has come in and they are concerned as to whether this person is serious about it or is just making threats. So that is the second thing.

    I also get referrals from larger institutions like universities and churches and corporations. And in those cases, I’m not so much doing a traditional psychological assessment. I’m doing more of a consultation where I do like the background, I read records, and I meet with people, but not the person of interest, not the person who’s making the threats to try to help the institution create a better environment so that they won’t make threats and then prove it will be safe.

    Dr. Sharp: I see. So would you say it’s [00:13:00] majority adolescents?

    Dr. Leite: For me, my practice is mostly adolescents. And in general, most of the people who commit these acts are adolescents or younger adults.

    Dr. Sharp: So something like the Las Vegas shooting is an anomaly in some ways.

    Dr. Leite: A total outlier on every level.

    Dr. Sharp: Yeah. Well, that might be a way to start to get into this whole world when you have outliers like that. That’s a big question for me that came up during our pre-podcast chat was, can we really assess these characteristics with any value knowing that we can’t “predict the future” or predict someone’s behavior? So the question in there is, how do you see the role of assessment in these cases [00:14:00] and the value in determining what people might do?

    Dr. Leite: There are so many important things in that question. It’s hard to pick which one to focus on first. So as far as the outliers go, it is super important to recognize and just to say over and over again, that these are really isolated events. There really is not a lot of them. So as far as studying them, we can’t come up with a profile or a typical person who does it because it’s a disparate group of people. And there just aren’t that many of them. Most of them die before they are apprehended by law enforcement. So we can’t study them. It’s an end of zero or a very low end.

    So from a research standpoint, we really don’t have much to go on. And that within itself is one of the big differences between threat assessment and violence risk [00:15:00] assessment. In violence risk assessment, it’s more like you look at a body of research on people who are violent like you would use the MMPI.

    You use the MMPI and you say, this person is responding like all these people who are depressed. So you say, this person looks like all these people who are violent, or this person looks like all these people who commit violent acts over and over again, they’re likely to offend again. That’s violence risk assessment.

    Threat assessment is more being aware of the body of research and looking at how this individual looks in comparison to it. So rather than going research down, it goes from the individual to the research. And that’s the best we can do.

    Dr. Sharp: Right. So you said something in there that’s important that I’d love to ask about, which is we don’t necessarily have a [00:16:00] unified profile “of folks who are more prone to these acts.” I just want to ask a little more about that.

    Dr. Leite: Okay.

    Dr. Sharp: Yes. So as best I can tell, when I was doing some research for our podcast, trying to figure this stuff out, it seems like, there’s no profile but there are say 8-10 variables that we might look at. They have different degrees of overlap and if they’re all in place, that’s not a good sign. Is that conception correct, or do you look at it a different way when you are doing these assessments?

    Dr. Leite: I think that’s totally correct. I have this image in my mind of like piles of data and the bigger the pile is, the scarier the person is. Which is one of the reasons why we say you don’t want to focus just on guns or just on mental [00:17:00] illness. Those are just variables. But the more variables there are in the pile, the more worried we should be about that person’s potential to commit harm.

    Dr. Sharp: Yeah. Can you walk us through some of those big variables; some of the things that you consider in those piles?

    Dr. Leite: Clearly, a history of violence is the best predictor of future violence. Access to weapons is extremely important. A very large percentage of these folks do have some history of mental health involvement, which is often depression or suicidality. So those are also things that are of concern.

    Then we really start looking at what’s called the pathway to violence, which is like a hopscotch of variables that have been determined to really [00:18:00] lead to an act of violence. So we’re looking at behavior- what the person is doing rather than who they are.

    It usually often starts with a grievance. Someone has a grudge or a grievance or something that they think they need to fix. They come up with the brilliant idea that the way to fix it is to hurt other people. And that’s how it starts.

    And then it moves up through the pathway as people perhaps identify with other people who have committed acts of harm, which is a huge area of concern, especially with the internet and the ease of accessing communities that are really antisocial. They have to access weapons, they have to practice them. They have to check out the target to see whether it’s soft or hard and figure out how to get in and attack.

    Dr. Sharp: I see. Okay. Are there more steps along that pathway?

    [00:19:00] Dr. Leite: This is a pathway that was written out by Calhoun and Weston in 2003. And not everyone follows the exact same steps, but as I said, it starts with a grievance. It goes up through violent ideation, planning, and then preparation; like a lot of people will go out, they will try to figure out how their guns work, they will do other things probing, and then the actual attack itself.

    So when you’re assessing someone, you want to see how far along the pathway they are. There are other things that we look for like leakage is something that you see in a huge chunk of the cases. That’s when someone tells someone that they want to do it.

    The research shows that if someone wants to commit an act of harm, they’re not going to tell the actual person they want to harm. So they’re not going to call up the school and say, Hey, everyone, watch out I’m coming in on Tuesday because that would [00:20:00] be really dumb because then they would be stopped. But they might tell their friends, Hey, stay away from school on Tuesday. Or they might tell their friends, I’m finally going to do it on Tuesday. I’ve got everything in place.

    Dr. Sharp: I got you. So that’s where a program like safe to tell comes into play I would imagine, or could be really helpful where other kids can disclose things that they have heard.

    Dr. Leite: Yes. Those programs are absolutely critical. I know that I’ve had a bunch of cases that literally happened because kids went to some kind of program in their school where they were told you have to let us know when something happens and then called the safety officer the next day and said, look, I got to tell you something’s happening. And it’s scary. And our kids are better at that than our grownups. So if we’re talking about workplace violence and working with grownups, kids have [00:21:00] gotten the message way better than grownups have.

    Dr. Sharp: I could see that. My perception is that we are all a little bit desensitized to these statements. I don’t know if that’s true or not just being in the mental health field or with the media or what, but I wonder how seriously people do take these statements versus just thinking this kid’s just trying to get attention or that guy’s just depressed or whatever justification might come into play.

    Dr. Leite: From my experience, it’s all of the above. Sometimes people blow it off and often that’s a serious problem. That’s what happened in Parkland. Everyone blew it off. A lot of times people totally overreact and they freak out over a kid who is perhaps being an idiot, but not doing something that is really pathological because they don’t know how to [00:22:00] differentiate between someone who hunting and someone who’s howling. There is a great book about hunters and howlers which everyone should read, but that’s where it’s good to have a professional that comes in.

    And my super secret perspective is that it really doesn’t matter if the kid is just squawking or if they were going to actually do something, because if it comes to the attention of the teachers, of the principal, of the authorities and someone is able to come in and make a change in their life for the better, then that’s okay.

    I mean, if they’re just squawking because they felt that they were bullied and they were never actually going to do anything wrong, we can change their life so they don’t feel bullied. And so they can go on and graduate and so they can make friends. Well, then that’s our job as teachers and helpers.

    Dr. Sharp: Yeah. [00:23:00] That totally makes sense. And when you bring bullying, that makes me want to ask as well. I feel like I saw bullying or feeling like an outcast or feeling isolated as variables that might contribute to risk for something like this. Is that true?

    Dr. Leite: It depends on what research you’re looking at. There’s definitely a big chunk of kids for whom their grievance is that they felt that they were bullied. Whether they were or were not, is a different question, but that is true for a big chunk of kids. But it’s also the state of adolescence. I mean, what adolescent doesn’t think they’re an outcast and no one understands them?

    Dr. Sharp: Good point. So you mentioned history of violence as another risk factor. When you say history of violence, what could that look like for a teenager exactly?

    Dr. Leite: So, if we’re going to focus on threat assessment, kids who have a real [00:24:00] concern to me as a threat assessor and manager, their history of violence is more likely to be the violence which is along the pathway. So rather than engaging in reactive violence, punching someone who pisses them off, they will have engaged in other smaller mean acts like breaking all of someone’s pencils when they weren’t looking, which is a tiny microaggression.

    I had a kid who went and was caught shooting fish in the river and the policeman came and was like, dude, why are you shooting the fish in the river? And he was like, I’m target practicing. And then he went ahead and shot some local animals and his aggressions and practicing increased [00:25:00] over time. And that was really worrisome. You don’t need to shoot fish. You can use a fishing hook if you want to fish, right?

    Dr. Sharp: So there is some credence to that idea of violence toward animals being significant.

    Dr. Leite: I don’t know if statistically, we can say that it is significant because a lot of the people who have engaged in these are actually very kind to animals. It’s one of the big things about Dylan Klebold that people who adore him focus on is that he very much cared for his animals because sometimes they feel that the animals are the only ones who cared for them. But yes, obviously, if you are in a place where you can aggress against animals, it makes you more disturbed and more concerned. It’s always concerning. Fire-setting is also another thing that we see.

    Dr. Sharp: Yeah. Are there any other variables in that pile, like you called it, that [00:26:00] we might want to be aware of that can contribute to increased risk for threat?

    Dr. Leite: There are all the traditional variables that you would look for like family of origin issues; coming from a place that would lead to and can affect the pathology. All of those variables that we’re totally aware of.

    There are other ones that are really threat assessment specific like parental oversight. Some parents are better at monitoring their kids than others. And the control that the parent has over the kids and their actions is a big issue. Are they aware of whether the kid is stockpiling weapons in the basement? Do they know where the kid is going if they’re off practicing shooting?

    We find over and over again that in the cases of the kids who have very viable threats, often there is poor parental oversight. They might be, [00:27:00] do they know what chat rooms they’re on, et cetera.

    Dr. Sharp: I see. That feels like a double-edged sword because I could easily see relatively low parental oversight for kids who’ve shown that they can be trusted. 

    Dr. Leite: Exactly. See, that’s the challenge. All of these variables are things that perfectly normal teenagers have. Perfectly normal teenagers feel isolated, perfectly normal teenagers lock themselves in their room and spend all day on video games.

    Dr. Sharp: Right. So that’s really where it gets into this constellation of factors that we really have to consider and that you have to assess for, and that’s why we’re doing an assessment at least, I suppose, to pull all those things together.

    Dr. Leite: Poor problem-solving skills. How many kids have poor problem-solving skills? Almost all of them. It’s just like a suicidal assessment. [00:28:00] So a lot of the things that you would look at in an assessment of suicidality are things that are normal for a lot of kids, but not all of them lead to suicidality.

    Dr. Sharp: Absolutely. That may be a good segue to the actual assessment process. Talk to me about when people come to you down the pathway, I suppose. Is a referral typically made when there’s been maybe a comment made or school’s gotten wind of something, maybe the parents are concerned. When do you typically catch them in the process?

    Dr. Leite: At a lot of different places The most common would be when something concerning has been said in school and overheard by a teacher, or a student goes to a teacher and says that there’s something concerning. [00:29:00] A lot of the times it’s because it’s been leakage because the kid has gone on Instagram and said something that is really concerning enough. Kids, maybe they talk to one another and they say, did you see that that really freaked me out? And then they go to the authorities and let them know.

    Dr. Sharp: I got you. So what’s this assessment process look like?

    Dr. Leite: It’s not that much different than any other psychological assessment. It’s just focused in a slightly different way. So if the kid has never had special education and has never had IQ testing, obviously, I want to start with IQ testing. I want to know how they think and process information. So you do that and then you do some basic personality testing.

    You might use some broadband personality measures. I’m a fan of the MMPI-2-RF [00:30:00] the adolescent version. That’s a lot of letters. And then there are other specific measures. So just like doing any other assessment, if you’re doing a substance abuse assessment, you’re going to throw in a substance abuse measure. It’s the exact same thing. And there are some really specific measures that are focused on violence like SAVRY-iv which is for kids, and the HCR-20 V3, which is for adults.

    And these are structured professional judgment models, which are slightly different than the standardized testing models, which would be like the MMPI where you fill in the bubbles and then you find out how you score on the scales.

    Structured Professional Judgement is a list of the variables that you were just asking about; the research-based variables that have been found to lead to violence and the evaluator [00:31:00] fills it out. It’s not completed by the kid or the grown-up who you’re assessing. You’re filling it out. So you’re looking at all the risk factors; personal, social, educational, and violence associated, and then end up putting together a conceptualization of what is the potential risk for violence.

    I’m a big booster of the Structured Professional Judgement model because not only does it help you organize your thoughts, it helps you not forget any of those variables, but also it gives you an answer at the end. Like, what are you going to do with this kid? How are you going to find out that things are getting worse? What are the things that could take this kid? What are the triggers that are going to make this kid blow up? And then what are the protective factors that are going to make them calm down? And it really helps you come up with the [00:32:00] plan at the end.

    So just like with any other psychological evaluation, you take all your instruments, you take all your data, you take all your records, you take all the collateral context that you have come up with, and then you put it together with a conceptualization and a description of risk.

    Dr. Sharp: I see. Can I backtrack a little bit and just ask why you prefer the MMPI over the MACI or the MCMI or a PAI?

    Dr. Leite: I do like the PAI as well. And the PAI-A. I like the MMPI-2-RF because it has some really specific forensic norms, which are useful for me in my practice. So I have gotten more accustomed to it. I feel like it’s a newer updated shorter instrument. I used to joke that I’d only give the MMPI-A to kids I didn’t like because it’s so long and nobody likes it. The RF is shorter.

    [00:33:00] I have found that I just don’t get chewy enough information out of Millon. I have not fooled around with the new version, but I feel like their gender norms aren’t as useful as I would like. So I’ve mostly stayed away from it.

    Dr. Sharp: So you feel like the MMPI and related tests are just a little better normed and that’s more helpful?

    Dr. Leite: I do.

    Dr. Sharp: I got you. Fair enough. Thank you for indulging these questions.

    There’s a big debate over personality measures, and what gives you the richest information. I don’t feel like I get a ton of information from the PAI and PAI-A that goes beyond maybe typical broadband, emotional-behavioral questionnaires. So I’d be curious if you can speak to that at all; what are you getting from those in particular that you feel are helpful?

    [00:34:00] Dr. Leite: I think that’s fair, especially as I get older and I do more and more assessments, the broadband personality measures seem less and less useful and more like corroboration of what I think is going on but when you’re going into court, it is good to have the numbers behind you.

    The other thing that I really like about the broadband personality measures is the validity scales. So how someone responds to the question and how truthful they are being with you is obviously of critical importance when you’re doing this evaluation. So I have a whole section in my report called response style, and it’s nice to have those scales in there.

    Dr. Sharp: Yeah. Maybe I could ask a little about that. That seems very important. How do you handle it? Well, first of all, just to zoom out, do you notice any patterns or is there anything in the research [00:35:00] around validity or truthfulness in response style in these cases?

    Dr. Leite: There is a growing body of literature, and it’s really interesting in talking about how people respond to evaluations and questioning. And it’s super interesting. Obviously like with most forensic stuff, you presume that people are going to fake good all over the place. They’re going to present themselves as being the most positive people in the world. If they don’t, if they fake bad, that’s very interesting. And that’s going to lead you to a different conclusion.

    Also is important for me when I’m putting together my recommendations and management plans because people who don’t want to do the deep dive into their psyche to figure out why they’re [00:36:00] acting in this way are going to be much more superficial and they’re going to gloss over everything just like they would in any other case. So it’s important to know how far they are along the pathway of recognizing that they’ve done something wrong.

    Dr. Sharp: I see. How do you handle in those cases where there is a faking good situation, particularly with an adolescent, let’s say. How do you approach that both in the report but also during the assessment? Do you bring that to their knowledge? Do you say, make sure to be truthful? I’ll give you another shot. How do you do that?

    Dr. Leite: Well, I’m not going to make anyone do the testing again, but I will challenge them on it. And that’s why in forensic assessment and especially this assessment, you want to have multiple sources of data so you can say you ask them all the questions like you’re an idiot [00:37:00] even though I’ve told them ahead of time.

    I say, look, you see this pile of paper I have, this is the stuff I got from the school resource officer. This is the stuff I got from your probation officer. And it has every printout of all of your Instagram posts. I let them know that ahead of time. And that often inoculation enough against them being super fake good, but if they’re going to go ahead and lie through their teeth to me, I can then pull it out and I can challenge them on it and say, well, how does that jive with what I see right here? This is a picture of you standing in front of your mirror with a gun and the caption says it happens tomorrow at six o’clock. How is that misinterpreted?

    Dr. Sharp: Sure. I like that.

    Dr. Leite: The best part about testing adolescents, which is why I love them so much is that you have to be perfectly honest with them and you [00:38:00] have to be super transparent and there’s nothing held back because they’ll see it if you are.

    Dr. Sharp: Yeah, absolutely. I found that to be true over and over in working with teenagers is just to put it on the table and be very straightforward and then let them figure out how to handle that.

    Dr. Leite: Yes. That’s what you need.

    Dr. Sharp: Yeah. Let me back up even further, and I’m aware, I didn’t even ask about some of these logistics. Who makes the appointment with you? Are parents calling you or is the school calling you? And who is your client? I guess that’s an even bigger question. Is your client the school or what?

    Dr. Leite: Usually my client is the school or the court.

    Dr. Sharp: I see. So they’re going into it just from the beginning knowing that there is for all intents and purposes, no confidentiality. I’m assuming you have paperwork to that effect for them to know that this is not a confidential process.

    Dr. Leite: Correct. [00:39:00] Except you also have to remember that juvenile court is closed. So it’s like, there is no confidentiality, but it will be sealed and no one else can see it outside of the court process.

    Dr. Sharp: I see. And then from the beginning, do you meet with the parents and, or teen for an interview first and then do testing on a different day, or is it all the same or do you not do an interview? What’s the actual process look like?

    Dr. Leite: It really depends because these are so often paid for by the state. I try to be as efficient as possible with my time because I’m also a taxpayer.

    Dr. Sharp: That’s kind.

    Dr. Leite: Yes. So I will usually do the same thing you would in any other evaluation. I’ll meet with the parent and the kid together. I’ll explain confidentiality. I’ll tell them why we’re here and talk about what we’re [00:40:00] going to do and then plunge into any intellectual testing. Then I will do the interview. It often takes two days. And then I will go into the other testing.

    Sometimes I do get to do projective testing, which is a lot of fun. Sometimes I’ll get to do the Rorschach, but usually, it’s more of the actuarial and the SPJ testing. And often when the kid is doing their testing, sitting outside in the waiting area, I will meet with the parents and talk to them.

    Dr. Sharp: I got you. Nice. And then how soon after that do you try to generate a report?

    Dr. Leite: It depends on what the level of crisis is. Often, the nice thing about testing kids who are already locked up is there’s no crisis unless it’s a court date because they’re safe. [00:41:00] If it’s a question of whether or not the kid can return to school, there might be a need to do it faster. But in general, it takes me about four weeks to finish a report.

    Dr. Sharp: Yeah. And how long do they end up being?

    Dr. Leite: They can be around 40 pages.

    Dr. Sharp: Wow.

    Dr. Leite: Because it’s a document that goes to the court and I’m going to put every single bit of data that I have in there. I’m going to summarize every single document. I’m going to write up every single collateral report and I’m going to really do a deep dive into their functioning in the conclusions.

    Dr. Sharp: Yeah. So thinking about just the business side of this, roughly how many hours are you putting into this, and relatedly, how many of these evaluations are you doing per week or month depending on how you think of it?

    Dr. Leite: I’m the world’s [00:42:00] worst business person. I tend to charge around 12 to 14 hours. I figure about five hours face to face and a little more than that writing up, but I always spend way more time in that writing.

    Dr. Sharp: You know there’s hope for that.

    Dr. Leite: I know. These evaluations run hot and cold. And like I said, some of them are just consultations; and those I’ll write up and hand in the next day. But in general, I think I do a really big chunky, full-out psychological evaluation case probably like eight times a year. Not that often. And still a big chunk of my practice is the child abuse and neglect evaluation.

    Dr. Sharp: I hear you. [00:43:00] On one hand I could see that. I mean, that’s a good thing that there aren’t that many serious threat possibilities in your given area for that year.  I got you.

    Now, you said that they’re typically paid for by the state. Is there ever a private pay situation or does the school pay? I’m just thinking about the financial side and how you structure that.

    Dr. Leite: Definitely. Sometimes the school pays. I’ve done evaluations. Of course, one of the big challenges is that insurance does not cover something that is court-related. So I do not take insurance. So I’ve had private-pay evaluations. I had a referral from a private school which they’ve told the parents, if you want your kid to come back, you have to go and get a threat assessment evaluation done.

    I’ve had private pay evaluations when, [00:44:00] and this is actually common, this type of situation, as you know, psychosis tends to come on, especially in males, around the end of college or the beginning of after college. And sometimes psychosis comes with paranoid behavior. Sometimes it comes with stalking behavior. I’ve actually had two evaluations where either a university or a parent is really worried about a kid’s decompensating behavior and they don’t understand what it is. And they’ve engaged in either fit of rage or stalking, or really bizarre focused behavior like that. And the answer is this is a kid who is looking at the onset of psychosis.

    Dr. Sharp: I see. I can see that being very challenging to tease out.

    Dr. Leite: Yeah, I feel [00:45:00] like it’s like the worst thing that psychologists do. We don’t tell people that someone’s going to die of cancer, but we can tell parents that their kids are going to have to focus on a really challenging mental illness for the rest of their lives.

    Dr. Sharp: That’s so true. We’ve taken a little bit of a detour to the business side. I’m trying to think of other questions around that. I’m curious about marketing; how do you develop a reputation or a niche in this area for anybody who might be interested in going in that direction?

    Dr. Leite: As I said, I’m not the world’s worst business person. But I do a lot of education. So I do a lot of training. I do a lot of training through the school systems. I do training through an organization that I’m involved with called ATAP- the Association of Threat Assessment Professionals. That is the best way to get your [00:46:00] name out. Just a lot of training and a lot of meeting people.

    Dr. Sharp: Yeah. And how do you specifically reach out and present yourself to schools to get in for these presentations?

    Dr. Leite: It has mostly been word of mouth. Someone has been to another presentation that I have given, and then they recommend me to someone else.

    Dr. Sharp: That’s a good way for it to happen. It’s easy.

    All right. So let’s jump back to the clinical side. I’m really curious about the conclusions and recommendations you might make in these cases. It sounds like from all the measures that we’re talking about specifically that Structured Professional Judgement measure, is it a measure or interview guideline?

    Dr. Leite: A lot of them come with an interview and then it’s like a form that you fill out. It’s an evaluation.

    [00:47:00] Dr. Sharp: So those generate pretty clear guidelines, it sounds like, on what’s going on and the actual risk level and what to do.

    Dr. Leite: Yeah. A Structured Professional Judgement is so brilliant because it lets you know where the holes are. Is this a kid where the hole is an intimacy deficit? Then you know exactly what kind of recommendations to write. If it’s an intimacy deficit, you’re going to put in recommendations for helping them develop a community for getting involved with other kids.

    Is it a question of depression? Then we know what recommendations to write to help them be less depressed. If is it a question of really bad social skills and a paranoid way of seeing the world, then we know what to do. We can write recommendations to help them out with that. So, that’s why they work so well.

    What I do is I take all the information.[00:48:00] I do a very traditional clinical conceptualization like anyone else could do. And then I take some of the great threat assessment research and use that to put together a more threat assessment-focused conclusion and to develop a risk level.

    The FBI has put out categories for risk as has the secret service. The secret service has just absolutely incredible publications with critical questions to ask and answer of the kid as far as what is their potential for future violence. So going through and answering those is just super helpful.

    Dr. Sharp: I see. Are those available publicly?

    Dr. Leite: They are. And I’d be very happy to give you a list of great things to look at. [00:49:00] With the secret service, it’s under the National Threat Assessment Center and the secret service, the end tech, they actually just came out with great new data.

    Dr. Sharp: Very cool. That’s a question I had for you too, is where do you learn about this stuff? What are the resources for folks who might want to dive in?

    Dr. Leite: There is more and more out there. So there is an APA journal called the Journal of Threat Assessment and Management. That’s a great place to start. Peer-reviewed articles on all different topics. So that’s a good place to start. The secret service documents are amazing. Under Janet Reno after Columbine, they put out the first document. And then that has been updated two years ago. And it’s the original research and the original [00:50:00] conceptualizations of what makes for a scarier kid that have totally held out their absolutely brilliant work held out in all the research.

    The FBI also has some great publications. They have one called Making Preventional Reality, which is their newest document. It is very well written. It is everything that you could want in an assessment. And like I said, I’m part of this organization, the Association of Threat Assessment Professionals, which is a multidisciplinary trade organization, like the APA. They have on their website, a list of critical readings that they suggest that you read. And a lot of those have live links in them. So that’s also a great place to start.

    Dr. Sharp: Oh, that sounds great. The show notes for this episode, I think are going to be pretty comprehensive. [00:51:00] I’ve been taking good notes. We have a lot of resources. You mentioned a book, you said Hunters and Howlers. Is that the title of the book or is it something different?

    Dr. Leite: I am going to look it up for you. I think it is called Threat Assessment and Management Strategies: identifying the hunters and howlers. It is by Calhoun and Weston. The second edition was published in 2009. And it’s my current go-to thing to recommend to everyone because it’s written in a really clear way. It’s a lot written for law enforcement. There’s not a lot of fancy language in there. It’s pretty straightforward. It has a lot of questions in it.

    And the biggest thing that seems to come across my desk is people are saying if this person’s scary or not? They’re saying they want to hurt everyone, but I don’t know if that just means that they’re in pain and they’re literally crying for help, or is [00:52:00] this someone who really wants to hurt everyone? It has the tools and the questions that you need in it to help figure out, is someone hunting or is someone howling?

    Dr. Sharp: Yes. Very important distinction. What other things might be helpful? I feel like we really covered a lot of ground here and our time has flown by. Are there any gaps, any holes that I didn’t ask about in our discussion that you think would be helpful to share with folks?

    Dr. Leite: Well, I would like to close by saying that this is a really exciting and dynamic part of our field. It’s a great way to work with the most dedicated professionals you’ve ever met in your life. But I also really want to caution people that there is a huge risk of error in doing this work if you don’t know what you’re talking about because it is different than traditional violence and it is a specialized [00:53:00] subset.

    So if one of these evaluations comes across your desk and you don’t feel like this is your area of specialty, I would seriously recommend handing it off to someone who knows what they’re talking about, or go ahead and get supervision so that you can do a good job because a bad evaluation can ruin someone’s life; thinking that someone is scary when they’re really not is just devastating. I have stories that you wouldn’t believe about kids who have been accused of being scarier than they really are. And it has literally ended their goals.

    Dr. Sharp: I could see that. If you had to comment, actually, before I ask that, do you provide supervision to other folks if they were so interested?

    Dr. Leite: Yes, I do. I love helping people out. I love helping give articles. That [00:54:00] would be a local thing, but I am very involved in the state of Connecticut and working with other people.

    Dr. Sharp: Wonderful. And like I was going to say, do you have a sense of, if there are errors in these kinds of evaluations, are they typically false positives or false negatives? Can you comment on that?

    Dr. Leite: At least in my experience, it’s more false positive. Kids who are being identified as being scarier or more pathological than they really are. The false negatives come with people who just don’t deal with it at all.

    Dr. Sharp: I could see. It seems like if they’ve gotten on your radar, then there’s a good chance that they need that evaluation.

    Dr. Leite: Yeah.

    Dr. Sharp: Well, I appreciate your time and talking through this. I know there’s so much more that we could dive into. [00:55:00] It was hard not to branch off and just go down any number of tangents. Like I said at the beginning, this is something that’s so important, but also unfamiliar, I think, to a lot of us. And I’m glad there are people out there like you who are doing good work for these kids and for the communities.

    Dr. Leite: And I’m happy to talk to anyone about it and share all the great resources that are out there.

    Dr. Sharp: Fantastic. Well, I will say goodbye, for now, Stephanie. Thank you for coming on to talk through these things with us.

    Dr. Leite: Yeah. Thanks for having me.

    Dr. Sharp: All right, y’all. Thank you for listening to that interview with Dr. Stephanie Leite. We covered a lot of ground. Hopefully, you got a good idea of both the business and the practice associated with threat assessment and management. I know there’s tons more that we could say on this topic. Stephanie shared with me before the podcast that she could talk about this [00:56:00] stuff for hours, which I totally believe.

    Always wish that we had more time to do that, but for now, hopefully, that’s a good primer. Stephanie is available for any questions or consultation, and there are a ton of resources in the show notes. She put together a really nice handout to download with all the resources we talked about and some others that she didn’t mention. So check that out.

    As always, if you get a moment, I would love it if you could subscribe, rate, and review of the podcast. Always looking for feedback. I appreciate all of you who have already provided some of that feedback. So thanks for listening and stay tuned. We’ll catch you next time. Bye, bye.

    Click here to listen instead!

  • 103 Transcript

    [00:00:00] Dr. Sharp: Hey, y’all. This is Dr. Jeremy Sharp, and this is The Testing Psychologist podcast, the show where we talk all about the business and practice of psychological and neuropsychological assessment.

    Welcome back. I have a good episode for you today. This is a little bit of a unique one. My return guest, Dr. Brenna Tindall is back to dive into the assessment of intimate partner violence and sexual violence and talk through the overlap between those two and how we might separate one from the other if they can be separated. And if so, how to make appropriate recommendations for each of those populations.

    If you didn’t catch Brenna back in episode 45, I would go check that out. She talked with me generally about assessment in the criminal justice system. We got into some detail, but not a lot. And so she is back today to go into a lot more detail in these areas.

    Just a little bit about Brenna. Brenna is a licensed psychologist. She specializes in forensic evaluations. She has done a lot of work with general psychological evaluations, insanity evaluations, competency evaluations, sex offense specific evaluations, domestic violence evaluations, dual diagnosis substance use, cognitive testing, and child contact assessments.

    She is certified in any number of instruments. She’s a Certified Trainer for the SOTIPS and VASOR-2 adult sex offender risk assessments. She’s a Certified Trainer of the J-SOAP-II for juvenile sex offense assessment. She’s a Certified Child Contact Assessment (CCA) Evaluator. She’s well prepared to talk about any number of issues in the criminal justice assessment world. She has presented across the country on a variety of topics.

    On a personal note, I’ve known Brenna for a long time and she is always pushing the envelope with[00:02:00] doing more research, doing new research, and trying to figure out the best ways to assess and learn about these different profiles within the criminal justice system, and really just how to help folks as best she can. So I have a lot of personal and professional respect for Brenna and I’m happy to have her back. Please enjoy this in-depth conversation with Dr. Brenna Tindall.

    Brenna, welcome back to the podcast. 

    Dr. Brenna: Hi, thanks for having me.  

    Dr. Sharp: I’m glad to have you again. We’ve talked a little bit over these last few months. Your first episode was a hit. I know you have a lot to say on a lot of topics. I’m glad to have you back.

    Dr. Brenna: Thank you.

    Dr. Sharp: Let me back up. For anyone who didn’t hear your first episode, you came on maybe a year and a half ago and talked generally about forensic assessment and what that looks like, competency, insanity, and all sorts of super interesting things.

    Today, we’re going to zero in a lot closer on assessing intimate partner sexual violence, the relationship with domestic violence, how those are different, why is it important, and all those pieces. So this is one of those episodes I think the forensic folks are going to go a little nuts over. It seems to be an emerging area and there’s not a whole lot to read out there. So you are really on the forefront of this kind of work. I’m just fortunate and lucky that we’re here in the same town and you want to come to hang out with me for a while. 

    Dr. Brenna: Thank you. I would say, probably shout out to the father of the domestic violence sex offense crossover, which is [00:04:00] Mervyn Davies. He’s a clinician that’s been practicing and is probably the only research study about that. He was a mentor and supervisor and still is. He’s great. He’s lectured with me at two conferences. So shout out to him because he’s the one that started the conversation. 

    Dr. Sharp: Nice. I’ll put any info I can find on him in the show notes too so folks can check that out.

    I like to lead off here in the most recent episodes, just asking why is this important to you.

    Dr. Brenna: That’s a good question. As I mentioned, I think in the previous podcast, I’m a psychologist. I started working with offenders and doing a lot of sex offense-specific evaluations in terms of the criminal world, and then I got roped into doing domestic violence evaluations in terms of helping create a good protocol for that, and also the recognition that there’s a lot of crossover between some of the issues with these offenders.

    It wasn’t until I started doing the domestic violence training and the supervision that I just had this moment. I remember talking to this one female client who I knew had been in a domestic violence relationship as a victim, and I said, I just have a question. And I was like, “Did you ever have consensual sex with your spouse?”

    I thought she was going to punch me because the look on her face was like, “Are you kidding me? How would I say no to sex when I would get beat up for just washing the dishes wrong?” That was something that just blew my mind, especially as somebody that look tries to look at a lot of issues that it never even occurred to me to think about that, especially with my sex offense-specific background.

    So that really opened my eyes to a different type of evaluation or thought process with regard to some of these cases because what I was finding was within the domestic violence evaluation assessment world, but it’s based on a [00:06:00] lot of domestic violence stuff and unless someone’s had really good training, they’re not touching on how there might be sexual violence in the relationship even if it’s not charged as an offense. Similarly, in the sex offense world, there are a lot of us who’re not looking into domestic violence-specific issues and asking about those even though there’s a big correlation between the two.

    So really my passion came out of my own stupidity because it didn’t even cross my mind to think about that as part of a domestic violence case.

    Dr. Sharp: Well, that’s how we learn, I think. We get blindsided with these client stories and it’s like, oh my gosh, I need to be thinking about these things a little more closely. 

    Do you have any guess why there hasn’t been a whole lot of research into it so far, or why people were blind to it for this long?

    Dr. Brenna: It goes back to how we’ve conceptualized consent a little bit with sex. And I think we’re obviously transitioning and have been, especially in Colorado with regard to what is needed for consent in a relationship. And so, I think there’s always been this age-old thought process that if somebody doesn’t say no, then it’s okay. So, if somebody’s not being like, no, get off me or someone’s not holding somebody down, that that’s not rape, or that’s not non-consensual sex.

    And so I think that that’s just something that’s been in our culture that we’re thinking about differently, especially with position of trust and the coercion that is there and having a relationship with a student, if you’re a teacher.

    And so I think looking at more of implicit coercion has really gotten the conversation going about looking at the sexual violence. And I think victims have been asked about these questions and they’ve said that, yes, we absolutely were raped, but it just has not been something that’s addressed because when they’re charged with domestic violence, they can’t really [00:08:00] charge at this point in the legal system, a sexual assault within the framework of that even though everyone knows well it probably did happen.

    We always say, don’t ask the question you don’t want to know the answer to in terms of this whole question, because it’s hard for people to talk about sex. And it’s hard to bring up for somebody; well, not only are you a domestic violence victim, but you’re likely a sex assault victim. But as I point out, one of the research studies says that between 40 and 45% of women in domestic violence, abusive relationships will also be sexually assaulted during the course of the relationship.

    That’s pretty staggering, right? And I think there’s been a lot of people that haven’t addressed that within their own recovery and treatment because providers are not addressing it because why would’ve we without that framework?

    Dr. Sharp: Right. Well, the thing that you said that’s shocking to me, I’m trying to sort through this here in the moment, is just that there’s not really a framework for charging sexual assaults within a domestic violence situation, if I’m phrasing that the right way.

    Dr. Brenna: Yeah.

    Dr. Sharp: That raises for me another question of, and this is a naive question, but is there a framework for sexual assault charges within a marriage or a committed relationship?

    Dr. Brenna: Yeah, absolutely. But again, we see it come out in different ways where maybe one partner is maybe intoxicated or under the influence, and so they’re engaging in much more aggressive behavior, but you don’t often see a lot of domestic violence survivors in relationships, male or female, who come out and say I was also sexually assaulted because the view is like, you’re not saying no, so you must be okay with it.

    I presented at the at Alliance conference in New York this past spring, and it [00:10:00] was interesting because my Uber driver that picked me up from my hotel to take me to the training, she was asking what I was presenting on.

    I told her, and she was like, oh, actually, I’m the victim of domestic violence and started sharing her story. I asked her a very appropriate Uber conversation, but I said, do you feel like that was ever consensual in the relationship? She said, “Well, yeah, I was consensual. And she’s like, “But I said, no, what do you mean?” And she’s like, well, I don’t know. I guess I just felt like she said, there was one time that I said no, early on and she said, I ended up in the hospital because I was beaten so badly. So I never said no after that. And so it was interesting because I think even she didn’t think that it was an assault in that situation.

    Again, that’s not to say that every domestic violence relationship or anyone that’s charged with domestic violence engages in sexually assaulted behavior. It’s more just that there are some that do, and that report engaging in sexually assaulted behavior while in domestic violence treatment. And that needs to be paid attention to because it means we’re not looking at that in the assessment process for these types of crossover offenses. 

    Dr. Sharp: Yeah. I was going to ask, are you seeing this coming up in your interactions with survivors or with alleged perpetrators? What catches your attention most?

    Dr. Brenna: Yeah, and I think it’s typically with the offenders because the way I do a sex offensive evaluation, if I see anything related to assaults or domestic violence in their history is so significantly different than it used to be before I started doing the domestic violence world. 

    I will a lot of times refuse to finish a sex of offense evaluation on somebody if I don’t have a record about their domestic violence case. So referral sources have been really good about trying to track down information about that because a domestic [00:12:00] violence case can be charged SOTIPS now. There’s a broad spectrum. So I think knowing what did the domestic violence case involve and do we see any power and control dynamics that are similar to the sex offending behavior? And so there are now risk assessments out there that look at those differentiated risks.

    So sometimes, like I said, it’ll be a sex offense-specific referral because someone’s being convicted or charged of a sex offense, and then we’ll see the domestic violence. And so now we’re trying to change how we do those evaluations and make sure that we are assessing the domestic violence risk and helping tease out which is more significant, the sexual. assault part of it or the domestic violence part of it.

    And then the other way that it comes out is doing a domestic violence evaluation, and when you start asking questions about the sexual things, just looking to see if there is other stuff that’s showing up that they might not consider coercive or abusive and addressing if they have sexual risk factors that need to be addressed as part of treatment.

    The domestic violence management board is working really hard. They have a great crew trying to help get this process really nailed down because the domestic violence system is very behind in terms of the way it prosecutes and the way it evaluates. I don’t know if there’s a similarity between that and the fact that it has one of the highest rates of re-offense are domestic violence offenders.

    And that’s concerning to me because I’m like, we’re either doing an injustice to the offenders because we’re not actually identifying what they need in order to not do this because I’ll see people that have 4 or 5, 6 domestic violence charges, and I’m sitting here thinking, I got to do something different because what’s the phrase, if you always do which you always did, you always get, which you always got.

    So, it’s two-part, which is, let’s make sure we’re getting the right intervention to address that risk, but two it’s why are we allowing these individuals to continue to re-offend and hurt people? We have to be doing something different from the criminal justice standpoint. And I don’t think [00:14:00] that here 24, we’ve had the right assessment tools to give really good information to help with the prosecution of cases- really good risk assessments and good testing that’s in the evaluations that help show some more pathology that help lead credence to the person’s risk level or not.

    Dr. Sharp: There’s a lot to unpack there, I think.

    Dr. Brenna: Yes.

    Dr. Sharp: One piece that jumped out is just the fact that this negligence or unawareness or poor definition of these behaviors can go both ways. So just as a victim or survivor might not conceptualize non-consensual sex as a separate thing from domestic violence, the offender may not either. It just makes me think we got to be extra careful about really digging into both sides of those and defining each of those really well so that we can accurately assess it. 

    Dr. Brenna: Yeah. It’s very interesting like I said, because Colorado, as I’ve said before, they’re really pretty progressive when it comes to the management of both domestic violence offenders and sex offenders. And so when I’ve trained this presentation in various states over the past year, it’s just very interesting to see the aha moment of a lot of people that are really thinking we have to do this a little bit different, but it is complicated.

    Even Merv and I work a lot on a lot of cases trying to figure out how do we best make recommendations for individuals that have both sex offense-specific risk factors and domestic violence risk factors and not pour on the wrong intervention.

    I think there’s always an assumption if it’s a sex offense, they have to go automatically and do sex offense treatment, but maybe the preeminent issue is domestic violence and the sexual offending is just part and parcel of that cycle. So, it is very tricky and it’s something that I think we’re still really trying to perfect and train and get people to understand that they have to be [00:16:00] able to look at both issues separately, and then the crossover issues.

    We’re lucky that we have a risk assessment now that does that mark over is a psychologist in Canada who’s just awesome. He has the Violence Risk Scale – Sexual Offense Version, and that allows us to tease out whether their criminality violence risk is higher than the sex offense risk, and provides some good information when making recommendations and evaluations. 

    Dr. Sharp: Sure. One thing that I’m wondering about is how much these are separate from one another as far as we know. I assume that sexual violence can exist without domestic violence and vice versa, but do we have any idea how much they’re co-occurring or how much they’re separate?

    Dr. Brenna: Yeah. There really is one really good study that Merv did along with somebody else. And the interesting statistics are that these are from individuals who had domestic violence cases and not sex offense cases. And through the course of treatment or wherever the numbers that report engaging that actually the offenders are reporting engaging in non-consensual sex is pretty staggering.

    I think some of the numbers that we talk about, which is what is it, 89% as I’m just looking at the numbers, 89% of domestic violence offenders, 89 out of 100 in this sample size reported engaging in non-consensual sex with an intimate partner. 73/100 said they’d had sex with the partner while the partner was asleep or unconscious and 31 of those said they’d had sadistic rape fantasies.

    And so, it’s just a really interesting thing to look at that they’re acknowledging that in treatment and we’re starting to ask the questions in the right way and get them to understand because if you ask somebody who has a domestic violence charge, have you ever sexually assaulted your partner? The answer is always no, right?

    Dr. Sharp: Right.

    Dr. Brenna: They don’t conceptualize that there is a fear [00:18:00] of their partner just because of the fear of other areas. And so that’s where the domestic violence board is really trying to work on how do we integrate the sexual component of power and control dynamics into the treatment process and the intervention process so that we’re not missing some of those individuals who do have both issues. 

    Dr. Sharp: Right. So zooming out just a bit for others who are unfamiliar with this process, can you just walk us through some of the core assessment tools for:

    1) Domestic violence,

    2) Sexual offenders?

    And then we’ll talk about how they cross over and how we might dig into that too.

    Dr. Brenna: Yeah. It’s a little bit different in terms of how the legal system functions with domestic violence cases right now and sex offenses.

    With regard to a sex offense, if you’re charged with a sex offense, you can either get an evaluation done before you’re accepting a plea. I talked about that with my last interview where an attorney might hire somebody to look at their estimated risk if they’re convicted and then that’s used to negotiate a plea deal or help them decide if they want to take it to trial. But in Colorado, it’s mandated by law that if someone has been convicted, or has pled guilty to a sex offense, they have to go through a sex offense-specific evaluation.

    In the domestic violence world, they have to do an evaluation, but it’s always done post-sentence. So a lot of times the evaluation is not done pre-sentence so that people have access to that before making sentencing arguments and whatnot. And so, there’s in the state right now, trying to get some standards changed so that the people making decisions about these offenders have all the information before they’re making decisions about giving PR Bond or letting them have access to the victim again and lifting the protection order. That is something that’s in process. And like I [00:20:00] said, the state is doing a great job.

    I think I mentioned to you that I’m on the domestic violence fatality review board that is headed up by the attorney general. And it’s been an amazing thing to be a part of to review cases and help see how policy change might help with the evaluations and how we can get that so that again, it helps not only get the right sentence and containment for people who are really violent, but also helps give information about maybe the offender doesn’t need to go to domestic violence treatment and they need mental health treatment so that we’re doing more thorough assessments and the judges have all that information before a sentence is handed down that may not be appropriate based upon no information.

    Dr. Sharp: Sure. And what’s that assessment process actually look like in each of those cases? Just talk through the process and the instruments if those are relevant.

    Dr. Brenna: The Domestic Violence Offender Management Board, the DVOMB, and then the Sex Offender Management Board is the SOMB.They have really amazing standards that they have and anyone can find them online. There are sections about what are required areas of the evaluation, and then what are maybe more suggestions, and recommendations. And they give providers options within there because not all providers are Ph.D., PsyDs who can do some of the more sophisticated testing. Not everybody has been trained on giving the Hare test for psychopathy. 

    I like that from my own standpoint I have the advantage of being able to add some more sophisticated tests, but we also have to be able to do tests that people that have an LPC or social work license can also do because they can be certified to do these evaluations just fine. So they give a little bit of wiggle room with regard to what tests are used to assess certain domains.

    And actually, like I said, they’re very similar in theirs. Just like any psychological evaluation, which is you’re doing a really [00:22:00] extensive biopsychosocial background, but it’s just always interesting because sometimes when I have people that are new and I’m training, they’re like, why do you care how many times the person’s moved? Or why do you care if they have four friends and not six, or why are you asking them how many times they moved in this amount of time?

    And so this biopsychosocial interview becomes important in scoring risk assessments because items such as residential instability or employment instability elevate risk. And so, some of the questions you may never ask in a normal psychological valuation are asked in these evaluations. And so, they catch people off guard sometimes. But usually, that background information leads to information to help score the risk assessment items that have been identified as predictive of recidivism.

    In addition to just a good background, we obviously want to see all police reports of anything that is related to the case. And then we try to get a good criminal history that we get from the referral source that shows if they have other cases. And then as I said, it’s just so important that we’re all now starting to make sure we’re getting those police reports, especially for domestic violence in history.

    And then, people are probably familiar with the MCMI®-IV or the MMPI, which is tests of emotional functioning. So a lot of people will give those to find out what kind of pathology is there. And I think that’s an important test that I give a lot more credence to now with domestic violence cases.

    Merv has taught me looking at some of those skills like turbulence. You might not think like, oh, okay, not a huge deal, whatever, somebody’s up and down, they have erratic response style to things, but you can imagine if you have elevations on turbulence with somebody who’s highly abusive and impulsive using strangulation that they have that personality profile that’s important.

    And so, using some of the data [00:24:00] from those scales of narcissism or anti-social personality, those things become a little bit more important to really look at when we’re trying to tease out this risk and whether someone’s more criminogenic or sexual in terms of risk. And then we usually do a very thorough substance abuse assessment, because again, we know that that’s present in a lot of both these types of cases.

    We do cognitive screening of mental status and then specific risk assessments for each type of case. And that’s where there’s been a bit of change for those of us who can do both the sex offense and the domestic violence cases is that you’ll see in a sex offense evaluation, people would be doing domestic violence, also risk assessment because there’s some domestic violence conviction in their history.

    And then the same is true with the domestic violence cases is looking through risk factors for sexual offending and seeing if any of those apply to the client, not necessarily scoring them, but seeing like, oh, we know these are risk factors for sexual offending. Does this domestic violence client present with any of those that we need to earmark?

    And so I think the biggest thing is once we have all that data is compiling it into what are the appropriate recommendations. And so I think I’m always harping on making sure they’re not generic recommendations and that they match up with what the results say. I mean, it doesn’t make sense, like I said, if somebody is schizophrenic and unstable on medication to send them into a domestic violence treatment group, because they can’t even stay in contact with reality.

    So, it’s hard for providers, including myself to switch gears and be like, okay, wait, I know this is a domestic violence case, but let me slow down. Maybe we need to just stop that for a second and send them to mental health treatment. But there’s always fear there that you’re like, wait, but they need to be in domestic violence treatment.

    I think really trying to make the argument of what is causing domestic violence behavior is our job as evaluators. And I think we’re getting so much better at that. And that’s why I think this is really important to me is to get people to really identify [00:26:00] what those risk factors are and apply the appropriate intervention. Otherwise, we’re just spinning our wheels doing the same thing.

    I’ve had guys that have gone through domestic violence treatment three times and there’s nothing wrong with it. It’s just that it’s a great treatment, but that may not be the most salient need based upon their history or whatever they have. 

    Dr. Sharp: Right. I want to dive into that; how you separate the two, and how you make appropriate recommendations for domestic violence versus sex offense, but before I do that, do you have a preference with the MMPI versus the MCMI? I get this question a lot.

    Dr. Brenna: It’s difficult. It depends on the case. I tend to use the MCMI more just because it’s shorter. I think that helps, especially when we’re giving them in a correctional facility or whatnot. And I like the scales and the reflection of that as it relates to, for example, in the sex offense world, we have the sexually violent predator assessment and some of the items on that relate specifically to the MCMI-IV. So it actually loads on three of the scales. And so if they meet a certain level. They check in that area. So I think a lot of the risk assessments have been based on the scores on the MCMI more so than anything from the MMPI. 

    Dr. Sharp: Got you. That answers my next question, which is if you know of any research that ties MCMI-IV profiles or scales to these concerns we’re talking about- domestic violence or sexual violence?

    Dr. Brenna: It’s a really great question and that’s actually something that Merv and I are working on now that we have a pretty good… I’ve been doing a similar thing, and we’ll talk about this I think in a future episode maybe is the sex trafficking offender and looking at some of exactly what you’re saying and tracking data on that. And that’s really Merv’s and my goal.

    I am presenting it ATSA in Atlanta in two weeks, and that’s one of the things we’re going to talk about is looking at a lot of the crossover [00:28:00] cases we’ve had and seeing what those MCMI skills are. Are there commonalities between? Do they all score high narcissism? That’s really the next step. And it’s so fascinating because I feel like between us, we have a lot of good data to look at and see what commonalities might exist that give us some information. 

    Dr. Sharp: Nice. Let’s really dig into this. This seems to be the crux of this discussion is how do we accurately assess these two separate related issues and then make appropriate recommendations for these folks? This is pretty serious. It’s not like we’re talking about giving a kid preferential seating in the classroom. Recommendations, I would assume, have to be pretty on point. You don’t have a lot of time to waste with these offenders. So how do you start to separate these two issues that are obviously related to one another? What’s that process been like for you?

    Dr. Brenna: It’s really interesting because I remember it was funny when I was studying for my comps, my master’s degree. I remember somebody said, if you don’t know the answer to a question, you always say I’m going consult. That’s always a good answer if you don’t know the answer.

    I guess I’m thinking about that because that’s something that I do almost always on a case where there is both a sex offense and domestic violence is consults with various people to also run it through them and talk through the problem because it’s interesting to see how difficult it is to:

    1. Lay it out in a systematic fashion recommendation-wise,

    2. Be able to articulate to a legal system why one is more important than the other.

    Again, we have set up this system, which is very great, but sometimes rigid where we think, okay, if it’s a sex offense charge, they have to go to sex offense treatment right away. Or if it’s a domestic violence case that this is [00:30:00] where they go. And so I think what we’ve been trying to work on is saying, all right, wait a second. Let’s go again not on this fear base of what the crime is, stay from that for a minute and think about the issues that we’re seeing showing up and why those are contributing to the offending, and then address those through the particular type of treatment.

    So long answer is that one, using the risk assessments helps that significantly. Like I said, I like Mark Olver’s VRS-SO. That helps. But I think once we get to the place of making recommendations, it’s looking at if somebody, let’s pretend we have a sex offense conviction that they’re being referred for and they have a prior domestic violence conviction, those are a little bit easier to some extent because we’re allowed to use both the domestic violence risk assessments and the sex offense ones because there’s conviction. So that helps tease out.

    And when I’m seeing somebody that’s really high on the domestic violence risk need assessment is the DVRNA, the risk assessment for domestic violence. And some of the variables that increase risk on that are not anywhere on sex offense-specific risk assessments.

    And so, it’s very fascinating when you start scoring them and looking and seeing like, wait on the sex risk assessment, they’re not presenting with a lot of these sexual risk factors that we typically see, but wait, on the domestic violence risk assessment, things like children being present while the offense is happening, using strangulation, suicide attempt in the past year.

    So there are some really interesting questions on the DVRNA that I ask now, even on a sex offense evaluation because you don’t really think about those things as being important but they really are. And I think the police department does a really good job of putting those variables in the police report so that we’re able to score those.

    So it’s helpful just to even ask those questions, even if you’re not looking at domestic violence because it gives some good information. And so, I think.. Sorry, go ahead.

    Dr. Sharp: I was just going to jump in [00:32:00] and ask you, I may have misheard this, but you said, in each of these cases, you may not be allowed to assess the other side. Did I hear that right? 

    Dr. Brenna: Yeah. And I say allowed, I would say we obviously want to go on what the risk assessment population has been normed on. And so, the sex offense-specific ones have been normed on adult male sex offenders only. So you don’t use those risk assessments on a juvenile offender. They’re also not appropriate to do if the client has an intellectual disability because those specific ones haven’t been normed on that population.

    And the same is true with the domestic violence risk assessment. It’s supposed to be scored only if there’s a domestic violence conviction, but again, Merv who created the DVRNA along with the domestic violence management board, said if you’re going to use it in cases where there’s not a conviction, it’s just informational purposes and we’re not coming out with overall level, but we use it to say, oh, okay, well we have all of these. This should help inform what kind of intervention someone needs. So,  in a lot of cases, I’ll go ahead and look at the risk factors but just not score the assessment if they don’t have an actual conviction. 

    Dr. Sharp: I see. You’ve got this information and then then you consult a lot to try to separate the two because I would imagine that there are a lot of folks who trigger a lot of items on both scales qualitatively or quantitatively.

    Dr. Brenna: Yeah. I think about one case that I had, and it was the first. I actually asked the client if I could do a video interview of him after he finished the assessment because he was an interesting case where in Colorado, if you’ve ever been charged or if you ever been convicted of a sex offense at any point in your life, even if you’re like 10 years old, and then at a later point in your life, you get charged with a non-sexual crime that fits into a certain statute like domestic violence, [00:34:00] assault, menacing, then you actually have to go back and do another sex offense evaluation. So even if you were 10 and then you get an assault case when you’re 80 years old, you’d still have to go back and do a sex offense evaluation per Colorado statute.

    We call those matrix cases. And so it’s interesting because this one client that I had, he had a sex offense from when he was 19. He’s now in his 50s, I believe and had a domestic violence case. It was pretty serious. And so he was referred for a sex offense evaluation interestingly because of the way the system is. He came in, but I’m like, all right, I can do both these. We can look at this.

    In his case, there are no records about his sex offense because it was when he was 19. So we have no idea what his case actually involved. He self-reported one thing and maybe it’s true, who knows, but his domestic violence case involved in trying to, essentially almost killing somebody. But he’s in my office. And even during the interview, he’s actively hallucinating. He had just gotten released from a mental health hospital for having a suicide attempt. I remember asking, I don’t know how many times you’ve asked this question, but do you have any thoughts of hurting yourself or others?

    And when I asked that, I said, do you have any thoughts of hurting others? He said, mm it’s still early. And I thought to myself, oh my gosh, what is happening right now? The risk assessment trainers sometimes say ice on the heart when you’re scoring risk assessments. That doesn’t sound very good to say, but sometimes you can get caught up in the emotion of the case and not really stick with actual data points. And so it’s really hard. You got to stay focused. And even if somebody has a really horrible offense on this side with risk assessment items, you have to stick with factual information which we can talk about that.

    But with him, I showed the video at the conference and it was a very interesting response from the audience because there was so much disagreement with what to do with this client because here you have him [00:36:00] almost trying to like kill somebody and he had other domestic violence cases. He’s severely mentally ill. He was off his medication. And then he has this prior sex offense he didn’t do treatment for it. We have no records. For all we know, he could have tied somebody up and it was a child and raped him, or it could have just, not just, but it could be something like exposing his penis in public.

    It’s hard to go off of what you don’t know. And so it was interesting because I ended up teasing out the wrecks and I was like, all right, everybody, how many of you think that he needs sex offense treatment, how many domestic violence? And so it was split side by side, but I would say most people said sex offense treatment.

    I guess people can think about that because it’s just that when you have the word sex and anything, it’s very fear-based for a lot of people, and everyone assumes that takes precedence over domestic violence, which is what’s concerning to those of us in the domestic violence world. That term has become a little bit washed out. So a lot of people refer to domestic violence as intimate partner violence or intimate partner sexual violence because I think that just people have become desensitized to the word domestic violence, like somehow going in and telling an employer, you have a felony domestic violence case causes less alarm than you saying you have a misdemeanor indecent exposure.

    So that’s just an interesting component of this. Everyone’s afraid not to recommend sex offense treatment because it’s such a serious crime obviously.

    There was a bit of fighting in the audience and then I said, well, does anybody want to know what actually recommended? I wonder if you can think of a third option I might have gone with first.

    Dr. Sharp: Oh, no. Don’t put me on the spot.

    Dr. Brenna: I know. It’s interesting, but do you think somebody who is actively hallucinating, who is homicidal, suicidal, is not on his medication, is a substance user, et cetera, he’s not going to be successful in either of those because they’re very intensive and you have to be able to be [00:38:00] with it enough to participate and acknowledge stuff.

    And so what I ended up recommending with Merv’s supervision and input was mental health treatment, first and foremost. We don’t know actually which risk is higher at this point, but it’s not going to do any good to go one way or the other until his mental health is stabilized. Certainly, he needs some supervision and containment, but really the only way to help this person in my opinion if you look at the risk factors are his mental health because that’s what I was saying earlier is, all right, if we throw him into domestic violence treatment, maybe he needs it, but maybe what is causing the domestic violence behavior to keep repeating is unstable mood or lack of medication or trauma that’s been undiagnosed.

    That’s where I’m proud of our state that we’re really getting to a place of saying we can address a domestic violence case through mental health treatment. Maybe it’s not always necessary to go that route of domestic violence at the outset.

    That’s a case where after he gets stabilized, I would suggest having an updated assessment to then see what are the variables that are still here once the mental health is stabilized. And that will help better tease out whether it’s sex offense specific or domestic violence. Does that make sense?

    Dr. Sharp: Yeah, it does. It makes me want to ask though, how many cases are there where that’s not true? It’s not true that there are major mental health or mood issues that are influencing these violent behaviors?

    Dr. Brenna: That’s a great question. The problem is that there are a lot of people that come in a forensic evaluation where they’re not forthcoming. And so they will deny. It could be racial or cultural specific where it’s not something in their language that they talk about mental health problems where they say, yeah, of course, I’m depressed, or it’s just like, no, you just suck it up and you move on.

    And so there’s a lot of people who don’t report a lot of those symptoms [00:40:00] sometimes because

    1)They think it’s going to make them look bad.

    2) They blow them off and don’t think they’re that important and have no insight that the fact that they have this history of trauma might be contributing to something they’re doing.

    And so in those cases, it really is a little bit more difficult to say, ah, gosh, now I really have to just stick with domestic violence treatment or sex offenses treatment. When there’s cases of both, historically, we’ve sometimes put offenders in both domestic violence and sex offense treatment at the same time. I think anybody can understand why that might be a problem:

    1) The cost of doing both.

    2) The time commitment.

    3) There may be a crossover of issues that they’re having to learn twice.

    And so, it’s almost like a setup for failure to some extent, because it’s like who can participate in that much treatment. They’re both such intensive levels.

    So a lot of times, especially if an offender is completely denying a case like a sex offense, what we have tended to do is to go with the domestic violence stuff first. It’s intensive, but I would say it’s not quite as intensive as sex offense treatment. And so going there and getting them used to the process is usually a good first line. And then the provider has a chance to assess stuff further and maybe make recommendations when they start transitioning into the sex offense world.

    But I think the biggest thing is really clear communication between providers that once they’re shifting from domestic violence to sex offense, maybe really they found out that it is all domestic violence related risk factors and sex offense treatment is a much more minor issue because it’s part and parcel of the violence. Does that answer your question? 

    Dr. Sharp: Yeah. And it just makes it clear how complicated this stuff is. I just want to ask more questions. I’m like, we need more research to know about the overlap in these behaviors and what drives what. 

    Dr. Brenna: What’s hard though is there’s a little bit of [00:42:00] hands being tied because of the way the legal system is set up for the respective offenses. Because even if I say to somebody, I really think that even though this is a sex offense, we need to put that on hold and have them go do mental health treatment, work on their personality disorder or whatever, usually the probation department will be like, yeah, absolutely. I 100% agree. But their hands are tied because of the way the statute’s written or because of the standards that a client has to be still involved in that sex offense world per the law.  And so you have to get a little bit creative in that process of what does that look like and what are we allowed to do within the confines of following guidelines, but also addressing their needs.

    It’s this thing where when you have both, especially if they have a conviction for both, it’s like, do you put them on sex offender supervision or do you put them on domestic violence supervision? And then, do they have to be compliant with the domestic violence world or the sex offense world? So those issues. That’s why it becomes very tricky to write out as recommendations because when somebody has a sex offense, they’re not allowed to be around their children in a lot of cases, but in the domestic violence world, that is not necessarily addressed.

    One huge thing that comes up that sex offense providers typically don’t know, I didn’t, but you cannot do couples counseling with your victim until you’ve completed domestic violence treatment. So sometimes in a sex offense evaluation, l will be like so, and so needs to do couples counseling with this person because they have intimate partner deficits or whatever. But if they don’t know what the domestic violence world and what those rules say, that’s a huge no-no because you actually cannot participate in couples counseling until your domestic violence treatment is completely finished and the providers think it’s appropriate.

    So, it’s just important to know both sides of it because the domestic violence world has very specific things with protection orders and then the sex offense world does. So I think we’re getting there and like you said, more research is needed. [00:44:00] I’m looking forward to presenting in Atlanta and getting hopefully some more data to help us make it easier.

    Dr. Sharp: Right. Do you have any sense of the… This is maybe the wrong way to look at it, but the best way I can think to ask of the risk of not getting the recommendations right. So maybe that’s the recidivism rate for either domestic violence or sex offense or is one “worse than the other” if you miss it?

    Dr. Brenna: It depends on who you ask. For me, I feel so passionate about making sure, if I get somebody who’s coming in my office and they have 3 or 4 domestic violence cases previously, and I sit there and I’m like, you know what? This is not just the offender’s problem. This is us as a system letting them down because we’re obviously not addressing whatever it is that’s causing this.

    That’s where I think we have now starting to get the system progressed where especially domestic violence evaluations are becoming more extensive and thorough and able to help identify some of those, and through a lot more educating of judges and prosecutors about what those domestic violence risk factors are because a lot of people don’t know that if somebody’s child is somewhere present in the house when this offense is going on, that raises their risk level for domestic violence. Strangulation, like I said, is an absolute, that’s the highest level of treatment automatically.

    I think knowing those risk factors and educating people is super important. And I just feel an obligation where if we’re continuing to put that person just like, all right, they’re in domestic violence treatment because it’s a domestic violence case, they’re going to keep coming back because even if domestic violence treatment is amazing and the providers are amazing, it’s not addressing the things that are putting in there.

    I think people are changing the way they’re conceptualizing it and that will help [00:46:00] prevent people from re-offending with domestic violence because I don’t think there’s any mis in domestic violence, like I said, the highest rate of recidivism, and yet I think we’re now just making the evaluation process more thorough and that’s going to help hopefully with the recidivism, would be my hope.

    Dr. Sharp: That makes sense. It seems like there’s a lot of work to do in this area to move us forward.

    Dr. Brenna: Yeah.

    Dr. Sharp: Are you aware of any work on particular assessment measures that are more specifically targeting the overlap here?

    Dr. Brenna: Yeah. It actually started when I was working with the committee. There’s a few of us that were working on creating a new protocol for a sex trafficking case. I bring that up because I think the conversation about sex traffickers is always, are they a sex offender or are they a domestic violence kind of more criminogenic? And it really started a conversation in the state about that.

    And so myself, along with some other people started creating a different evaluation protocol for sex traffickers. And so within that, that’s when I started thinking, okay, wait a second, why aren’t we doing this with other evaluations? Why are we adding these other components in? Because sex trafficking is such a horrendous crime that we’re like, okay, we’ve got to be able to add in a Hare Psychopathy test, and we have to add in more violence risk assessments.

    And so now there was an, it’s called a white paper, that the SMB put out that now has these new suggestions for what types of evaluations and assessments to use that actually gets at both criminogenic risk factors and sexual risk factors. I use that same matrix for domestic violence- sex offense, crossover cases, because I think we really have missed the boat on getting at the pathology behind even sex offending and what that looks like and [00:48:00] making sure that we’re not missing the vote because treating criminogenic risk factors is a lot different than treating sexual risk factors.

    So like I said, we are recommending, with those traffickers, to use things more like the Hare Test of Psychopathy, to use the MCMI, maybe you need to use a Personality Assessment Inventory. Make sure you’re using good substance abuse measures to see what that is and add in trauma assessments so that we’re seeing where this comes from.

    And that’s giving us good data now to be able to look and see about commonalities. The same is true now for some of those domestic violence sex offense cases is to use that same set of testing measures to get a better picture. I think the pathology is really important, like I said, behind these cases. 

    Dr. Sharp: Of course. Is there anywhere that you know of where that assessment battery is spelled out that people can access? 

    Dr. Brenna: Yeah. I can send it to you. It’s on the SMBs website, but I’m happy to send it to you. Maybe you can post it on your website or something. We offer some options for what people can do.

    I’ve seen the system starting to shift a little bit. And I think people on all sides of the defense, whether it’s a defense attorney or it’s a prosecutor or it’s a victim advocate that I have, on the attorney General’s committee, we have access to these amazing people in all those areas that I think everybody’s on board, even the defense attorney rep of like, okay, yeah, this is a problem from both sides- not only to be able to prosecute and get them the right supervision.

    From a defense attorney standpoint, it’s like, all right, well, my client keeps reoffending because nobody’s evaluating them correctly. So what do we need to do? And that’s a pretty cool thing to see that people are even working together to help fix this system. It doesn’t happen that often. So I think that’s pretty cool. 

    Dr. Sharp: That is really cool. It also just reminds me how important our role is in these cases. [00:50:00] Psychologists are really like a linchpin of this whole process to be able to pull all these components together.

    Dr. Brenna: Well, it’s such a privilege. I think obviously it’s always intriguing to go in and ask somebody why they did what they did. It’s important. It just shows the absolute value of making sure that you’re putting a 110% effort in when you’re doing these types of cases, because if you miss something, and you’re not paying attention to those variables, you’re not looking to see if they have domestic violence in their history. And you’re saying, yeah, go ahead and go have contact with this person again. Or you’re not making a report to child protective services, even though the kids are witnessing domestic violence every single day in the house.

    So there’s just these areas that I think we just are continuing to educate. I feel like we’re right at the cusp now with having good leadership at the domestic violence management board and with the attorney General’s office being behind it making some changes that are helpful for everybody.

    Dr. Sharp: Yeah, of course. Well, I asked you this question last time and I’ll ask it again just to check in for any folks who might not have heard, and maybe your process has changed too, but you bring the idea that you have to come 110% with these evals to make sure you’re doing a good job. How do you keep yourself sane and taken care of in light of all the things that you hear and folks you interact with and things that your mind might conjure up from these cases. How do you set that boundary or compartmentalize or whatever you might call it? 

    Dr. Brenna: I think that for me focusing on, there’s something about seeing behind… I just don’t believe people are born bad. I think that everybody has a story and I think it’s important to me. I feel like it’s a purpose to figure out what are those dynamics, good or bad, that might be able to help [00:52:00] this person. There’s a Turkish proverb that says something like, no matter how far you’ve gone down a wrong road, you can always turn back or something.

    I believe that about people. I feel like it gives me purpose to figure out what those recommendations may be by finding out information, and asking better questions so that we can make that difference. And so I think making that I feel like it’s a purposeful thing for me. And so that’s helpful.

    And the other thing is also doing training and talks like this and going around and trying to make a difference. I find that that helps me because I’m like, all right, I’m making this matter. I’m doing something with this. I’m trying to help educate people and bring them in and helping the offender and the victim. This whole process benefits everybody. And so I think for me it just feels very purposeful to let somebody share their story and it get them help that they obviously need. 

    Dr. Sharp: Right. I’m going to ask you another maybe hard question. They’re ramping up as we go on here. How do you maintain this belief in human goodness in this field?

    Dr. Brenna: Like I said, I feel like everybody has a story. It’s just so sad and so cliche that it just comes- there’s always just this cycle of violence that continues to happen where, like I said, it’s so cliche that it’s like, oh, well, yeah, this person had this happen to them, then this happened to them.

    It’s a pretty awesome thing to be able to help identify what those issues are that have gotten that person to a place. It doesn’t mean like, oh, they’re going to get off of a crime or they’re going to be this, but it helps sort of say like, okay, wow, this person is on the autism spectrum. Let’s get them tested. I don’t know how many people have had to send for autism-specific testing in evaluation that nobody knew they were and that it was contributing to some sort of behavior that was happening.

    And so I think from that standpoint, [00:54:00] it’s a really a cool place to be and to be able to identify those things and bring them out into the open. I had one case where I referenced Of Mice and Men and it’s just really interesting.

    Like I said, this person just reminded me of Lennie’s Of Mice and Men. They were very intellectually disabled and it was very obvious this person was not capable of even having the wherewithal to commit this particular crime and this being set up. And so I just think it’s a really cool privilege that I have and you have to be able to look at some of these variables and help people understand them.

    Dr. Sharp: Well, I think we’re really lucky to have you and folks like you doing the work. We talked last time. It’s a special personality I think that can hang for any amount of time in this niche in our field. I think we’re just lucky to have you and others who can do it.

    Dr. Brenna: Well, thank you.

    Dr. Sharp: Our time went by really quickly. I really appreciated all of this. Do you have resources for folks who want to learn more about this topic? I know you listed a bunch of measures and resources here from Colorado. I’ll list all those in the show notes, but any books, websites, or any professional groups that really can help people learn about this stuff?

    Dr. Brenna: Yeah. I think going to the domestic violence management board website. It’s just DVOMB and the same with the SOMB website. They are very good about citing the research and it’s very evidence-based. And like I said, Colorado, they’re pioneers and all of it. And so we’re people that are actually,… It’s amazing to see that we’re here and we have that privilege.

    I can send you a list of very specific references to this topic. You can put them in show notes or whatnot. A link to that as well is the [00:56:00] copy of what we call the white paper for the trafficking, because it lays out really nicely the testing instruments that we’re suggesting might be useful in looking at those. And I think you and I, in the future, are going to be having a conversation a little bit more about sex trafficking. Look forward to that. 

    Dr. Sharp: Yes, absolutely. Yes, there will be a part three. And that would mean that would make you the only three-time podcast guest. 

    Dr. Brenna: That’s very special. Now that’s definitely on the block. Well, one of these days we’re going to do one together. That’s what I think we’ll do. I’ll host one

    Dr. Sharp: That sounds good. Well, thanks again. I really appreciate it. I’ll get your contact info from the other episode and make sure people can reach out if they’d like to. But this was great. It’s always good to talk to you.

    Dr. Brenna: All right, bye. Thank you. 

    Dr. Sharp: All right y’all. Thank you so much for listening to my interview with Dr. Brenna Tindall. I hope that you learned a lot as I did. Brenna is clearly on the forefront of research and practice in this relatively unique niche area. She’s definitely one of the folks to reach out to if you have any questions about this topic. I will have a lot of resources in the show notes, so definitely check those, and don’t hesitate to reach out to Brenna if you have questions or would like her to do any kind of training or speaking on these topics.

    If you have not subscribed to the podcast, I’d love for you to do that. It’s really easy in whatever podcast app you might listen to. It should be a big subscribe button right there. Just hit that button and you will make sure not to miss any episodes going forward. If you’re feeling extra generous, I would love to get a rating and a review for the podcast. And if you have any constructive thoughts or comments, drop me a line at jeremy@thetestingpsychologist.com. Always like to hear ideas for future episodes and thoughts on how to improve the [00:58:00] podcasts.

    Thank you all for listening. I will catch you next time.

    Click here to listen instead!

  • 102 Transcript

    [00:00:00] Dr. Sharp: Hey everyone. This is Dr. Jeremy Sharp, and this is The Testing Psychologist podcast, the podcast where we talk all about the business and practice of psychological and neuropsychological assessment.

    Welcome back. Hey, today’s episode is pretty awesome. I had a great time talking with Rachel Kapp and Steph Pitts.

    Rachel and Steph are the cohosts of the Learn Smarter Podcast. It’s called Learn Smarter: The Educational Therapy Podcast. It’s aimed at educating, encouraging, and expanding understanding for parents of students with different learning profiles through growing awareness of educational therapy, individual strategies, community support, coaching, and educational content. They cover a lot of material in their podcast. I will definitely link to that in the show notes. You should definitely check it out. It’s a good one.

    I talk with Rachel and Steph today all about the basics of educational therapy: what it is, what the training involves, and how to find a good educational therapist. And then we transition about halfway through to talk about executive functioning as an area of intervention. So they talk all about their approach to executive functioning and teaching executive functioning skills. So, there’s a lot of content in this episode to dive into. I think you’ll enjoy it.

    A little more about the two of them.

    Steph and Rachel bonded and met in Educational Therapy graduate school. They both took the leap to quit their jobs around the same time and start private educational therapy practices. They decided to start the podcast because they were having these conversations anyway and decided to share all of their knowledge and resources via the podcast. And it’s really taken off. There are almost 80 episodes, and the content, like I said, is fantastic.

    Rachel, in particular, grew up in LA, studied abroad in Rome, taught preschool for seven years, and then went to grad school and found educational therapy. It really helps to fulfill her obsession with helping struggling learners thrive. She talks about that on the podcast a bit.

    Steph is a lover of board games, which we’ll definitely get into, and a tech guru. She also grew up in LA, also went to graduate school after teaching elementary school, and honed her executive functioning skills early with a family of seven kids. She moved on to educational therapy and again, has a private practice in the LA area.

    I’ll link to both of their practices in the show notes, but in the meantime, I invite you to enjoy this wide-ranging conversation with Rachel Kapp and Steph Pitts.

    Hey, welcome back to The Testing Psychologist podcast. Thank y’all for tuning in again. I am here with Rachel Kapp and Steph Pitts. Like you heard in the intro, Rachel and Steph have been working together for quite a while, and I’m excited to talk with them.

    Ladies, welcome to the podcast. 

    Rachel: Thank you so much.

    Stephanie: Thanks for having us. 

    Dr. Sharp: Of course. I’m struck just right off by how small the podcasting world is. Y’all reached out and we had a little chat. I immediately found a connection with Melissa Hall and Amber Hawley in the My Biz Bestie thing. It’s always amazing how we are all very closely connected even if we might not know it. Always good to make new connections.  

    Rachel: It’s a great community to be a part of. We like podcasters.

    Stephanie: Yeah, it’s fun. 

    Dr. Sharp: Sure. I was also saying, this is one of the rare times when my guests have amazing microphones like myself. So our audio should be pretty good this time. 

    Stephanie: Yay!

    Rachel: You’re welcome, audience.

    Dr. Sharp: Right. Thanks a lot for coming. I’m really excited to talk with y’all all about educational therapy and hope to really dive into executive functioning interventions for kids. I think that’s super important.

    Just to lead off a little bit. Like I mentioned in past episodes, I’m cutting down the introductions, but I do want to know why this work is important to you and why are you doing this now.

    Rachel: Steph, do you want me to go first?

    Stephanie: Yeah, I do.

    Rachel: This is Rachel speaking. We have found that when there’re two female voices, it’s good to differentiate. So I’m Rachel.

    I was attracted to this work because I used to be a preschool teacher and I was very interested in how my little 4.5-year-olds were consuming information and how knowledge was seeping into their brains. Also, I would see a 4.5-year-old, when the traditional things that we were doing in the classroom, which were very visual and auditory and kinesthetic, for these kids wouldn’t work We had to get creative about how to teach them stories or whatever curriculum we were working on in that particular moment.

    That’s how I found educational therapy. And I love getting to help learners have access to information that might be difficult for them based off their learning profile. 

    Dr. Sharp: Nice.

    Stephanie: This is Stephanie. I found educational therapy because I was a teacher and then I raised somebody else’s 7 children. I was basically doing Ed therapy for those kids without realizing what it was; helping them access doing their homework, and all the things that were required of them in school.

    And so, I went back to school to learn even more, where Rachel and I met.  And it’s really about a lot of taking aim and helping them become the [00:06:00] best learners they can be. Just seeing those aha moments with them or their shoulders just relaxed after they leave my office is really rewarding. 

    Dr. Sharp: What an amazing feeling. I could imagine that being just seeing the light come on, like they get it. It seems really powerful for kids, especially.

    Stephanie: It’s almost kind of like a high, honestly.

    Dr. Sharp: I bet. So y’all gig is educational therapy, right?

    Rachel: Mm-hmm.

    Stephanie: Yes.

    Dr. Sharp: Talk to us a little bit about that term. I don’t know, and I could be wrong, but I don’t know that that term is sanctioned or official in every state in the nation. So I’m really curious. What is educational therapy and is it an independent licensure or what?

    Rachel: Good question. We’ll preface this by saying, this is our answer to it. We’re not speaking on behalf of anybody else.

    Stephanie: Yes.

    Rachel: Steph, how would you define educational therapy? We define it slightly differently, but it’s the same practice.

    Stephanie: I like to say, I teach students to learn how to learn and who they are as learners. And Rachel’s version is 

    Rachel: My job is to help learners become independent, successful, and autonomous in the classroom and in life.

    So educational therapy focuses on skills that need to be remediated. It’s one of the things that makes it different from tutoring in that we’re not that interested in content, but we will use the content to help learners access information through the strategies that we’re trying to teach. 

    Stephanie: Yeah. The content becomes the vehicle, teaching the strategies and then helping them choose and know which strategies work for them and which ones to implement when and how. 

    Dr. Sharp: I see.

    So is it fair, and this might be an oversimplification, to say that tutors are working primarily with the academic subject material like reading, writing, and math skills, whereas y’all are teaching the more global underlying skills that might allow them to access those academic materials […]

    Rachel: That’s correct.

    Stephanie: Yes, absolutely.

    Rachel: That’s a good way of looking at it.

    Stephanie: Yeah, definitely. I wanted to add. Educational therapy in general isn’t known throughout the country as it is in California. One of the reasons is it was born in California, and the other reason is it’s only been around for 40 years. So it’s really relatively new. We have a governing board that is not state specific. It’s Countrywide. So you’ll find educational therapy in some big cities: Dallas, Chicago, New York, and places like that.

    Rachel: San Francisco.

    Stephanie: Oh yeah, San Francisco. Well, California. Other than that, there are educational therapists around and they’re sprinkled here and there. And as the profession becomes well known, it’s gaining traction, but it’s not something that people know about. So we often have to tell people what it is exactly we do because people have never heard of it.

    Rachel: In terms of the licensure question, we can speak for California where we don’t have state licensure, which means, educational therapy is private pay here. I can’t speak to other states just because we live in LA. So that’s what we know. But in terms of the governing board that we have, that’s the board through which we get ordained as certified. So, it’s a self-governed community of educational therapists.

    Dr. Sharp: I see. Is there a, what’s the word I’m looking for, a similar professional certification that we might compare it to? Would this be like someone getting certified in EMDR or is it more intensive than that? I’m curious about that. 

    Rachel: It’s an interesting question because EMDR is under the licensure that somebody would already have, right? 

    Dr. Sharp: Yeah, I think for the most part only licensed folks can be EMDR Certified.

    Rachel: Right. I don’t know if it’s an exact comparison. I’m not even sure of another field that… Steph, what do you think? 

    Stephanie: I was going to say, On the East Coast, there are a lot of academic coaches and life coaches. You can be certified by the international coaching Federation, but people don’t know that you can be licensed as a life coach or an academic coach.

    I want to say it’s more similar to that because anybody could call themselves an ed therapist, honestly. Not that we condone that because we’ve gone through a lot of training, but technically speaking, because there’s no licensure, it’s one of those things where we’ve seen other people in similar fields that have taken on and are doing educational therapy simultaneously. There are therapists that are actually also educational therapists. 

    Rachel: Speech pathologists as well. And so I think it’s important while we’re talking about not everybody has the same certification and background in education, but that they can call themselves an educational therapist to explain to people how they can find out the background of the educational therapist. If you’re informed going into it, you can know.

    One of the really easy ways is to search for educational therapists in your area through our governing board, which is The Association of Educational Therapy, or it might be educational therapists. I’m not sure.

    Stephanie: Association of Educational Therapists.

    Rachel: So you can Google that. There’s a search function and you can search by zip code, or you can search by name of somebody who’s calling themselves that.

    Now, I will say, not everybody who is an educational therapist is a part of the association, but that’s absolutely a conversation that you can have with the individual professional if you are looking for someone and they’re not listed on the website. They might have a reason why. So, it’s up to the individual to do that research. 

    Dr. Sharp: I got you. So what should someone look for in an educational therapist ideally if they’re trying to find someone? Is there a specific certification or specific training path that might jump out?

    Stephanie: We are certified. We did a post-master’s, well, I did a postmaster certificate in educational therapy and there are several schools that do that around the country. And also, there are different levels within the association signifying if you’re a student member, if you’re what’s called an associate level, a professional level, or board certified.

    So if there’s somebody who says they’re an educational therapist, or you’re finding them on the Association of Educational Therapists’ website, for instance, you will see where they are in their journey. Otherwise, I would say people who have credentials in special education, or just are rockstar educators like to call them, those are the people that are going to be more in tune with what an educational therapist does rather than doing tutoring and calling it educational therapy so they can just charge more. 

    Dr. Sharp: I see. That’s a good distinction. I think we have some examples of that in our field as well. People masquerading as one thing or another.

    Stephanie: I am sure.

    Rachel: Yes.

    Dr. Sharp: Okay. Good to know. I just wanted to set the stage. So I would imagine folks will go out after the podcast at some point and try to find an educational therapist. So just knowing what we might look for. And like I said, I don’t know of educational therapists here in Colorado. It’s just not a popular certification or modality.

    Stephanie: There are some.

    Dr. Sharp: I’m sure there are but I wouldn’t even know what to look for. Now for y’all, you said this is a postmaster’s certification. Are there degrees in educational therapy or formal educational tracks with that? Or do most people do the certification?

    Rachel: Steph and I took a different path. We had classes that overlapped, which is how we met. Steph already had her master’s when she entered into the certification program. I did not. And I wanted my master’s.

    So we took a lot of the same classes, which allowed us to call ourselves educational therapists. And then I went on for a further year to get my master’s. And the whole time I was there, I thought I was getting my master’s in Ed therapy. I come to find out when I got my diploma, I got a master’s in special education with a concentration in educational therapy.

    Dr. Sharp: Surprise.

    Rachel: Surprise. There are postgraduate programs that you can participate in. We both went to CSUN, which is California State University, Northridge. The great thing about that program, our Ed Therapy program actually started at UCLA and then went to CSUN, but the great thing about how the program was designed, it was actually designed at the same time as the association was setting up their requirements for what classes people needed to have in order to certify as an Ed therapist. So by going through that particular program, it was a very easy transition. 

    Stephanie: It’s fast-tracked. 

    Dr. Sharp: I see. 

    Rachel: But there are other programs. I just don’t know that much about that. 

    Stephanie: If you’re interested, people can also take the classes and degrees that they have and apply to the Association of Educational Therapists and find out if they’re missing any important classes and then can actually get certified independently.

    So it doesn’t have to be through a program, but it was all-encompassing, the program that we did. It was two years’ worth of classes on top of a master’s for me. So there are multiple ways, but the association is trying to set a standard for what background and information you need in order to be a successful Ed therapist.

    Dr. Sharp: Fair enough. Thanks for diving into that. I know we’re getting in the weeds a little bit, but the educational stuff is important, and just knowing all the work that y’all have put in to be where you are. 

    Rachel: Right. 

    Stephanie: And I am sure your listeners who are doing testing and whatnot, they want to make sure that they’re 

    Rachel: referring to the right people.

    Stephanie: Because that’s your reputation too. I get it. 

    Dr. Sharp: That’s also important. I’d love to switch gears and really start talking about who benefits from educational therapy and what kind of kids or folks you’re working with. So what does that look like? 

    Rachel: We have slightly different specialties. I’ll speak for Steph that we aren’t in practice together, but our practices are very similar. We both have teams that work under us as well. We both have group practices.

    We at Kapp Educational Therapy Group, which is my practice in Beverly Hills, primarily focus on learners with ADHD and the accompanying executive functioning, writing, math, reading comprehension, and challenges that go along with that diagnosis. Obviously, the comorbid diagnosis also. We specialize in that mainly because that’s my jam and that’s what I really enjoy doing. Other educational therapists will specialize in other things which Steph can talk about.

    Steph, who are some of the clients that you are getting referred? 

    Stephanie: My Ed Therapist is my practice. We see a lot of the same ADHD a lot. But also, I seem to have a lot of really impacted students with processing disorders, with traumatic brain injuries, kids that have had chemo, things like that that are 

    Rachel: autism spectrum disorder, 

    Stephanie: A lot of autism. A lot of really impacted kids seem to be my jam. 

    Dr. Sharp: Where are your referrals coming from primarily?

    Stephanie: All over the place. You guys- those who test, schools, people who find us online, work from therapists when they realize, especially when things are happening mostly at school and things aren’t happening as at home.

    We deal a lot with the social and emotional aspects of learning and in school. That’s another aspect of how it’s different from tutoring because we’re really talking about, there’s a lot of self-esteem going on, and we’re really working on that because as Rachel said a long time ago, and I’ve just adapted this because I love it so much is, by the time kids come to us, they’ve lost the love of learning. For some of the kids in my practice, the entire goal right now is fostering the love of learning. 

    Dr. Sharp: I have to jump in and ask how you do that because that was so important. So if you, in like 30 to 45 seconds, could just tell me how you build self-esteem and love of learning. No, I’m joking on the time. I was just talking with a family yesterday with a little guy with ADHD and already very low academic self-esteem, a lot of self-criticism. I think that a big question in a lot of our practices is how you really foster that or rekindle that love of learning and self-esteem. 

    Rachel: This is a long-term relationship that we have with our clients. Educational therapy is more akin to a marathon than a sprint. And we make that very clear to parents that you may not see an impact of Ed therapy for a while.

    There are a lot of ways to get a student back. It is easier if we work with a child before puberty. That’s just a fact. So if we get a kid in elementary school who’s already having these self-esteem issues, it’s easier to win them back. So, there are multiple avenues.

    One is remediating information and showing them that they can understand. Another is demystifying their learning profile, explaining to them what it is that’s going on in their brain. We have a lot of conversations that are rather heartbreaking. I have students who have asked me, is ADHD ever going to go away, or is this forever? It’s never going to go away, but I will because you’re going to learn how to be successful without me.

    And so, through that conversation, through the normalization of what it is that they’re experiencing, and honestly, we normalize it for parents also. That has to be said because when the parents are calling, they’re talking about their kid who they feel like is a real outlier, but for us, I could tell you what you’re going to tell me because it’s what we do all day, every day.

    Steph, you do some amazing stuff through gameplay also. 

    Stephanie: I love games. So most of the kids… My office looks like Toys R Us. There’s over…

    Rachel: A blessing memory.

    Stephanie: They’re opening again guys. There are over 200 games in my particular office. I have two offices, and that’s because I get bored of them, but literally, the kids come in and I can get them on board almost 99.9% of the time with a game. And that’s how I start.  

    Rachel: You always say it’s high reward, but a low investment.

    Stephanie: Low investment, high return in games. 

    Rachel: There you go.

    Dr. Sharp: Nice. Do you have go to games? What are your favorite games to get kids?

    Stephanie: Yes. I have a lot of favorite games, but the game that I play with every single new client, every single time is Rush Hour. I don’t know if you’re familiar with that game.

    Rachel: It’s a great game.

    Stephanie: It’s basically a parking lot puzzle. You know those old school puzzles where you had to move the pieces, but they didn’t come out and you had to get them in a picture, and they were in a little square with the nine pieces or whatever? It’s like that, but you have to move these cars and drive one of the cars off the parking lot. And I can get so much information just by watching how they attack that problem. It is wonderful just checking how they do things. It’s my own testing. It’s unofficial and whatnot, but I can learn so much about who they are.

    Rachel: I want to add that on our podcast, which is, is okay for me to say this?

    Dr. Sharp: Oh yeah, of course.

    Rachel: Okay. So on our podcast which is called Learn Smarter: The Educational Therapy Podcast, we have done several episodes where Stephanie breaks down games and how to play them and explains why certain things work and how she adopts them. And then, a lot of them have free views associated with it. So if you’re interested in going and getting a particular list of games that she likes, it’s available on our website as well, which is learnsmarterpodcast.com. 

    Dr. Sharp: That’s awesome. I love that you have done podcast episodes on games specifically. That’s fantastic. 

    Stephanie: It is my jam. I love it very much. We often talk a lot about how to level up a game. So the kids that walk in and want to play a game that they loved as a kid, you could adapt it for a kid that’s gone through puberty already, that’s a teenager, and make it something that’s very specific to what they need, but yet they still get to be a little kid and play the game that they loved. So it’s so fun. 

    Dr. Sharp: I could really say that. Now you’ve got me thinking about games in my office some more.

    Rachel: There you go. 

    Stephanie: It’s a game changer. I love it. 

    Dr. Sharp: It’s real. It’s a game changer. 

    Rachel: The games are a game changer. 

    Stephanie: They really are. I promise. 

    Dr. Sharp: I believe you.

    Rachel: Games actually also really work great with kids who are rigid as well because they’ll learn the rules of the game and then you shift it, and they have to tolerate it. So, you start to build that kind of resiliency as well through the game. 

    Dr. Sharp: I love that. And that might be a nice segue to really dive into some executive functioning stuff- speaking of rigidity and flexibility and whatnot.

    So y’all both, it sounds like, work a lot with executive functioning. I know this is a big topic but I’d love to try to dig into that a little bit and learn how you might work with some of the most common executive functioning concerns that we see. So, the sustained attention, the rigidity, the poor planning, and organization. You can take it wherever you’d like to.

    Stephanie: Well, we both start in the same place with every single student that comes into our practices- and that is managing your time and your things. First and foremost, we like to have them make a Google calendar if possible or have a planner. We always start there because that helps with a lot of the rigidity that usually is based upon anxiety and not understanding and not knowing what’s going on.

    And the more that we can give them control over those things and be able to have systems in place that make sense to them and are easy, the more they’re likely to keep it up. 

    Rachel: So, we talk a lot. And when I say a lot, I mean, this is a major conversation that we’re having on our podcast. Our second episode was titled how to calendar and we break and we go into why we start there.

    The analogy that I like to use with managing your time and managing your things is that parents are just concerned with the destination. They want their kid to know the assignment and they want the assignment turned in. Well, there’s all this prep work that you have to do in order to meet that goal.

    I always say you can’t drive a car to a destination without knowing where you’re going. And a lot of our students don’t know what they’ve… It’s very common for learners to come in, they’re missing assignments or they’ve done the assignment, but they never put it in the hands of the teacher or they don’t know where it is, but they know that they did, and it’s very common for kids to come in with a lot of anxiety.

    We know from our experience that organizing their time, and yes, our preferred method is absolutely a digital calendar. It’s not always possible. But managing their time and then helping them learn how to manage their things, which by the way, oftentimes it can be very complicated. They’ll come in with these hugely complicated systems, and we scale everything back and we make everything so much simpler for them because we don’t want them to having to make decisions about where things should go. So, it reduces anxiety. That’s a huge impact that happens right away through educational therapy.

    I will also say the unintended consequence of us helping our learners organize their time is suddenly the family structure is forced to change because parents now have to be responsible for organizing their time when their kid is doing it.

    So we’ll often say that learners in our practices will have the best executive functioning in their household and they will be teaching their siblings and their parents how to do things, which we’ve seen time and time again. We’ve had sessions with parents who see what is going on with their kid and then they ask to come in as well to have us help them organize so that they can also reduce that anxiety and stress. 

    Stephanie: Yeah, because as we always say, the apple never falls far. They want to learn too. I’ve had many sessions or kids that come in and they’ve taught their older siblings how to do it and they’re so excited. And that’s step 1 in having a victory and having success. How cool is that when you get to teach your older sibling how to have a calendar?

    Dr. Sharp: That’s a big moment when a younger sibling can do anything better than an older sibling.

    Rachel: Especially for our kids, it’s one of the things that I ask when I’m speaking to parents calling is where are they in the birth order? Because if you have a kid who’s 2nd or 3rd, and they have older siblings who are very high functioning and it looks to be very easy for them to be successful, it’s a huge win when they can do something”better” than that sibling that they had been admiring so much. 

    Dr. Sharp: I bet. Yeah, that’s huge. I’m thinking of our own kids. That would be really helpful for our younger one.

    So you start with the calendar. I know we could spend the whole episode or two on calendars. You’ve done it. 

    Rachel: Oh, we have.

    Stephanie: Oh yeah.

    Dr. Sharp: Yes. I’m very curious. You said that you simplify. You use Google calendar. Are there main principles that you try to teach kids when you’re building that calendar for them for the first time? 

    Rachel: Everything in one. And this is something you’ll hear us drill time and time again. It’s the same thing for how they organize their things. There really should only be one option where something can be. You should be able to produce whatever is asked of you on demand even if you’re not in that class.

    Meaning, when they come here, sometimes our clients will come in with their own agenda, but it doesn’t match up with our agenda, and we’re asking for something they weren’t expecting. They should be able to produce that for us.

    When it comes to the calendar, it’s not just the school calendar. Let’s talk about middle schoolers, for example. They’re transitioning classes. They have sports. They have sometimes religious activities. They have music. They have doctor’s appointments if they’re medicated or a human being. They have family birthdays that they’re responsible to be at. There are family events that they need to go to. And all of that information, just like an adult, needs to be compiled in one location.

    It’s why we don’t like school portals because it teaches our learners learned helplessness. They don’t think they need to create a system. We just did an episode on the four reasons students don’t want a calendar and reason number one was I have it in my portal. Well, no, you don’t. The portal is a backup. 

    The schools don’t use it in a consistent way. Some teachers could be on School of G and some teachers could be on Google Classroom. Well, that’s an EF nightmare, but if you have your own system for how you’re doing things and you’re using those as backups, you’re going to be fine.

    So all the things need to be in one place when it comes to your time. And that really matters when you’re creating a study plan because if you have sports on Wednesday from 5 to 8, we’re not going to plan for you to study that day. It’s not reasonable. And we need to have all that information in front of us to get to the study plan. The same for bindery.

    Stephanie: We use one for everything. Honestly, we show our clients our systems. So they can see our calendar. I show mine all the time.

    Rachel: They all see it.

    Stephanie: We love color-coordinating things. I talk about things that I know that I need to pay attention to what colors and what colors I don’t and things like that so that they can… I’m very visual. So for me to be able to see an end product and then know what it needs to look like is something that I often use with my clients, because that’s how I work.

    Kids come in with so many different ways that they’re doing things. They’ll spend two hours highlighting different colors of things and it is such a waste of their time. The biggest thing about executive functioning is teaching them what’s important and what’s not right. So that’s working memory. That’s all the planning, prioritizing, and organizing all of those things. But having them understand where to start, how to start, and what is really being asked of them are all the things that we incorporate once we have the initial calendar and binder and everything set up in their backpack.

    Sometimes we do backpack maps. Where does everything need to live? Things like that. Sometimes I’ve done it with their rooms, with their desks, things like that. 

    Rachel: The important thing to know about a calendar when you’re creating it is it’s a lot of upfront work. You’re inputting a lot of information. When you have that conversation and you say, do you see how much you have going on? Look how long this is taking us to map out your life. It also explains to them, oh, I really don’t want to be holding onto all this information in my brain.

    I always tell students that their brain only has so much, this is for Steph too. Your brain only has so much capacity to hold onto information. So let’s hold onto the information that you’re going to be tested on, not where you have to be tomorrow.

    One of my favorite things to say to a student is to ask me what I have to do tomorrow. And they’ll go, Rachel, what do you have to do tomorrow? I have no idea, but I will be at everything on time prepared, and ready to go because my calendar tells me to. And then their favorite thing is when I have a calendar and fail, which happens to all of us, right? We put something in on the wrong date and it’s just human. They love hearing about that because it allows them to make mistakes too.

    Stephanie: And that’s that’s for the rigid kids for sure, too.

    Rachel: Yes.

    Stephanie: I wanted to add the analogy that I always use is most kids have an iPhone or a smartphone, and I say, what happens when you have all the apps running at the same time? And I’ll get a couple of answers, either one, it slows down, or two, the battery dies. That’s my analogy. That’s what your brain is doing while you’re sitting there thinking about how you need to turn this in or how you need to get something for lunch, or you need to go somewhere, or remember to ask your mom, can you go over to your friend’s house? Those are things that you shouldn’t be holding on to in your brain because it’s going to slow you down. 

    Dr. Sharp: Yeah. It makes me think. I think it’s David Allen from Getting Things Done, who says that brains are meant to have ideas, not hold them.

    Rachel: I love that.

    Stephanie: Yeah.

    Dr. Sharp: It really stuck with me.

    Rachel: Steph, we’re stealing that. 

    Stephanie: Yeah. 

    Dr. Sharp: Yeah. Take that one. But it makes so much sense, right? These things that we can offload to technology, there’s no reason not to. And we can do that.

    Stephanie: Exactly.

    Dr. Sharp: I have two logistical questions. One is, when do you, well, let me back up. The first one is why Google calendar versus other calendars? Is there a reason for that?

    Rachel: There’s a reason for everything we do, Jeremy. So just ask.

    Stephanie: I thought there might be.

    Stephanie: There’s always a method to the madness. Google calendar. 

    There are a lot of reasons. And Rachel probably come up with more than I can think of off the top of my head, but number one, you can automate things and have things be reoccurring. You can change colors. You can get it across any platform.

    Kids always have their phones with them, so you can access it there. Let’s say you lose your phone or you don’t know what you have to do, you can walk into any electronic store and pull up your calendar if you need to. So it doesn’t go anywhere. It’s always available. So you’re not going to lose it. It streamlines things. You can invite other people to things. You can share calendars across family members and have control over what your kids can see and what they can change and what they can’t. So there’s a lot of control that you can have over a Google calendar.

    Rachel:  I’ll add two more things. Also saying we just did another episode called how to calendar like a pro because the calendar conversation gets a lot of traction in our Facebook group as well. So we decided to do another episode, but I wanted to reiterate, it does not matter if you have your iPhone, if you have your computer. If you put everything into the Apple native app, let’s say, then you need a Mac or an Apple computer to be able to access it.

    The other thing I’ll add is that a lot of schools… One of the things I didn’t mention that you put into your calendar is this school year-wide calendar. When do you have days off? When do you have minimum days? When do you have breaks? Kids love putting breaks into their calendars, which by the way I do too.

    A lot of schools, at least the schools that I’m working with, have a Google calendar that you can import onto yours from their school website. So it can reduce some of that effort that needs to go in. To us, the functionality is just better than something else. It’s not always feasible and it can get really complicated if students are on a rotating A-G schedule, which I hate because you can’t automate it, but there are workarounds for everything. And if it’s possible to make it digital, we will much to the chagrin of a lot of parents who don’t understand why we go down that path, but we’re working with a generation that they’re native users.

    Dr. Sharp: That totally makes sense. It sounds like y’all have done a lot of content on calendaring, so I’ll make sure to link to all of that and not spend a ton of time on that here. I did want to ask though, how early is too early to start a kid on calendaring?

    Rachel/Stephanie: Never.

    Dr. Sharp: So they just have to. Okay, I’m thinking through this. I have an 8-year-old. He does not have a phone and will not have a phone for who knows how long. How do you do that? 

    Stephanie: He can have a paper planner.

    Rachel: Lots of schools have paper planners. Here’s something that you should just be aware of, especially as they transition into middle school and get older, they should know when they have sports and they should know when they have practice, and they should know when they have a doctor’s appointment or something that they’re expected to do.

    Get the week on a glance calendar so they can see their whole week. We teach elementary-age kids to write their, this is just a very specific thing for us, we teach elementary-age kids to write their assignments on the day that they’re due. This becomes a huge problem in middle school because things are not assigned one day and due the next.

    The analogy we use for that is you go to the dentist twice a year, when do you put that appointment on your calendar? You put it on the date you have to go because there’s no way you’re going to remember, right? It’s the same for assignments. The earlier you can teach kids to write down what they need to accomplish, the easier you’ll have it in the transition as they mature and evolve.

    Dr. Sharp: I like that. I’m thinking of so many things. This is personally relevant now. Thank you so much for that.

    Stephanie: That feels good.

    Rachel: Yeah, that’s good.

    Dr. Sharp: So where’s that go from there? So you do the calendaring first and then what comes after that?

    Rachel: Depends on the kid. 

    Stephanie: Yeah, it really does depend on the kid. It depends on the age of the kid, what’s going on, where their struggle is. Sometimes it’s literally a goal. Like I said, sometimes the goal is just loving learning again before we can even remediate anything because how many times have they had worksheets put in front of them and they just turn off? So there’s that. It could be anything from reading or math or writing to just rigidity. 

    Rachel: Start showing signs of flexibility. That’s a big overarching goal as well. 

    Stephanie: Yes, self-advocacy. Their goal might be to ask us one thing in session that they wouldn’t normally ask for help for. It really honestly depends. And that’s why every student is very individualized. 

    Dr. Sharp: I hear you. Could I throw two real case examples at you?

    Stephanie: Totally. Do it.

    Rachel: Do it. That will be so much fun.

    Dr. Sharp: Let me just see where we go. Well, I won’t get super specific, but a lot of the time I hear problems with getting homework done. The kid can’t sit down to get his homework done. So let’s just say he’s 10, in the 5th grade, it’s across the board, it’s not just a specific subject, but he has a lot of trouble sitting down to get his homework done. He’ll protest, he’ll move around, he’ll go throw something away, get a drink, go to the bathroom, and they have a hard time. It takes 30 minutes to even sit down to do homework that would take 5 minutes to finish. 

    Rachel: That’s the task initiation. We don’t want to call these students procrastinators because of the negative connotation. And also we don’t call students lazy ever because we come from a fundamental belief that all students and learners want to please. So the real question is why? 

    Stephanie: Yeah, why? Well, let’s get down to why. There’s usually one thing that is the trouble there. Is it writing? Is it something having to do with reading? Where are the feelings coming from that are delaying the task initiation?

    Rachel: We believe the emotional impacts the ability. It has nothing to do with the fact that it’s a 5-minute assignment. If you’re looking at the larger lifespan of your child, you don’t really care about that homework assignment, but you do care that they’re able to start and complete non-preferred tasks.

    That is a very common one. I think it’s more common for it to be in one content area than overarching. Our kids absolutely have preferred content areas. I have a high schooler who will avoid history and English by doing her math homework. So we work on that. Go ahead, Steph. 

    Stephanie: I was going to say, our goals aren’t going to be today they won’t sit down and do any homework and tomorrow they have everything done. They’ve done it and turned it in. So the goals are baby steps. So it might be, let’s decide how long of a break you’re going to get after school and let’s sit down and do one or two things, one or two problems, even it could be. And that is a win for right now. 

    Rachel: And we have to help coach parents through that. What I’ll also say is we have the blessing of not being the parent. I don’t even know. There’s so much going on between the parent and their child especially if the parent identifies with what the kid is going through. We hear a lot from families where were Ed therapists when they were in school, because the kind of support that we’re offering to their kids, they wish they had had.

    We have the blessing of like I can sleep at night. I’m not emotionally… I’m attached to your kid, but I didn’t create them. So outsourcing that part of the relationship can be really helpful if possible.

    Stephanie: And we work a lot with the schools and the teachers about creating goals and expectations. And so if the expectation is literally we can get the teachers on board, the expectation is literally to do one thing and that’s enough, and we’ll build up the muscle. You have to start somewhere. You don’t get a six-pack by going to the gym once. 

    Rachel: That’s an important part of what we do is that we do partner with the school. So another example of how we help accommodate a learner, for example, is when they get that full sheet of math, they don’t need to do it. You don’t need them to do all 30 problems. The demand is too high for this particular kid. What you need them to do is understand the concept. Well, if they do every other problem and they’re still demonstrating an understanding of the concept, that should be enough.

    Dr. Sharp: I totally agree. It’s nice to hear that validated. I’m so glad to hear y’all say that you really dig into the emotional component because I’m a big fan of that idea that the emotional pieces get in the way just as much if not more than the cognitive pieces.

    Stephanie: Absolutely.

    Rachel: Yes.

    Dr. Sharp: So how about kids that maybe just have a hard time sitting? Let’s say they’re fidgety in class, they’re talking to friends, they’re not paying attention, they’re just zoned out. I hear that a lot. Like, I wasn’t paying attention. I lost track and all of a sudden class was over and we were leaving and I just forgot to write my homework down and that kind of thing.

    Stephanie: We do two things. One is using the Pomodoro technique, which is getting students and learners to really know how long they can actually focus on a preferred task and a non-preferred task.

    One of the great things that we both do is use baking timers. One of the things also, especially with executive functioning, is knowing how long things take you. So we teach that as well because you need to know how long it’s going to take you to get ready in the morning, how long it takes you to drive to school or work or whatever.

    So another part is helping them understand how long this is actually going to take them. And sometimes, they think it’s going to take them 40 minutes and it takes them 5 minutes. So really teaching them what that actually looks like. And then let’s focus on how long we can actually focus. And that might be the entirety of the assignment is just focusing for that amount of time.

    Rachel: I wanted to add two ideas for the in-school part of this. Obviously, we work with teachers’ preferred feeding and all of that thing. We can do two things.

    First, you want the kid to be able to identify that they missed something. So if they can self-regulate enough to know that they missed something and then have that conversation with the teacher, usually a teacher sees it happening and appreciates that the student is coming to them and that they don’t have to go to the student.

    I was going to say something else and it was… The other thing that can be incredibly helpful, it’s not always feasible if a learner is behind but if we’re in a position with our clients, is the non-preferred. I do a lot of math. So let’s say math is the non-preferred activity. And that’s when they really act out. Math is at the end of the day in their classroom and they’re just done. And also they don’t like it. If I’m able to prime them and pre-teach the material, well, they’re on board in class because they already know it.

    Stephanie: It’s so much easier.

    Rachel: They’re excited that they already know it and they like to share the Rachel’s strategy. This is how Rachel taught me to do it. And they’re more open to hearing the strategy of how the teacher wants it done as well.

    So if you can prime a learner in advance for the classes, this works really well as well for kids who don’t love reading, we encourage all the kids who don’t love reading to get the books done rather quickly and get that non-preferred task over with. And we can talk all day about how we do that because there’s a lot of reading strategy stuff that we do as well. Those are two specific things that require partnership with the classroom teacher, for sure. 

    Dr. Sharp: Right. Could we dive into maybe the subject-specific stuff just for a bit here before we run out of time?

    Rachel: Sure.

    Dr. Sharp: I do hear a lot of, I just don’t know what to write or they just won’t sit down to read for 20 minutes like the teacher wants them to. I call the writing. 

    Rachel: This is one that I’m sure you hear all the time. They can say so much on the topic, but when they sit down to write, it’s three sentences.

    Dr. Sharp: Definitely.

    Rachel: Okay. Steph, go ahead. 

    Stephanie: One of the biggest things is using technology. If they can sit there, talk about, and answer the question orally to you, then they should be able to either speech to text or type it if that is easier, or sometimes with my learners, I literally have them say it to me and I type exactly what they’re saying, word for word, and start there.

    We always sit there and say, pick one thing and start there because you’re not going to be able to change something overnight. And so for the kids that don’t want to write, it’s also the blank page anxiety, right? So we sit there and tell kids to do a brain dump. What are all the things that you can think about about this topic? Or a running dialogue. You can sit there and write the things that you’re thinking about at this assignment and I’m going to say you need to just journal for two minutes.

    You can say the entire time, I hate that Stephanie’s making me do this, but something will come out eventually. And so, helping them or even telling them it doesn’t matter where you start or what you say because that’s not going to be the end product anyway. Go ahead.

    Rachel: Writing is the ultimate executive functioning challenge. We tell people and we tell learners, you need to attend to the prompt. You need to hold onto the information that you’re being asked about. You need to hold onto the mechanics of writing. You need to hold onto the grammar that you need to do. Spelling should be accurate. Oh, by the way, do that all simultaneously. 

    Stephanie: And organize your thoughts in order. 

    Rachel: Go ahead and start with the thesis. How do you know the thesis? That’s a real pet peeve of ours. How do you know the thesis before you’ve written anything? You don’t know how you feel about something. And we give our learners permission, the intro and conclusion of something really should be done last, when you know what you’ve said.

    We’ve done a lot of episodes about writing and strategies that we use for writing on the podcast as well because it is such a huge area of need. And it’s also highly individualized to what’s going on with the particular learner, because obviously, it’s going to be different if it’s an intentional issue or if they didn’t understand the material, to begin with, and they struggle with reading comprehension. They can decode beautifully, but they struggle with understanding what has been read. Well, you’re going to have a hard time writing about that.

    Stephanie: Yeah. Or they don’t understand the prompt. 

    Rachel: We do work on how you turn… Oftentimes, especially the high school students, they’ll get a prompt, there’s not a single question in the prompt. It’s very difficult to answer something without a question. So we teach them how to turn that prompt into a question that is answerable. 

    Dr. Sharp: I love that. I find that a lot of the kids I work with who are more rigid and concrete really struggle with writing because if it’s an open-ended prompt or even an open-ended question, it’s like, how do I narrow that down? How do I answer that? What do they actually want? 

    Rachel: It’s hard because there isn’t a correct answer necessarily. And that’s really hard for those concrete thinkers. You can go wherever you want, but what’s the answer? Well, there isn’t one. 

    Stephanie: So that’s why, especially when we can get them younger and we can start practicing that, it really benefits them when they get older and they’re able to use those skills when they get the prompts that don’t have a correct answer or one single answer anyway. 

    Dr. Sharp: That makes sense. I know that we’ve done a whirlwind tour of educational therapy and executive functioning intervention. Is there any hot topic that y’all definitely want to throw out there in terms of tools for executive functioning that you just got to mention because they’re so good?

    Rachel: It’s interesting because as Steph and I have done this podcast project together, there’s been different ebbs and flows of it and different things that we’re talking about at different moments. So I don’t know if there’s an EF thing that we’re really talking about loving right now, but Steph and I have been spending a lot of time thinking and talking about rigidity and learners and how to help move them, at least to that first victory.

    And so one of the things that we talk about, and this is true of any goal, we have to give this visual to parents because going back to the earlier example, we want them to do their homework and turn it in. Well, you’re at the bottom of the staircase, and you’re talking about the landing and I’m just talking about getting on that first step. And getting on that first step with rigid learners can take a long time, but it’s this it’s the same with, going to the next step isn’t going to take as long.

    Jeremy when you started the podcast, I don’t know how long it took you to launch. But when we started our podcast, we prepped the first episode for nine months because we had no podcasting experience. So it took us nine months to figure out how to do it and now we produced like two episodes a week sometimes and it’s big deal. That’s the whole point is that getting to that first podcast release was so hard and now we don’t think anything of it when we post an episode. 

    Dr. Sharp: That’s such a good analogy. Suffice it to say, it was months on that side as well, months and months. And it really makes me think of just skills and how we take a lot of skills for granted as adults and don’t remember. Well, even for neurotypical kids, it takes time to learn skills when you’re doing something for the first time. But when you find a kid who is not neurotypical in whatever way or ways, then it’s an added layer that makes it even more complex for teaching new skills. And that takes a long time. It took me months before I felt comfortable with my podcast and got the flow.

    Rachel: Oh yeah. And let’s be honest, you weren’t 100% comfortable with that first episode, but you said you’re gonna do it anyway, right? 

    Dr. Sharp: Yeah. I had to just push it out.

    Rachel: At a certain point. Once you figure out the tech of how to actually push it out.

    Dr. Sharp: I want to ask two things. When you say rigidity and learning, can you just give two examples so listeners might know in their practices what that looks like? I’m just curious what you see with that. 

    Rachel: Let me give you an example of a current client. I’m sure Steph knows who I am going to talk about. His entire reason for being here is because he’s so rigid about his studied strategies while they’re not working. How many times do you want to continue doing the same thing while it’s not working?

    Let me give a little background on the profile. He’s twice exceptional. So he is ADHD and he’s highly gifted. When you have a highly gifted learner, they will encounter struggle once the material levels up because they’ve never had to study before. When they’ve entirely relied on their memory, and now you’re not really asked about remembering facts, states, and topics, you’re asked about interpretation, they have no mechanism for how to study.

    So this particular student of mine has been here with me for about a year. And if he takes 10% of what I suggest, that’s a win, which drives his parents crazy because it’s costly to do this, but it’s about those small wins.

    For example, we’ll talk about this is how you’re going to approach this particular thing, and this is what I want to see the next time you come back. I want you to show me physically. He’ll come back and he will have amended it. Basically, he reverses back to what his comfort zone is. So, that’s one example. 

    Stephanie: And I was going to add that, it looks like the kids that say, well, that’s not how my teacher does it, those are the kids that are afraid to waste paper, for instance, because they think that they have to get all their math problems in one side of the paper and that’s it. And it looks like you can’t even tell what’s happening.

    Rachel: Oh Jeremy, I could show you pictures of this, but I’m sure you’ve seen it.

    Stephanie: Those are the kids that when we play a game and I try to level it up, they’re the ones going, but those aren’t the rules. The kids that feel like a story when you ask them for a prediction or to change the ending or something, they are very distraught about something or don’t have the flexibility between tasks. They can’t go back and forth between things. 

    There are so many ways it shows depending on the age and the profile. And so teaching flexibility is, as you guys know, very important. You can teach it without them realizing sometimes what’s going on, and then once you hit that, we talk about, look what used to be really hard and look where you are now.

    Rachel: I’ll I want to add two more thoughts. The first is, when we have a learner who’s rigid, we work a lot with the parents because sometimes they’re not rewarding moments of small flexibility because they want to see moments of huge flexibility. And so, we talk to them about you got to honor. This little thing that happened is actually a really big deal.

    The second thing I want to add is how important rapport is between the learner and us. They are coming in here. They’re very vulnerable. They’re very exposed. We have to get vulnerable with them and be in that place with them so that it’s safe for them. And it can take a while, but that’s why when you are going out and looking for an educational therapist, you want to hire someone who you think will connect with your kid.

    Dr. Sharp: Of course. I love that. As we start to close here, I would love to get your thoughts, this is coming out of your field a little bit, so you can think about it if you need to.

    From our side, I’m sure you’ve interacted with a lot of psychologists. You’ve seen a lot of evaluation reports. Anything from y’all’s side that would be helpful for us to know in terms of reports, results, recommendations, or things that we can do to make the transition smoother.

    This is a question that I ask any of my guests that might be on the other side of the report because this is an ongoing discussion for us; how to make things more accessible. I’m curious if y’all have seen anything that we might add to that.

    Rachel: I can speak to how I use the report, which is, I read the beginning part and I read the recommendations and conclusion first, which by the way was how I read stuff in college too. Like when you got those long research and they went through the methods and everything, tell me where we’re going so I can see you build the story of it.

    I think it’s really helpful, and this is just a pet peeve, a lot of the people who I find do assessments are very clinical. When giving the feedback to parents and when giving the feedback to the learner, understanding that parents have no experience with these tests. A lot of the words that we used and that we’ve used on this podcast are jargon. 

    They don’t know what we’re talking about when we say task initiation necessarily. So explaining terms, giving parents processing time, and inevitably parents have more questions about it once they’ve had time to process it as well. So going into that feedback, knowing that they know literally nothing about what you’re about to talk to them about and treat them that way, I think is super helpful.

    Stephanie: I’ve got two things to add. The first one is, parents tend to do whatever they see first on the list. And when you put educational therapy last, I think that’s detrimental for a lot of kids, not every kid because that’s not going to be the correct referral, but for a lot of kids, that should be the place that they should start.

    Rachel: Sorry, Steph. Especially if the parent has expressed to you that they’re reluctant to do medication, give the recommendation but put that as number two so at least they have an act. We get that a lot. Will you work with my kid if they’re not medicated? The answer is yes. But once we get to a certain point, we’re going to come and tell you very likely you should do this now.

    So, knowing your audience a little bit and tailoring it for that particular family, what they’re likely to do. It’s got to be frustrating for you guys, you do these amazing reports, but sometimes parents do nothing with it. 

    Stephanie: Or I get a report that was done years ago and they just haven’t done anything. 

    Rachel: That said what was 

    Stephanie: There’s that. I think the other thing is, if you guys have parents that are very anxious about their children and start going down the rabbit hole of, well, is my kid going to be able to graduate? Is my kid going to go to college? Is my kid going to…

    Rachel: And they’re in 4th grade. 

    Stephanie: Yeah, and they’re in 4th grade. It is really talking to them about the long term play of how their kids can get there, but it’s not going to happen tomorrow. Your reports are very clinical, but I think putting something in there that helps them know that this diagnosis or these things are not going to be… They’re mourning the loss of what they thought their child was like, and so I think putting it in there and them getting support themselves for that I think is really important. And I don’t think that a lot of people…

    There have been people in my practice where I’ve said, if you would like to continue, I would like you to go see somebody to help you with your anxiety and things going on around your child too.

    Rachel: We don’t like it when the learner becomes the identified problem in the family.

    Dr. Sharp: Of course not.

    Rachel: Steph and I have both said this. There’s been a family that I wouldn’t start working with until the parents had been in therapy together and I knew them for a long time prior and I had spoken to the therapist because we can’t make it all about, especially when there’s tremendous conflict, it’s not one-sided. So we can work with the learner, but they need to be making changes as well sometimes. 

    Dr. Sharp: That’s such a good point. And that’s just another layer to the work that all of us do when we work with kids is that it’s not just the kids, it’s the family.

    Rachel: It’s never just the kid and it’s always interesting. Isn’t it interesting when the parent either knows that they’re very similar or has no idea? One or the other.

    Sometimes if I’m feeling comfortable and confident on the intake call with the family, I say, who does the kid take after? It’s always interesting when it’s the parent who blames the other parent. This is totally my husband. I get that a lot. What does your husband do now? Well, he’s doing this and this and this, and we’re highly a successful family. And I’m like, oh, see, everything turned out fine. 

    Dr. Sharp: That’s true. That’s a good point. Well, this has been great. I really appreciate it. Our time has flown and I feel like we jampacked it with all sorts of good information.

    I would love to have you talk about how people can get in touch with you. You’ve mentioned your podcast, which I’ll definitely link to in the show notes. That sounds like a fantastic resource. But if people want to reach out and hear more about you or even, I don’t know, do you work across state lines? Can you Skype? 

    Rachel: Yeah, we do.

    Stephanie: We do. 

    Dr. Sharp: Okay. That’s fantastic. How should people get in touch with you if they want to do that? 

    Rachel: So, if you’re interested in working with us, it’s the same process for Steph and me. You’re going to go to our website. So my website is www.kappedtherapy.com Steph’s is myedtherapist.com. On both of our websites, there is a link to sign up for a phone call with us. We’ll direct you in the right direction at that point. 

    Stephanie: And the other thing you can do is you can find both of our practices from the podcast website, which is learnsmarterpodcast.com. Or you can email us from the podcast, which is rachel@learnsmarterpodcast.com and steph@learnsmarterpodcast.com. And we see all the things. 

    Rachel: DM us on Instagram. We see that also. 

    Stephanie: All the things. 

    Dr. Sharp: Fantastic. Well, I’ll have all that stuff in the show notes. I’m imagining at least some person or two will reach out to you cause it’s been super helpful.

    Stephanie: Yeah. And we love to talk to professionals too. So if anybody wants to have a virtual zoom coffee or anything like that, we love to do that because the more that we all teach each other the better.

    Rachel: I do want to also just add, go to our Instagrams. I’m posting less on it now, but we both have posts on there of what educational therapy and practice looks like. We’re showing the strategy and explaining why you see the visual component of it. So if you’re visual, that’s a nice resource for you also. 

    Dr. Sharp: Very cool. Well, thank you both. This has been great.

    Stephanie: Thank you. Thanks for having us.

    Dr. Sharp: Of course.

    Rachel: It’s been fun.

    Dr. Sharp: Yeah. Maybe I’ll see you next time I’m in California.

    Rachel: There you go.  

    Stephanie: Love it. 

    Dr. Sharp: Hey y’all, thanks again for tuning into my episode with Rachel Kapp and Steph Pitts. They shared a ton of great information. I hope you learned a lot. And like I said, check out their podcast. They really were quite humble in describing their podcast, but if you look through the episode list, they’ve done a series on executive functioning, reading, writing, and math. They have a ton of good info in this podcast. Again, that’s the Learn Smarter Podcast.

    If you have not subscribed to this podcast yet, I would love to have that privilege. Is that the right word? I would love to have that honor of a subscription to the podcast. That just makes sure that you get the episodes downloaded right when they come out and you don’t miss any future episodes. It’s pretty easy to subscribe. Just do that on iTunes or Spotify or wherever you are listening to this and make sure you don’t miss any future episodes. There are some good ones coming up. So stay tuned and take care in the meantime. Bye. Bye.

    Click here to listen instead!

  • 101 Transcript

    Hey, y’all, this is Dr. Jeremy Sharp, and this is The Testing Psychologist podcast, where we talk all about the business and practice of neuropsychological and psychological assessment.

    I’m back for a solo episode today. This will be a relatively short business-focused episode, all about developing a phone script for selling your testing services. This topic came up in our Beginner Practice Mastermind group two weeks ago, and I shared with them my four-part process for developing a script for selling testing services.

    This could be helpful if you’re trying to tweak your script for your solo practice if you’re answering the phone. It could also be very helpful, I think particularly helpful as you devise a script for an administrative assistant, whether that be a virtual assistant or an in-office assistant. So stick around, check it out and hopefully you will walk away with a refined phone script for selling those testing services. Let’s go.

    All right here, we are ready to talk all about the process of developing a phone script for your testing services. I want to jump right into it. The four parts that I see are pretty crucial for putting together a phone script for testing services are as follows:

    The first one, define testing for your clients. The second one, know very clearly what testing you do and what testing you don’t do. The third step is to communicate the testing process very clearly. The last piece is to sell the outcome and address your client’s pain points. Let’s dig in and explore each of those in a little bit of detail.

    Starting at the top. When I say defined testing for your clients, I mean literally pick your language around what testing is called so that when clients reach you on the phone or reach your assistant, you’re not going to miss one another because one person is asking for a neuropsychological evaluation and your assistant or yourself may be saying, no, we only do psychoeducational testing. This is a piece to really define very clearly for yourself so that clients will not be confused and your assistant will not be confused.

    One of the big things about testing is that it is called many different things. Now, I’m not going to really dig into the nuances of neuropsychological testing versus psychological testing or psychoeducational testing versus neuropsychological testing. I’m not going to argue over those specific points; what makes up what, how they’re different, and so forth.

    I’m just speaking very generally from a client’s perspective knowing that clients are going to come in asking for any number of things. They might ask for neuropsychological testing. They might ask for a psychological evaluation. They might ask for a learning disorder assessment. They might ask for a psychoeducational assessment. They might ask for autism testing. They might ask for ADHD testing.

    Clients are going to be calling it any number of different things. So an important part of developing a phone script is knowing right off the bat, and writing down a really solid list of vocabulary terms for what testing might be called so that again, you know or your assistant knows what the client is asking for is likely the same thing that you provide, or if it’s not, you can know right off the bat.

    One way that you can do that is by using a keyword research tool. I will list the keyword research tool, Ubersuggest in the show notes. The reason that I suggest a keyword research tool is because the vast majority of your clients are going to be Googling to find you. So you want to know what your clients are Googling. That’s going to give you a good indication of what they might be calling testing.

    You can go to the keyword research tool and type in any number of terms and see what pops up. You can start with the terms that we use. We tend to say neuropsychological testing or psychological testing or a psychological evaluation. You can type those in and see what related terms pop up. That may start to give you a sense of what the clients are actually Googling.

    Now, I’ve found that clients will Google things like diagnostic-specific tests. So they’ll Google ADHD testing Fort Collins or autism diagnosis Fort Collins, things like that. So they may not even be using the word testing or assessment.

    There’s also something to be said for what other practitioners are calling testing. Many clients come to us referred from other practitioners and those practitioners might be calling it any number of different things. So the biggest point of confusion that I have found in a lot of cases is folks referring for a neuropsychological evaluation when really, the client probably just needs a psychological evaluation with a neuropsychological flavor.

    We’re not talking about a client with complex medical concerns. People will often refer for a neuropsychological evaluation for an ADHD case or learning disorder or autism. So step one, defined testing, know what your clients are calling it. Have a good list that you can refer back to and make sure that you’re not missing one another when you talk on the phone initially.

    The second step is to know what testing you do and what testing you don’t do. The worst thing that you can do for time management’s sake is get into a lengthy conversation with a parent or an adult or a family member or anybody else, and all of a sudden get to 10 or 15 minutes in and recognize that you don’t even do the kind of testing that they are looking for.

    When we were developing our phone script, we were very clear about, we have a column of testing that we do. So that includes, again, those terms that we talked about in step one. We do all of these assessments when they’re called X. If someone is asking for X, we do that. If someone is asking for Y, we do not do that. So we have a column of terms that we do and terms that we don’t do. Just as an example, we do neuropsychological testing, psychological testing, and autism testing. We do not do forensic assessments, custody evaluations, or court order assessments.

    We also build that list out with specific diagnoses. People will often ask, do you test for blank, and having a good running list of things we do test for and things we don’t test for. Good examples of that would be we do test for ADHD, learning disorders, and autism. We do not test for cognitive decline, dementia, or any number of other things, sensory processing disorder, auditory processing disorder, stuff like that.

    If you want to get extra detailed and you trust your assistant, which I think you can over time, certainly, you can dig in and do a little bit of education around, when someone is asking about sensory processing disorder, that’s often a signal that they’re concerned about autism. Here’s how we can sell them on that type of evaluation. And you can do the same for say central auditory processing disorder and any number of other concerns.

    So second step is to know what testing you do and know what testing you don’t do. You don’t want, again, to spend a lot of time on the phone with someone only to figure out that it’s a court-ordered evaluation, and you certainly don’t want people to slip through the schedule and get on the schedule when they are not a good fit for your practice and then you end up outside your scope of expertise and have to refer that client to someone else after they’ve waited to get in to see you.

    This all happens toward the beginning of the phone call. We ask right off the bat, what are you looking for? Tell us how we can help. What concerns are you most worried about? What are you hoping for from this evaluation? So we get that information right up front. Once we determine that everybody’s on the same page with services and that we can provide what they’re looking for, then we work really hard on step three.

    So step three is to communicate the testing process very clearly. When I say the testing process, that involves finances, the process, and the schedule for payments. That also involves the scheduling of the testing. So this is where my admin staff will walk the client through the testing process very clearly. This is also a time where you can showcase the comprehensive nature of your evaluations or how quickly you can get people in or how quickly you turn around reports. All of those things would fall under step three.

    So step three is where you talk about here’s how the appointments are laid out. First, we do a diagnostic interview. This is just for parents so that we can openly discuss our concerns. The next appointment will be a testing appointment in the office. That will happen about one week after our interview. This is where your child comes in, we do a comprehensive battery of tests, we meet with them, we play with them and we learn as much as we can about your kid. Third, a week after the testing appointment, we’ll schedule feedback. This is where we get together with the parents again, to talk through the results and recommendations. And then last, you’ll get a written report two weeks after feedback that details all of those results and recommendations and gives you a clear path forward.

    That’s a very brief version of our testing process. We want people to know exactly what they’re getting into both for the sake of knowing what kind of time they’re going to invest, but also just for preparation’s sake. I think it also helps if you do a pretty comprehensive evaluation process, you can showcase that here. You can really play up how much time you might spend with the child, how quickly you can turn things around, and so forth.

    I like to lay out exactly what the testing process looks like. And this is where some people will say, I’m not interested in that. That’s too much of a time investment. That’s not what I’m looking for. I need a quick in and out, one-day appointment, one-stop-shop kind of thing. And we say, great, that’s not what we do. Here are some referrals for that. So defining your testing process very clearly so that people know exactly what they can expect.

    Now, a big part of that is the finances. So working hard to define your financial process is crucial as well. This is where we will also communicate all of those components. So we will say if you pay out of pocket, half is due on the testing day. The other half is due when the report is delivered. We do take a credit card on file for all appointments. And if you’re using insurance, we will check your benefits at least two weeks ahead of time. You’ll get a quote for the expected out-of-pocket cost. Half of that is due on the testing day, and half of that’s due when the remainder of the claims process.

    Letting people know as much as you can how much they can expect to pay and when those payments are going to be due I think is very important in this whole process. I’ve talked about that before in some of the more financially oriented episodes, but I’ll revisit it here that people do not like to be surprised with cost.

    I’ve experienced this personally on the flip side of not being prepared very recently. Our kids went to the dentist and we pay out of pocket for our healthcare services, especially dental. And it was quite surprising how much the kids’ visit could be for cleaning and equally surprising to learn how much it would be to have some cavities filled.

    I am the kind of person who appreciates preparation with financial expenses and I think most people would fall on that camp. So as much as you can do to communicate the financial process clearly, I think will go a long way toward client care.

    Now, the last part is really working hard to sell the outcome, communicate value and address your clients’ pain points. What do I mean by this? What I mean by this is training yourself or your admin staff to really lean on the outcome of the evaluation process because this is what people are coming for. This is what people are paying for. They want to know that when they walk out when they’re all finished with the evaluation, their problem, whatever that might be, is going to be solved to some degree.

    So again, just sticking with the family member, the parent-child situation, we do a lot of pediatric evaluations. This might be better graded at school or more focused or better behavior. For parents, in particular, it might be feeling like a better parent, feeling more confident in their parenting abilities, and having a better relationship with their kid.

    This is one of the trickier parts I think to script out. You really have to trust your admin and really work on this where they can synthesize all of the information that they’ve gotten in the call up to that point. So what kind of evaluation they’re looking for, what their main concerns are, what they’re struggling with and here at the end, after they’ve communicated the process, they can really tie it all together and say something like, “At the end of the evaluation, our intent is that you’ll walk away with a clear path to helping your child and becoming a better parent so that all of you aren’t struggling in the house as much as you are” something like that.

    So really positioning yourself as the bridge between the client or parents’ point of pain and their desired outcome. John Clarke talked about this with website copy in our Crushing the Google Game episode a few months ago, but it’s a good formula to go by when you’re thinking of how to sell your outcome.

    So again, positioning you and your testing services as the bridge from a client’s pain point to their desired outcome. If right now they are struggling with “bad behavior at home” and they would like to have more healthy relationships in the home, you can really say, testing is a way to get some insight into your child’s personality and your environmental factors and their brain functioning to help us capitalize on their strengths and get your child to a place where they can be more successful and have better relationships with family members, something like that.

    This is also a great place to really lean on your recommendations. The main thing I think that people are trying to take away from an eval is what do I do? So you can say, we will provide you with a written report. It will have very concrete recommendations for where to go after we’re done with the evaluation.

    We might recommend psychotherapy, counseling, medication, occupational therapy, parenting classes, and social skills, and really communicate how you’re going to recommend very concrete ideas for moving forward. And this will hopefully give the family some buy-in and some hope that this is what I’m looking for. That’s what I’m going to get. I’m going to have a clear path. I’m going to have concrete strategies to move forward.

    And that is the four-part script that we’ve used for years to schedule testing appointments and book our evaluations. I can say the conversion rate for this script is very good. We rarely have folks who, after this whole conversation, and this is usually at least a 10 to 15-minute conversation, after that conversation, it’s very rare for people to not schedule with us. So keep that in mind.

    If you have not developed a script, if it’s all in your mind, I think the homework item for this episode is to write that script down because as I’ve said in prior episodes, if you are still answering the phone yourself, that’s one of the very first things that you can offload to help you do better work and free up some time. So eventually you’ll need to communicate these things to a VA or an assistant.

    So write that script down and see how it matches with this. See if you have your own four-part system or whatever part system to sell testing services. I would love to hear if others have added in other components that are working well. This is what we do. This works well. I hope that y’all have taken a little something away from this episode to tweak your own phone script.

    Thank you for listening as always. I will be back next time. The next two episodes are interviews. We’re going to be talking all about educational therapy and executive functioning intervention in the next episode. After that, I have Dr. Brenna Tindall coming back, talking about evaluation of intimate partner violence and the overlap with sexually violent offenders. It’s a fascinating area that she’s so knowledgeable in. So stay tuned.

    If you have not subscribed, rated, or reviewed, I would love any of those things, especially the subscription. That helps spread the word about the podcast and helps it again, just rank in the podcast players so that more folks are exposed to it.

    I think that’s it. All right. It’s wintertime here. We have snow on the ground. My friend, Laura, who some of y’all know from The Testing Psychologist Group messaged me last night, she’s moving to Colorado and right now is working up here one week out of the month. She messaged me last night and said, what is this white stuff on the ground? I said, “Welcome to Colorado.” So that’s what we got going on. We are entering the long months of winter and we’ll emerge maybe in May.

    Hopefully, y’all are doing all right. Take care. I will talk to you next time.

    Click here to listen instead!

  • 100 Transcript

    [00:00:00] Hey, y’all. This is Dr. Jeremy Sharp. This is The Testing Psychologist podcast, and this is episode 100.

    Hey everybody. Welcome back to the 100th episode of The Testing Psychologist podcast. I can’t believe we got here. My gosh. I’ve been thinking a little bit about, well, not a little bit, I’ve been thinking a lot about what to do for this 100th episode. I’ve thought about trying to pull together some star-studded celebrity cast of guests or something really special like that. But ultimately I just decided to have this be a short and sweet episode of gratitude, more than anything else.

    So if you’re looking for one of those action-packed, skill-driven advice businessy podcasts, this is not going to be it. What I would like to do is spend just a little bit of time saying thanks and reflecting on the last few years as The Testing Psychologist podcast.

    I had no idea when I started that I would get to 100 episodes. I know that there are tons of podcasts out there now that are way beyond 100 episodes, and this may not be a huge deal. And at the same, when I started out, I had no idea if anybody even cared about this topic. It turns out that people do care. I’m constantly amazed at that from week to week when I see the downloads and hear about the discussion of the episodes and so forth.

    I want to start and just reflect a little bit on the numbers. As a testing [00:02:00] person, numbers make a lot of sense to me and hold a lot of meaning to me. So, here are just a few numbers to consider that I’ve been considering anyway as things have developed with the podcast over the years.

    I started out and released it to no one, basically. I’m just laughing because I think back to, I think it was maybe a month after I launched the podcast and I reached out to two different sponsors. I’m not going to name them now, but I thought for some reason that I could get a podcast sponsorship after only having a podcast for about a month.

    When they asked for my download numbers, I naively thought that I was doing okay and actually had enough downloads to warrant some kind of sponsorship. The number of downloads I had that first month, I think was somewhere around 50. Doing some quick math, that was about 10 to 12 downloads per episode. Just in case you’re thinking about starting a podcast and pursuing sponsorship, that’s not enough to get sponsored, just FYI.

    I think back to those first few episodes, and I was so excited just to see that 10 or 15 people were downloading these episodes. Now we’ve gotten to the point where, it’s still as I say, not Joe Rogan by any means, but within this little niche of testing and assessment, we tend to get, I say we, myself and my assistant, the podcast tends to get at least 2000 downloads and sometimes up to 3000 per episode, which is awesome. I’ll take it.

    We have listeners all over the world. I think it’s over 20 countries at this [00:04:00] point. All kinds of languages spoken, which amazes me that folks are listening to a podcast about psychological specialty in a different language, but it’s happening. That’s pretty awesome.

    Let’s see. Total downloads, we are well past 100,000. That seems like a significant number. Again, I know some podcasts get that number or way more on a single episode, but gosh, to have worked on this for so many years and have it crest 100,000 is pretty special. So over 100,000 total downloads.

    The Facebook group, The Testing Psychologist Community is now about to hit 4,500 members. It’s a thriving community. There’s a ton of great discussion. And again, very similar process with the podcast. Looking back when I remember crafting that Facebook message to invite my 20 to 30 psychologist friends to join this group that I had started, and now it’s grown many times that.

    I just like to reflect back on those things: countless consulting or coaching clients and mastermind group members, it’s really been just an incredible journey. It’s been very special.

    I think that flows really nicely into some grattitude. I tried to make a list of all the folks that helped me to get here. I’m just going to give some shoutouts really quickly and spotlight a few of the folks who’ve helped me along the way.

    My wife and family, of course, were here huge. They continue to be huge in this process. I think of my poor wife, when I started the podcast, this was several years ago, and the preparation was many months. And for a long stretch, I was [00:06:00] working 50+ hours in my practice and then coming in at least a full day on the weekends to do the podcast and she made it happen. She was supportive the whole way. She continues to be supportive. She’s my biggest fan. Thank you, Carrie, for that. She’s amazing. She’s about to launch her own podcast called The Art of Groups that I’m helping with, which is awesome to see that come full circle.

    My kids really didn’t know what was going on, but they have been there with me and missed me at times when I was in the office. They’ve enjoyed talking into the microphone a few times though, too. So they got a little something out of it.

    My business coach and now good friend, Joe Sanok. I did coaching with him way back in the beginning. He was the one that first came up with a podcast idea, which makes sense. He has the most popular mental health podcast Practice of the Practice. He sent me this direction. I had no idea what it would look like, but he really put me through the ins and outs and gave me the structure to get everything going. I can’t thank him enough. It’s pretty incredible. I owe a lot to him.

    I was lucky enough to get to spend time with Joe and his wife two weeks ago. Like I said, they’re now really good friends of ours. It’s been a cool process to move from that relationship as coach to a friend and just get to know him in that way. They’re both incredible people.

    Let’s see. Who’s next? Kat Weber, my amazing assistant and podcast editor. She answers all the emails that come to The Testing Psychologist. She edits the podcast. She does a great job. Again, just one more person I couldn’t do this without.

    Let me see. John Clarke and Kelly Higdon. You’ve heard them on the podcast. They’ve been guests and they are again, just dear friends who started out as colleagues but quickly recognized that friendship was a much better relationship to pursue. I’ve talked to them so many times over the past few years, and continue to. They both are very successful in what they do. I encourage you to check them both out. They have provided so much support and advice as I’ve gone through this process.

    Gosh, my guests. I have to thank the guests. Goodness. They are too many of them to name. Y’all have heard them. There are a ton of amazing people who’ve been on this podcast and given their time and energy to do so.

    In the Facebook group, I have to thank my co-moderators. Many of you may not know this, but the Facebook group was really started as an extension of the podcast, which is an extension of my coaching and consulting business. And so, the Facebook group plays a huge role in all of this. I really see it working in tandem to the podcast as another place that folks can get support, get resources, and continue to learn about testing.

    The women who help me moderate that group are just doing a phenomenal job and have helped keep me sane as the group has just grown and grown. Laura Sanders, Toni Hickman, and Claudia Rutherford are just nailing it. Thank you all.

    Gosh, who else? Of course, all of my coaching clients who’ve put their trust in me to help them build their practices and worked with me. I think I’ve formed so many cool relationships over the years with y’all. I know there are a lot of you out there. It’s just is so cool to see your practices grow and get the messages and hear how you’re doing and how successful you are. I just wanted to say thanks for letting me do that.

    And of course, lastly, all of the listeners, all of you out there who don’t fall into one of these camps already. Thanks. Y’all are what makes this go. All of you who’ve spread the word, who’ve been so supportive, who’ve subscribed, who’ve given ratings. All of that is so helpful in this whole process. I really appreciate it. I hope that you’ll continue to do so. Continue to share the podcast, turn people onto it and just help spread the word about testing.

    Those are just a few shoutouts and thank you’s to people who’ve really helped. There are many others, but those are the big ones. And like I said, I just can’t say thank you enough. It’s been a heck of a ride. It’s going to keep going though. Looking forward, I’m going to continue to try to bring in quality guests. I am honestly amazed at how many guests are out there in the testing world.

    When I first started, when I had my first client in therapy, I was like, what in the world could we talk about for a whole hour, back in grad school. I don’t know if any of y’all felt that, but I certainly had that thought. And when I started the podcast, I was like, how many people would actually come on and talk about testing. How many experts and how many dimensions to testing are there that I could fill more than 20 podcasts?

    Well, there are a ton. I have a guest list a mile long. I am constantly reaching out and scheduling interviews and trying to talk with folks who are experts in different areas of assessment. And if you have anyone who you would like to see on the show, I would love to hear about that. Shoot me a [00:12:00] message at jeremy@thetestingpsychologist.com and make an introduction, hook me up with a mentor, hook me up with someone you know, a colleague if you think that they could bring value to the podcast. I’m always looking for quality guests. So I’ll keep doing that.

    We’ve done a lot of guest interviews, I think over the last few months, especially. I just personally would like to return to a little more of a balance with the business side of things as well. So look for more of those in the coming months and let me know on that front what other topics on the business side you would like to hear as well.

    And then finally, before I let y’all go, I just want to put out, as always, a call for any feedback. I’ve gotten some really constructive, helpful feedback about podcast content. I’ve gotten some, honestly unhelpful feedback about podcast content. So if you think you could offer some constructive, helpful feedback, I would love to hear it. I really mean that. Shoot me a message again, jeremy@thetestingpsychologist.com, and let me know what you’d like to hear different on the podcast or tweaks, or changes. I’m always open to doing things a little differently. The main thing is that I want to keep bringing you quality testing-related content and help you grow in your testing practices.

    One last time, I’ll keep this short and sweet. Thank you you all for 100 episodes of complete awesomeness in the testing world. I will look forward to many more. I hope that y’all will stick around as well.

    All right. Take care. Talk to you next time.

    Click here to listen instead!

  • 99 Transcript

    [00:00:00] Dr. Sharp: Hello, and welcome to another episode of The Testing Psychologist podcast where we talk all about the business and practice of psychological and neuropsychological assessment.

    Hey, glad to have you here. My guest today, Rob Reinhardt does a lot of things, like many of my guests, but Rob does an extra number of things.

    Rob is a licensed professional counselor. He’s been in private practice for over 10 years. He is active in plenty of state and national organizations. Rob is a column editor for  Counseling Today magazine. He’s also the creator of a card deck called the Describe Cards, which are activities and games for improving communication and understanding among individuals.

    The reason that Rob is on my podcast today is because he is also the CEO of Tame Your Practice. Tame Your Practice is a business that Rob started that is aimed at helping therapists navigate [00:01:00] all things in technology, business, marketing, finances, really across the board. Rob has made a bit of a niche out of doing EHR reviews or electronic health record reviews. And that’s what he’s here to talk with us all about today.

    We cover a number of things about EHRs: what they are, which ones are catered to assessment practices, which ones are best for multidisciplinary practices, solo practices, group practices, and how to determine your needs within EHR. We cover a lot. Rob is very knowledgeable about all of these things. I think there is a lot to take away from this episode, and I hope that you enjoy my conversation with Rob.

    Before we get to the conversation, I will let you know that I am looking like I will have two consulting spots opening up in the next month. If you’re interested in individual consulting or coaching to help [00:02:00] grow testing services in your practice, I would love to jump on the phone with you and figure out if it would be helpful to work together. I love consulting with other practitioners and that is a big part of my consulting business. So let me know if that would be helpful. You can book a call at thetestingpsychologist.com/consulting and check it out to see if it’d be a good fit.

    And now, without further ado, my conversation with Rob Reinhardt.

    Hello, and welcome back to another episode of The Testing Psychologist podcast. I’m Dr. Jeremy Sharp. Like you heard in the introduction, I’m here with my guest, Rob Reinhardt.

    Rob, I’m really glad to have you here. [00:03:00] Welcome. 

    Rob: Hey Jeremy, it’s great to be here. 

    Dr. Sharp: Thanks for coming on. I met, well met, I got introduced to you virtually by our mutual friend.

    Rob: I think we can just say met these days. People are used to virtual relationships happening, so you can just say met. 

    Dr. Sharp: Okay. Thank you. I’m tired of working around that, to be honest. Okay. So we met via our mutual friend, Roy Huggins who’s been on the podcast. I got to meet in person a few months ago in Chicago. He is a pretty amazing person. So y’all have worked together and he said you need to talk to Rob and get Rob on your podcast. So here we are.

    Rob: Here we are. Thank you, Roy. 

    Dr. Sharp: Right. I want to dive right into it. You have a really unique niche in the private practice world. We’re going to be talking a lot about EHR systems and your thoughts about EHRs. Before we totally dive into it, I’m curious [00:04:00] why this for you? Why is this important or interesting? 

    Rob: I just naturally fell into it. I’ve always been in the technology world. We had one of the first home computers at home. My mom worked for Honeywell. The Space Shuttle program is huge. So it’s not like she was an astronaut, but she was part of the Space Shuttle program. And so she had access to technology. We had one of the first home computers in our house that you didn’t even have a hard drive in. It ran off of floppy discs.

    So I’ve been around technology my whole life. And so when I came out of graduate school and was diving into the counseling world, I saw that many counselors don’t have that technology background. And so as I started to look for an EHR and software to make my practice more efficient, I realized I had a lot of knowledge as well as this research that would be really valuable to people in private practice. And so I put it out there. And that’s how Tame Your Practice came into be.

    [00:05:00] Dr. Sharp: Can you describe Tame Your Practice in your own words?

    Rob: Tame Your Practice helps counselors, mental health clinicians, and private practices identify software and solutions that will help them reach their practice goals, whether it’s going electronic, making things more efficient, all of the above. 

    Dr. Sharp: I love it. I’m personally super interested in this. That’s one of the reasons I wanted to chat with you because I could have seen myself going down that path in a different universe. I love technology. I love efficiency. When all these kinds of programs started coming out, it was hard not to dive into that world and actually stick with my practice. So I’m glad you did it, and now you can talk with us about it. It’s really cool.

    About what time was that [00:06:00] happening or what year, I suppose, were you getting private practice and looking at this?

    Rob: 2006 was when I was finishing up my practicum/internship. By 2007, I was fully licensed. I did all that in a private practice. I was fortunate enough to be able to do that in a private practice setting. So I got a lot of private practice knowledge right out of the gate and early on recognized how technology could help because this was, 2006-2007.

    That seems very modern, but there still wasn’t a lot of technology being incorporated into private practices at that time. And the ones that were a lot of installable software. You’d get the CD and install it on your computer where Software as a service, cloud programs, things on the web were really just starting to come into being at that time.

    I saw that that’s where things were going to [00:07:00] go. I saw that so many people in our field didn’t realize how technology could help their practices. And so, that’s how it all started. I was researching for that original practice that I was working for what’s out there. What can we use? And then in 2008, that practice closed down. I got thrown into starting my own practice and it all blossomed from there. 

    Dr. Sharp: I hear you. It sounds like you were maybe a year or two ahead of me with private practice, but thinking back to that time, it was hard to find an EHR. I forget which one. I looked at an installable one as well, and I was like, this doesn’t make any sense because I’m going to be working on different computers and that would be hard and cumbersome.

    And then right around that time, I don’t know, six months or maybe a year after that, I think [00:08:00] TherapyNotes came around. Can you remember what the other early ones were? I can only really remember TherapyNotes and maybe Simple Practice.

    Rob: Yeah. TherapyAppointment was one of the earliest. It was around […] was around in that time, but they no longer exist. They actually merged with TherapyNotes about 2,3, maybe even 4 years ago. It all flies by so quickly.

    Dr. Sharp: Yes.

    Rob: There may have been others in their infancy at that time. There was a number that started as an installable software and then realized, Hey, we’ve got to come up with a cloud solution and developed one and had both, or had a hybrid type model. QUICKDOCS may have been already doing that at that time. The timeline is a little fuzzy. 

    Dr. Sharp: I know. Well, it’s amazing to think about where we are now. In the span of 10 years, [00:09:00] I feel like the space is totally blown up and there are a ton of choices for people when they’re looking at EHR. I would love to talk with you about that.

    Rob: And there’s a lot of benefits to that move. People are concerned about the, oh, I got to pay this fee every month and it adds up, and yeah, but when you were doing the installable software, you were often getting charged large amounts of money each year at subscription time. And so, you were still, even though you thought, oh, well, I’ll buy this software one time and I’m good, well then there’s updates and changes to CMS forms and insurance filing, and you’ve got to pay for the update if you want to stay functional.

    On the whole, there’s actually a cost saving to the cloud services. There’s also an expediency in that when things are updated, you’ve got the updates. It’s not like, oh, wait, I’ve got to plan out this purchase of this [00:10:00] updated software. Well, now, when they add the updates to the cloud software, you’ve already got it.

    And then with the advent of the HIPAA Omnibus Rule and all the security rule and then the need to be diligent about digital security and protected health information, you also have the benefit of now you’re offloading a good bit of that to the cloud service. If you’ve got that software installed on your computer, now you’re 100% responsible for securing that computer and that data and so forth. Whereas with a cloud service, you still have a number of responsibilities, but you can offload a good bit of it to that cloud service.

    Dr. Sharp: Yeah, I think that’s an important piece to highlight just the fact that I don’t know that we think about that as explicitly and how much of a relief that might be or how much work we’re being saved when we sign up for an EHR.

    Rob: Right. So I encourage people to think about, okay, let’s say you had a computer with protected health information on it and you were charged with making [00:11:00] sure it was secure. First of all, would you know how to do that? And if not, how much would it cost you to get somebody to do it for you? And so, you factor that into the cost savings and the return on getting a cloud-based service and it starts to become a no-brainer. 

    Dr. Sharp: Absolutely. Well, before we really sink deep into this stuff, I’m really curious about your business, the Tame Your Practice, and your website, you have a lot of EHR reviews. I’m curious just about your process for:

    1) How you go about reviewing an EHR and

    2) Why build out that part of Tame Your Practice? How’d you really zero in on EHR reviews as an important service? 

    Rob: I zeroed in on it because like I said, I did that research. I was looking for that unicorn way back then, the thing that had all the features I [00:12:00] wanted and it didn’t exist. So I ended up looking at it over a dozen of them and I’m like, wow, now I’ve got all this knowledge, let’s post it online and see what comes of it. And then people started coming to say, oh, well, which one is best for me kind of thing.

    So it just organically happened at first. I’m going to put this up and I’m going to keep up with the EHRs and their updates and new features. Since then, I’ve had more of a systemic process in place where I revisit them every so often somewhat based on how often they’re integrating new features and so forth.

    And the actual evaluation when I say, okay, here’s this new system that I’m going to look at, I do like most of us do. I do a free trial, create an account, use it like I’m a user, and look at it from a user standpoint. Is this easy to use? Is this user-friendly? I’ve got a database where I check off the features that exist.

    So, I’ve [00:13:00] got those basic reviews up there, but behind the scenes, I’ve got those databases where I know if this system has that feature or that feature. So when somebody comes to me and says, Hey, here’s my prioritized list of things that I need. These are must-haves. These are things I’d really like to have. And then these are pie in the sky. I would love to have them, but if I don’t, it’s not going to break anything. I can immediately look at, okay, which system is going to most or best fit your situation.

    So the process for me is going through, getting a feel for it as a user, learning curve, those sorts of things, but also checking off what features are available. And then once I’ve done that initial evaluation, the check-in is a little bit easier when I go back and make sure what features have been added and those sorts of things.

    And some behind the scenes paying attention to the hubbub online in different groups about what people are [00:14:00] saying about customer service and other experiences that they have with the various vendors, as well as, what I hear from my newsletter subscribers and clients, and so forth.

    Dr. Sharp: I like that. And that might be a nice segue, honestly. I feel like a lot of the EHRs are comparable, but customer service is one of those places where one starts to stand out or sink. Just off the top of your head, do you have thoughts on ones that have “better customer service” or ones that are easier to get ahold of than others if we do have problems? 

    Rob: Well, keep in mind that anything I have would be anecdotal. So one of the reasons I put a lot of stock in what am I hearing from other people is that, sure, I test customer service when I’m [00:15:00] evaluating things. I’ll send them questions, and see what kind of response I get, but they know me. So, there’s probably some bias there. I’m guessing they’re more likely to jump on anything I send to make sure I think that customer service is great.

    What’s interesting is a lot of times, the ones that float to the top tend to all have good customer service. A lot of times it’s about format. For example, there are ones that bank on phone support and there are ones that bank on email support. And you’ll hear different responses from people based on what their personal preferences are.

    So the people who are like, I want to pick up the phone and get ahold of somebody are going to complain about the company that only offers initial email support, whereas people that are like, hey, I’m always busy. I’d like being able to fire off an email and get a response in between sessions or when it’s convenient for me, I don’t want have to get on the phone and maybe get put on hold or whatever. [00:16:00] They’re going to say, oh, I love email support.

    So, in my experience, the ones that tend to float to the top tend to have generally positive customer service reports depending on those kinds of factors. Does that make sense? 

    Dr. Sharp: Yeah, it does. Maybe just one step of this process for a clinician trying to figure out what EHR is best is really thinking about your style; do you want to pick up the phone or do you want to send an email? I am an email person 100%. 

    Rob: So you’d be like, why do I care if it’s email support? That’s great. It works for me. Whereas somebody who wants to be able to talk to somebody on the phone feels differently. And that’s part of the process I go through with people in evaluating what’s going to be a best fit for them.

    And the other step I always encourage people to do is the same thing I was talking about when you’re at that point where you’re evaluating one to see if it’s going to be a good fit for you, ask them questions. Even if it looks like [00:17:00] it’s easy to use and everything is covered, make something up. Ask them some questions. Gauge what kind of support you get. Do you feel like they respond in a timely and professional manner and all those things?

    Dr. Sharp: That’s a good thing to touch on as well. I know we keep pushing back the questions about specific EHRs, but these are good topics coming up. Do you have a process that you recommend folks go through when they are trying to decide on an EHR?

    Rob: I do. There’s three versions of this. I’ve got a five-step process that I encourage people to go through that you can find on the tenure practice website.

    I actually have an ebook. If you want to get into the nitty-gritty details and have me completely walk you through the process, there’s an ebook up on Amazon that you can purchase. But there’s also a free version. When people subscribe to [00:18:00] Tame Your Practice, they have access to the free version, which gives you the basic, Hey, here are the five steps. Here’s what each of them means, here’s what you should do, and the basics of what you should do in each step. And the ebook adds things like a lot more questions to ask and checklists to go through and those sorts of things. 

    Dr. Sharp: I see. Wow. That’s great. I will link to that in the show notes so that people can check out both of those options if they want to.

    Rob: We can talk about some of the steps. The first step is to actually assess or think about what is it you want in a system. Why are you thinking about going to a system?

    A lot of people will dive right into asking other people, Hey, which one are you using? And I really caution people against that. Not against ever doing that. I think that’s an important part of the process. Hey, what’s the feedback you hear from other people?

    But more important than that [00:19:00] is knowing why you’re using the system. Because if your main goal is I want this client portal to be fully featured, I want to go paperless and have people fill out their intake paperwork online and pay their bills online and submit secure messages online, whereas this other person you’ve asked, Hey, which one are you using? They don’t care about the client portal. They’re focused on insurance filing and features like that, well, they might send you in the wrong direction. They might be really happy with a system that is excellent at insurance filing, but doesn’t have much of a client portal. So now you’re spinning your wheels.

    So it’s really important to have an idea right up front, why you are wanting to use an EHR and starting to develop your needs list of hey, these are the things we need this system to accomplish. 

    Dr. Sharp: Yeah, that totally makes sense. We get a lot of questions, and I love our Facebook group, but there’s a lot of that like, [00:20:00] which one do you use and what should I go with? There are a ton of choices and it plays out a lot like you say. People are like, I like TherapyNotes or Simple Practice is great, but I don’t see a ton of that sort of deliberate planning of what features do you actually need?

    Rob: Yeah. And so I think those questions are, and I melded the first two steps in there. When you get into the third step of evaluation, that’s when you ask the questions in the groups. The first step is to conceive. Hey, I want to do this. Why am I doing this? The assess step is okay, let’s put it down on paper or in a spreadsheet. What are the features we want? What priority does each feature have?

    And then now that you’ve got it narrowed down, and now you can ask better questions to those groups. Hey, I’m looking for a system that does X, Y, and Z. These are my top priorities. Who’s using one that does these really well?

    Now you’re getting more specific. You can get more quality feedback [00:21:00] from people than if you just say, Hey, what’s everybody using? Because you’re going to get 12 different answers to that question. And now you’re still at square one. When do I have time to invest in researching 12 different systems?

    Dr. Sharp: Absolutely. So thinking about these steps, I would love to go full circle with these. What are the other steps in your process? 

    Rob: Once you’ve assessed, you’ve got your needs list, then you evaluate which system is out there, check the boxes. Which systems have most of the features I want, especially the must-have features? And then you can actually go into narrowing it down. Hopefully, that whole process will narrow it down to two, maybe three, then you do some trials and demos.

    I absolutely encourage people to do trials. Demos are great, but anytime you do a demo, you’re working with somebody who knows the system in and out. They’re probably on an optimized server, probably a [00:22:00] local server where their connection is really fast and everything looks slick and clean because they’re just flying where they know what they’re doing, right?

    Dr. Sharp: Yes.

    Rob: So you don’t get a good feel for what’s it going to be like for me to learn this system? Does this match my workflow and my natural way of going through the process? So it’s really important to that trial because that trial will also generate those questions that you can ask to help assess their customer service.

    Dr. Sharp: Sure. So maybe it goes without saying that during those trials, it’s important to keep track of the things that are going well, things that are not going well, questions that are popping up, things you like, things you don’t like. 

    Rob: Absolutely. And this is where the book that I wrote helps you a little bit more. The process can be more detailed depending on whether you’re a solo practitioner or a group. You might have different stakeholders involved in that decision.

    If you’re in a large group and the biller is like, Hey, well, I’ve got these things that are really important to me and the [00:23:00] scheduling staff has these things that are really important to them and so forth, and the clinicians are like, yeah, but we need to make sure the note-taking is really easy. So you have a lot more people to please and needs to cover there. 

    Dr. Sharp: True. Cool. Well, that’s great. That sounds like a fantastic resource.

    I wonder if we could maybe talk more specifically about EHRs and the different needs. I’m trying to think of the best way to tackle this, but maybe I’ll just go with our audience and start there. So, from what you can tell, have there been any EHRs that seem to really span the services and account for testing as a service and a practice better than others? 

    Rob: Yeah. That’s really a gap. There’s a real [00:24:00] opportunity here for some EHR to step forth. I’ve talked to testing psychologists all the time. One of the questions I always make sure I ask when I run into a testing psychologist is, how are you documenting your test results, your reports that you send out? And invariably they say, oh, I’m having to use Microsoft word templates or some third-party software. So there’s real opportunity here.

    There are EHRs that will let you create templates and structured notes where you can actually say, okay, I’m going to create this template for a note that has check boxes and pull-downs and so forth. So there’s tools there to potentially create something that works for you, but there’s no EHR that I’m aware of that just straight up has some tools that mimic what psychological testing reports typically look like. And that’s the thing. When I see those reports, a lot of them look the same. I don’t know if you guys are sharing templates.

    [00:25:00] Dr. Sharp: Of course, we are. 

    Rob: That’s what people in our field do and that’s a good thing, but I’m not aware of any EHR that comes close to mimicking that. Somebody would have to rebuild that in the EHR using some customization tools 

    Dr. Sharp: That’s even a separate problem that I wasn’t even thinking about. That would be incredible if there’s somehow an EHR that would build in a report writing template or software or something. That would be maybe a huge time saver.

    Rob: Again, there are some systems that can mimic it and you might be able to even manipulate it to do what you wanted it to do.

    The other thing is I always caution people, whatever you do, do not go into an EHR based on one feature that has sold you. Because invariably, when I’ve seen people do that, they come back later and say, oh, but I didn’t realize it was missing [00:26:00] A, B, and C. This one feature was awesome. It was everything I was looking for. I finally found it, but then I later found it doesn’t have this other thing I need or doesn’t do it well or what have you.

    So what were you thinking about? Because there’s a huge opportunity there for one of these EHRs to support documentation of testing. What was it that you were looking for? 

    Dr. Sharp: I was thinking more about the note template for testing appointments. So something that can easily document the different amounts of time that we spend on different tests. Well, that’s really the big one, because we’re required to document how much time we spend on each test. And that bills for multiple units. That’s another thing about testing that’s different than therapy. We bill multiple units on the same day. Does it do that well?

    Rob: Most of the systems that can file insurance claims will have [00:27:00] some way to address that. Whether it will meet all your needs, whether it connects the time to the note the way you want it, then you start to get into subjective measures.

    So in other words, I can say, oh, this system can create a note and have a time and a length of session in it. But if you’re then like, okay, but can it let me do these other three things associated with that note, then we start getting to subjective details.

    So most of the systems are going to let you create variable appointments, especially attached to CPT codes. Okay. Well, I think I’m going to have these four different CPT codes attached to the same session and note the times involved with them, or at least create separate sessions. If you’re using ad-on code, you’ll be able to do that. So you start to get into okay, but does it do it in the format you want it in? Does it match your workflow? That sort of thing. 

    Dr. Sharp: Right. Okay. Well, that’s good to hear. So those are [00:28:00] pretty common features that most EHRs are going to have then. 

    Rob: Right.

    Dr. Sharp: Cool.

    Rob: You got to keep in mind, I don’t know how much variance there is in the psychological testing world. You always have to check into, if you’re filing for insurance and I know it’s very regional as far as whether insurance covers psychological testing and so forth, but you have to look into, how does that work in my state and how does insurance require coding in my state and make sure that EHR can address that. 

    Dr. Sharp: Sure. So let’s zoom back out then and think about broad strokes with EHRs. Have you noticed any at this point that are rising to the top, if we had to name big 5 or a big 3 or something like that seemed to be the most popular.

    Rob: So keep in mind, I don’t have actual market research data. So this is anecdotal as wel. The [00:29:00] ones that are pricing the most traction these days would include TherapyNotes, Simple Practice, Therapy Appointment, Theranest, and Psybooks. I’m probably missing some. I’d have to pull up my review page. So those are some of the ones that are forward moving, getting the most traction, but there’s a number of other ones. There’s some new ones that are on my queue to do a first review of. 

    Dr. Sharp: oh, what are some of the new ones that you’ve seen?

    Rob: Some new ones that have only recently either come into being or branched into serving the mental health community are Jane and Theraplatform.

    Theraplatform has actually been around for a bit. It originally was focused on telehealth secure video. So there’s a lot of hybrids and crossovers where a system will start doing this one thing and then decide, Hey, our customers are asking for [00:30:00] these other features, let’s branch out and add some new stuff and become more of a full-fledged practice management system.

    I was just speaking with the CEO of YellowSchedule yesterday. There’re only 2 or 3 online scheduling systems that comply with HIPAA. YellowSchedule is one, Acuity is another, Full Slate. I was talking with Martina Skelly, the CEO of YellowSchedule, and they’ve been around for quite a while now, HIPAA-compliant focused on scheduling, but they’ve had so many people say, Hey, have you thought about incorporating notes and this and that and the other thing, and they’re finally starting to do that sort of thing.

    So you’re seeing more and more of that. I’m very curious what’s going to happen with the market over the next five years. At what point is it oversaturated and companies start merging and they’re now consolidating and those sorts of things? Right now [00:31:00] there are a lot of companies being successful. There’s a need. 

    Dr. Sharp: Yeah. So this is a totally random question. Maybe a question you cannot answer at all, which is fine, but the tech part of my mind, when you say that companies start in one direction and then build in these other features that we need. Do you have any idea of the suite of services that a lot of us want?

    So let’s just say like online paperwork or client portal, scheduling, billing, notes, from a tech perspective, are any of those tougher to build than others? Do you see what I’m saying? Like, is it easier for a company to start as like a telehealth company and then just add in notes and billing or vice versa?

    Rob: That’s a tough one to give a concrete answer for because there’s so many factors involved there like, what’s the software platform that they’re using to [00:32:00] develop, and are they using in-house people or contractors from out of country and a lot of different things. But the short of it is that the things that tend to be the most difficult would be the integration of insurance features. So filing and ERAS, electronic remittance advice. 

    I want to say client portal, but it depends. The client portal tends to be broken down into pieces. And so it depends on which piece of the client portal you’re talking about, but getting to the point where you have a full-fledged client portal, where you’ve got scheduling and bill paying and secure messaging, all of the things that people might want, that’s a challenge to get that entire structure in place.

    Dr. Sharp: That seems like  it.

    Rob: Most of the big groups, I didn’t mention Counsol. Counsol [00:33:00] is another example of one that is fairly successful these days. They started out really focused on solo practitioners and were one of the very first to have secure video integrated. And for years like, hey, we’re probably not going to do insurance because we’ve got our niche here with solo practitioners who do telehealth and even they have integrated insurance features at this point.

    So it seems like there’s enough practitioners out there that want it all or bigger chunks of features that a lot of companies eventually go that direction.

    The insurance and client portal are probably the most difficult to implement. The telehealth, I’m sure there’s complications there, but most of the vendors are working with third-party services. So, the challenge there is just, okay, how do we integrate it? We’re not having to build this secure video platform. We’re working with this third-party vendor who already has [00:34:00] done that and they know that. We just have to figure out how do we integrate it without our platform so it looks seamless. 

    Dr. Sharp: That’s a good point. Well, thanks for bearing with my curveball question there. That techy curiosity. 

    Rob: Your questions are good. Keep me on my toes. 

    Dr. Sharp: Nice. I’ll try to keep doing that.

    Well, I would like to talk about specific features and maybe tackle it from a practice structure perspective. I know there are some that may be better for solo. Some that may be better for group. I would love to selfishly touch on multidisciplinary practices because that’s the very quandary that we find ourselves in right now having hired a prescriber. So maybe just starting with solo practitioners, like one person solo practice, are you noticing any rising to the top in terms of…?

    Rob: Honestly, with solo practitioners, they’ve [00:35:00] got the pick of the litter, so to speak. It used to be that…

    Simple Practice is another one that started out as, Hey, our niche is focusing on solo practitioners. We’re not going to support groups right now. We’re just going to focus on being the best for solo practitioners. They have added group functionality. So solo practitioners are in a good position in that pretty much all the systems they might evaluate are going to be within the pool of possibilities for them. It’s going to come down to what are the features that are most important to them.

    If the client portal’s the most important, they’re going to go with one of the systems that’s got a fully featured client portal, for example. So there’s not really a system or systems that are like, Hey, so practitioners, we’re the ones for you. So practitioners can look and say, Hey, which one’s got the stuff I want?

    [00:36:00] Dr. Sharp: That’s good to hear. Well, it’s a curse and a blessing I could think. You have all the choices in the world, but…

    Rob: Yeah, that becomes problematic. But again, if you’ve done that needs assessment, you can quickly narrow it down.

    Dr. Sharp: Right. That’s what I was thinking. It just seems to come back to knowing what you need and what’s most important. 

    Rob: Right. I’m bringing this up again, not as like, oh, this is the one that always people make their decision based on, but it’s a good example, the email versus phone support. If on your needs assessment, you’ve got a high priority for phone support, well, you’re going to be able to check certain systems off because they’re not going to meet that need. The same thing with, oh, I absolutely have to have integrated ERAs. That’s going to check a couple off. You keep going down that list and it narrows it down for you.

    Dr. Sharp: That’s such a good point. Okay. Solo practitioners, that’s easy. You can pick anything. Do your needs assessment. 

    Rob: Yeah, you do your needs assessment and that’s going to help you [00:37:00] narrow it down. And then it can be a subjective choice if there’s two that are both meeting your needs.

    Dr. Sharp: Nice. So what about folks then who moved into a group practice? We have multiple clinicians. Are there any right off the bat that you know of that don’t really cater to that population? 

    Rob: It will come to your needs. So for example, if you don’t file insurance, you may again, still have a pick of the litter as a group practice, because most of the systems now do work with groups. So it also may depend on how large your group is. If you are getting into 20+ clinicians with a lot of different offerings for services, you may be stepping into a larger, slightly more expensive system especially if you need a lot of customization, because a lot of the less expensive, easy-to-use systems, don’t offer a ton of customization of features and so forth.

    Dr. Sharp: What do you mean [00:38:00] when you say customization of features? 

    Rob: For example, here I am, I’m having Monday brain on a Thursday. I’m blanking on the name. Let me pull up my ClinicTracker. ClinicTracker is a system that has a customizable dashboard. So you can see a different dashboard when you login; whether you are a biller, a clinician, or an administrator, you can customize what you see when you log in.

    A clinician might want to say, I want to see my appointments for the day and tomorrow and any notes that I haven’t completed, whereas a biller might want to see, well, what insurance claims need to be filed, which ones are past that 30-day point, those sorts of things. You can do that kind of customization in that system.

    Dr. Sharp: That’s cool.

    Rob: So again, I know I’m being redundant. A lot of it comes down to [00:39:00] that needs assessment. What is it that you need? Are you looking for simple or are you looking for customization? Those sorts of things.

    Dr. Sharp: Yeah. I should have asked this back when you were talking about your ebook, but is there a chart somewhere or a list of needs that folks can run through to help them figure that out?

    Rob: Yeah. In the ebook, there’s a checklist. It covers as many of the needs as I can. I’m always running into people who do my consultation services that have some need I hadn’t thought of or hadn’t run into before. The ebook has a pretty extensive list of things to look at and cover. Where it doesn’t get into super specific details, it offers the leading questions that help you get there to say, Hey, you need to explore this area and make sure you document what your needs are in this area.

    Again, this is just one specific detail. Another thing I run into with groups is in [00:40:00] evaluating systems is whether you’re doing air billing internally or not. Some groups will have their own internal billing staff. Others say, even as a group, we don’t want to hire staff to do that. We want to farm that out to a third party.

    So one of your decision points there is, are we doing it old school style where we have some export, whether it’s a secure email or fax or whatever, where we send the bill or all the stuff we need to have them billed, or do we integrate with somebody who uses one of these EHRs?

    So there are billers who will work with some of these EHRs. And so now you’ve got this extra decision point in there. Okay, we’re really leaning toward EHR B, but we can’t find a biller who works with it. This other EHR, the second choice, we know this really good biller who will use that system. So is that a big enough tipping point for us to choose that other system? 

    Dr. Sharp: That’s a great point. [00:41:00] As far as I know, there are folks that work with TherapyNotes specifically billers, and I’m not sure about other EHRs. Have you found that billers are starting to specialize in and work in the other EHRs as well?

    Rob: I don’t know how much. If any of them are specializing, I don’t know when they would, but I know there are a number of them that do work with one or more of the EHRs. And I know that many of the ones that we’ve mentioned are in that pool. I know there are billers who you can connect with who will work with Therapy Appointment, Theranest, and Simple Practice.

    I’m seeing more and more EHRs advertise that as a plus. “Hey, by the way, here’s our list of billers who work with our system if you’re looking for somebody to handle your billing for you.” Our system will make your billing [00:42:00] super easy, but if you want help, here are some people that will help you and know our system in and out. So that’s becoming a selling point for them.

    Dr. Sharp: Certainly. It sounds like for groups, the needs assessment gets a little more complex. There are a few more layers perhaps, but it still comes back.

    Rob: You mentioned multidisciplinary practices and you start getting into, okay, do we need e-prescribing? It’s in the same vein of psychological testing that we talked about before. There are at least some systems out there that do e-prescribing. 

    Dr. Sharp: Can we talk about those? That’s on my to-do list when I get off this podcast interview. 

    Rob: Yeah. It’s interesting because I think that will be one of the things we see incorporated into the more popular systems that we’ve talked about so far. Or I shouldn’t say popular, but the [00:43:00] sleeker user-friendly systems that we’ve been talking about so far.

    I think within the next two years, at least two of them are going to have e-prescribing because there’s been such a call for that. But there are systems out there. ICANotes is one that has had e-prescribing. I mentioned ClinicTracker earlier. That’s one.

    The ones that have e-prescribing tend to be a little more complex, have a little bit more of a learning curve. And so, a lot of times people come to a point where like, okay, there’s these systems that have e-prescribing, but these other systems are more user-friendly. How badly do we want e-prescribing integrated or do we need to get an external third-party system to do the e-prescribing and use the user-friendly system?

    So again, it comes back to that needs assessment. What are your priorities? What’s more important? Having all the features or having it be more user-friendly?

    [00:44:00] Dr. Sharp: Yeah. It seems like in the search that I’ve done, because we hired a nurse practitioner a year ago and in our state, they are required to move to e-prescribing by 2020. So this is pretty important to try and figure out. It seems like there are a lot of medical EHR systems that were written for physicians and they build in therapy and psychological testing but it’s clunky. I haven’t found many that go the other direction that were built for us.

    Rob: And they tend to be more expensive- those medical-centric ones.

    Dr. Sharp: Oh my gosh. Yes.

    Rob: In a lot of cases, they’re ONC certified, which means they’re meaningful use certified. So we go back to the affordable care act and their drive to integrate EHRs and get them to talk to each other. There was a program physicians to get money to help pay for EHRs that did this and so [00:45:00] forth that the mental health community was mostly left out of.

    And so the medical-centric systems had to have more features and spend more money on development and also serve a market that tends to have more money to spend on such things. And so, yes, you’ll see very medical-centric systems that have e-prescribing and pay a little bit of attention to behavioral health in there just because they see the market.

    Those tend not to be a good fit. Again, it depends on the practice makeup. If you get a team of psychiatrists with two counselors, you might end up using a system like that.

    Dr. Sharp: That makes sense.

    Rob: The counselors that has one psychiatrist on staff, you might not find your needs getting met with those.

    Dr. Sharp: Sure.

    Rob: Valant is one that is in between there. It’s a more robust complex system and includes [00:46:00] e-prescribing so forth, but is also behavioral health centric. So there are two choices out there if you want e-prescribing, but none in the simpler, easier to use, user friendly market that I’m aware of yet.

    Dr. Sharp: I got you. You mentioned third party options for tacking on e-prescribing. I’m not sure if you call it standalone eprescribing or something like that. Have you run into any systems like that that are quality?

    Rob: I’ve never evaluated them. So I’m hesitant to say, oh, this is the one you want to use.

    Dr. Sharp: That’s fair.

    Rob: I know just anecdotally from hearing. Surescripts, I know is a hugely popular one that a lot of people use. I couldn’t tell you whether it’s a great system or bad system. Only that a lot of people use it.

    Dr. Sharp: Yeah, that could go either way.

    Rob: Other people are using one of the med-centric EHRs just as [00:47:00] an adjunct, just to have that e-prescribing feature.

    Dr. Sharp: Right. Now I know that something that comes up for a lot of group practices is a check in feature. Do you know any EHRs that have a check in feature at this point?

    Rob: Really, unless somebody has added something recently, mostly the larger, more customizable ones would have that. The simpler ones haven’t integrated that.

    There are two things like that, that I’m like, how has this not happened yet? Like tracking referrals. A lot of these simpler user friendly ones don’t have the ability to track referrals very well. And even some of the ones that do don’t have an easy way for you to run a quick report to say, hey, how many referrals have we been getting from this person or that place or what have you, which is significantly important for a practice to know where your referrals are coming from. 

    Dr. Sharp: Yeah, it sure is. I might be jumping the gun a [00:48:00] little bit, but since it’s coming up, I want to ask, are there other big features that you’re seeing that are missing from EHRs at this point that might be on the horizon or?

    Rob: Yeah. The e-prescribing is a big one. I think the vast majority of mental health practices don’t have a psychiatrist integrated, but there’s enough of them that I hear about that a lot that, Hey, I’m looking for one that’s got e-prescribing. Does that exist? Telehealth- a lot of them have integrated that now. Having the full-featured client portal where you can be fully paperless doing everything through the portal.

    There’s a number of things potentially slowing down development. Like you talked about, oh, everybody’s got to be able to e-prescribe by 2020 in our state. Well also in a lot of states, health information exchanges are happening. Are you familiar with that program?

    [00:49:00] Dr. Sharp: Vaguely. 

    Rob: The short version is, again, back to the Affordable Care Act. Our goal is to get all these EHRs talking to each other. And so every time you go into a new physician, you don’t have to start all over. They can look at your doctor’s records and recommendations and so forth. Well, that hasn’t been going that great.

    Dr. Sharp: I imagine that.

    Rob: Part of the problem is they threw money at physicians to say, here’s some funds to help you get EHRs implemented, but there wasn’t a real good program to get the EHRs to incentivize them to talk to each other. So here you have these privatized corporations building an EHR, and they have no incentive to make their EHR to talk to this other EHR. They had to build the ability in. That was part of getting certified for those. They had to make sure everybody was implementing it well, and so forth and so on.

    There’s a lot of other factors involved, but what it came down to is the federal government finally said, okay, [00:50:00] this job is not getting done. Let’s throw money at the states and have them do it. And so money was made available to the states to create what are called Health Information Exchange.

    Think of it as a central information point where all the EHRs can send that information and then talk back to it. It’s the middleman so that all the EHRs can talk to that system, trade information, and ease that burden of making the system all integrated and the EHR is talking to each other.

    The challenge then, especially for behavioral health is that states like my state, North Carolina are requiring that in certain cases. So where mental health professionals have not been involved in meaningful use at all, now, suddenly we’re being told, well, for you to get state funds for providing services, you have to integrate with the HIE. And here we are using systems that have never had to deal with this before. 

    Dr. Sharp: Sure. So what’s the outcome then? Do we have to switch to a [00:51:00] one of these medical systems that are more

    Rob: Again, it depends on your state and what the timeline is. In North Carolina, there was such an hubbub, and it was finally recognized that this was putting a burden on behavioral health that it got delayed a year. So the outcome is we wait and hope that some of the systems we’re using develop a way to talk to the Health Information Exchange, because otherwise, it presents a financial burden for a lot of practices to move to a meaningful use certified.

    Some are even thinking about, well maybe we’re just not going to accept state funds. We’re not going to participate in Medicaid or in the state employees’ health plan, which is 700,000 people in the state. So it’s a pretty big decision point.

    All that to say, that’s something that a lot of these EHRs are having to deal with. And this is just North Carolina, there’s 50 states that are integrating HIE in some fashion. And a lot of the states, in North Carolina, the state is doing it [00:52:00] themselves, but in a lot of states, they’re contracting out to a third party. Hey, third-party, you build our HIE.

    So now imagine you’re an EHR vendor and trying to track what each of the 50 states is doing with HIE and how you may or may not communicate with that. Now, they have a little bit of benefit in that it’s a standardized communication method, much like our insurance filing. There’s a standard format and language that’s used. So that expedites the process a little bit. Still, you got 50 different timelines and so forth. So that’s taking away some of their bandwidth to add some of these other features that we actually really want.

    Dr. Sharp: What a nightmare.

    Rob: Adding e-prescribing and fully fleshing out that client portal and so forth. 

    Dr. Sharp: I got you. My gosh. Well, that seems like a wait-and-see kind of thing. We’ll see how that unfolds. 

    Rob: Right. And I encourage everybody to take a look, Hey, what’s going on in my state with HIE? 

    Dr. Sharp: Right. Geez. So [00:53:00] good to know about some of those behind-the-scenes issues that are holding things up. That sounds like a really tough job for everyone to build that system.

    Let me see. We’ve covered quite a bit. I think I would be remiss, a lot of people have talked about IntakeQ. I’m sure you’ve heard of IntakeQ. They, I think, are one of those systems that started out as an online paperwork portal, and now they’re adding more and more features with scheduling and building out to be more of a full-featured EHR. Have you reviewed them yet or do you have any thoughts about them?

    Rob: They’re on my radar. I’m very curious to see where they go with it. A number of people navigated to IntakeQ because they were using an EHR that didn’t have that full-fledged client [00:54:00] portal, where they could go paperless and have people fill in those intake forms online. And so, like you’re pointing out, IntakeQ realized, oh, well now these people are asking for more features. They want to be able to do the notes and they’re starting to add those things.

    I haven’t looked at it closely and reviewed it yet because even on their website, they acknowledge, Hey, we’re not trying to be a fully integrated practice management system. That may change if they keep moving in the direction they’re moving.

    And so, there’s not really a comparison between them and some of these other systems yet. Still, I’m aware of them. I keep them in mind. If somebody says, Hey, I’m a solo practitioner and all I want to do is do my intake paperwork online and some scheduling. I still am happy doing my notes in a word document and tracking my bills in an Excel spreadsheet or what have you, I might point out [00:55:00] IntakeQ to them.  Hey, this will let you do your paperwork online and some scheduling and you’ll be good to go.

    Dr. Sharp: There you go.

    Rob: So it’s good. And that there’s all these systems that play a different role and different ones might be a good fit for different people, but it’s also a challenge. It can be overwhelming when you’re looking for something and you are trying to figure that out.

    Dr. Sharp: Sure. There’s so much to consider. My gosh.

    Rob: Right.

    Dr. Sharp: Let me see. I might ask you about one specific feature just to follow up on this theme we’ve been talking about- the online paperwork client portal. Are you seeing any EHRs that are rising to the top in terms of a really quality online portal, client paperwork situation? For me, this would mean fillable PDFs, and e-signature, where there is really no need for any paper forms for intakes.

    Rob: Yeah. The three that have the most [00:56:00] features. Well, ICANotes would really be on the list too. Simple Practice, Therapy Appointment, Theranest, and ICANotes. Again, ClinicTracker would be in there too. It depends on what are my other feature needs. Am I looking at only the simple, easy-to-use ones or do I need a complex customizable one? But those five probably have the most full-featured client portals as far as checking off the boxes, having intake documentation. You say e-sig, in most cases in a client portal, the signature amounts to check in a box.

    Dr. Sharp: That’s a good point.

    Rob: Hey, I’m signing this. A caveat, I’m not an attorney. My understanding is that it passes muster for legality purposes, but certainly, I encourage people to check with their attorney to be sure. [00:57:00] But yeah, from filling out forms and scheduling and paying bills and secure messaging, those all have most of those features.

    Dr. Sharp: Nice. You’ve mentioned, I don’t know the spelling on this, ICANotes? What is ICANotes notes? 

    Rob: ICANotes is interesting. A lot of the ones we’ve been talking about are web browser based. In other words, you go to your web browser and you go to a web address, a URL, and you open up the system and you’re doing it all right there in your web browser.

    ICANotes is still software as a service in that the application exists on a server out there somewhere, but you have an app that you have to install on your computer and open it. It’s separate from your web browser. You open that application and it accesses.

    It adds a little bit to the learning curve. It makes it a little more challenging to use on mobile devices, especially phones. You might pull it off a little more readily on a tablet. Not quite [00:58:00] so user-friendly on a phone and so forth. 

    Their biggest selling feature is their note builder. They have a lot of pull-downs where you can just go through and the pulldown menus have multiple options to help you build a really professional-looking note. That’s been one of their big selling features over the year. They have a lot of other features as well, but that’s their hallmark. 

    Dr. Sharp: Got you. I’ll put those in the show notes as well just to try to expose folks to all the options out there. 

    Rob: Mm-hmm. 

    Dr. Sharp: Nice. Well, this is great. Our time has flown by. I feel like we’ve covered a lot, but very quickly. Before we totally wrap up, this is a big question, but are there other things for folks to consider as they are choosing an EHR; things that feel important to leave our listeners with?

    Rob: Yeah. Take your time. It’s a big decision. It is a pain in the rear to [00:59:00] switch.

    Dr. Sharp: I wanted to ask about that actually.

    Rob: You want to do your best job making a choice at the beginning, and part of that is looking at not just where you’re at now, but where your practice is going to be in five years. So, really with any of your business decisions, I encourage you to sit down and take the time to develop that five-year plan.

    Life changes. It can change, but you really need to have that vision of what I want this practice to look like in five years and put things into place now that will facilitate that. So even if you are a solo practice right now, and you’re like, I just want to pick something that’s going to be quick and easy, if you think you’re going to be a group practice in five years, I encourage you to look at, okay, I need to pick the system now that’s going to help me get there and still be usable in five years.

    And that’s, again, some of the details I get into in the ebook, but that’s incredibly important because it is not easy to switch [01:00:00] systems. 

    Dr. Sharp: Yeah. Can you speak to that just briefly? Maybe it’s just enough to say it’s not easy, but…

    Rob: The biggest challenge is the information just isn’t portable. So you can probably port your client demographic data from system to system because that’s pretty standard. First name, last name, address one, address two, zip code, et cetera. But once you get beyond that, the systems are all using their own proprietary databases to set up how they do notes and billing and insurance filing. You’re probably not going to be able to export from one and import to the other.

    So when you move, you might get your clients over, but then you’re looking at starting all over with scheduling and billing and so forth. It’s manageable, but it’s a hump to get over. So you really want to pick one that’s going to last you. 

    Dr. Sharp: That makes sense. 

    [01:01:00] Rob: The good news is if you end up in that situation, sometimes people end up in the situation that they’re leaving in EHR because they’re retiring or they’re moving on to another line of work or what have you, a lot of the systems will allow you to retain a free or reduced cost account as long as you’re not adding new information because they understand that we have an ethical and legal responsibility to keep our records for 7 to 10 years after the fact. And so, you need somewhere to store all that.

    So one thing that can happen is when you transfer systems, you can always keep the old one as a legacy record. Hey, okay. All of our old clients are over here. We don’t have to try to port everything over. We can at least still access that information.

    Dr. Sharp: Do you know of, are there any of the EHR systems that are more user-friendly to help port information from another system? Do they advertise that at all or help with that?

    Rob: They will advertise that they’ll help, but they’re going to [01:02:00] still run into the limitations we just talked about.

    Dr. Sharp: Okay.

    Rob: There’s only so much they can do. Now, they might be able to massage some of that data in and at least get, okay, we can at least get your current outstanding balance in for each client, but will there be an extensive billing record of everything that’s happened in the past? I am doubtful they’re able to pull that off. It’s just too much manipulation and identification of the data that might be in a completely different format than what they store in their database.

    I’m not saying it’s impossible. There may be cases out there where somebody’s able to do that, but I’m skeptical that that’s happening in any great amount.

    Dr. Sharp: Sure. All right. This is good. I appreciate it, Rob. 

    Rob: Thanks for having me. 

    Dr. Sharp: I feel like there’s so much to talk about. I mean, we could dive into a ton of detail, but your website has a lot of information on it. This e-book sounds fantastic. I didn’t know about [01:03:00] that, but I’m glad that we touched on that too. But hopefully, folks are just walking away with, it seems like the theme is be deliberate, evaluate your needs and take your time in choosing an EHR, because there just more and more choices out there at the longer we go.

    Rob: Yeah. And pick the one that’s going to last. The e-Book is there. The free version is available on the website. I’ve got my reviews that I keep updated on the website as well to help people choose. And if they feel stuck, I’m more than happy to help them figure it out.

    Dr. Sharp: Awesome. Oh yeah. What’s the best way to get in touch with you if people want to reach out? 

    Rob: tameyourpractice.com. The whole vision of that was, oh my gosh, I’m overwhelmed with paperwork and all this administrative stuff. I just want to help clients. Okay, well, let’s tame that part so you can focus on helping your clients.  

    Dr. Sharp: I love that name. It makes sense. I get it.

    Well, thanks again for the time. This was [01:04:00] fantastic. I really appreciate it.

    Rob: I enjoyed it. 

    Dr. Sharp: Hey, thanks y’all for listening to my interview with Rob Reinhard. Hope you took a lot away. I think the decision about an EHR is one of the most important decisions we can make. You spend a lot of time in your EHR and it pays to be really deliberate about that. So check out all the resources that I provided in the show notes, especially Rob’s decision-making tool, and find yourself a good EHR.

    Now’s a good time to mention I think that if you do decide to go with TherapyNotes, you can get an extra month free by going to the affiliate link in the show notes. So check that out if you go with TherapyNotes.

    If you haven’t subscribed to the podcast, I would love for you to do that. And if you haven’t rated or reviewed the podcast, I would also love to get some of those. So if you have a few minutes, feel free to rate, review, and subscribe to the podcast. And if you have any suggestions for improving the podcast or topics you’d want to hear, [01:05:00] drop me a line at jeremy@thetestingpsychologist.com.

    All right, y’all. Stay tuned for more awesome content coming up in the next few weeks. Take care.

    Click here to listen instead!

  • 98 Transcript

    [00:00:00] Dr. Sharp: Hey, y’all. Welcome back to The Testing Psychologist podcast. This is Dr. Jeremy Sharp, and this is the podcast where we talk all about the business and the practice of psychological and neuropsychological assessment.

    Glad to have you here today. If it’s your first time welcome. I hope you stick around.

    My guest today is Zhanna Shekhtmeyster. Zhanna is a licensed Educational Psychologist and a national certified School Psychologist. She’s practicing in California in the Santa Monica-Malibu Unified School District. Zhanna has also developed an app for school observations called Behavior Observation Made Easy. Definitely check that out in these show notes.

    Zhanna is here today to talk with us all about advocacy and bridging the gap from private practice to schools. We cover things like the Multi-Tiered System of Services in schools or MTSS, RTI, how those are related, 504s, IEPs, how students can get services without either of those things or get accommodations without either of those plans in place, and a number of other things.

    Zhanna is clearly very passionate about this topic and all of these things that are related to school advocacy. I hope you will tune in and get as much as I did from this conversation with Zhanna Shekhtmeyster.

    Hey everybody. Welcome back to another episode of The Testing Psychologist podcast. I am glad to be here with you today. I’m Dr. Jeremy Sharp. And like you [00:02:00] heard in the introduction, my guest today, Zhanna Shekhtmeyster is a school psychologist and she is a licensed educational psychologist in the state of California as well.

    Zhanna is going to be talking to us all about bridging the gap with schools, services in schools, IEPs, 504s, community engagement, and advocacy and how we can play a role in that. She, this is my favorite part, developed an app for looking at behavior and recording behaviors for school observations. I love technology and that’s highly interesting to me.

    Anyway, before I continue on and just talk us to death, Zhanna, welcome to the podcast. 

    Zhanna: Thank you for having me. I’m looking forward to the podcast. 

    Dr. Sharp: Awesome. Well, as we were talking and trying to plan this out, you primarily came up with a long list of things that we could talk about. So I’m really excited for our conversation. I’m really interested to see where things go. But like I said, I really hope that we can touch on a little bit about school psychology, interventions in the classroom, 504s, IEPs, and the intersection of DSM diagnosis versus educational classification, and then again, that advocacy piece and how we can advocate for kids from a private practice standpoint and help parents advocate for themselves.

    Zhanna: Absolutely.

    Dr. Sharp: We have a lot going on, but before we jump into all that, I always love to hear, how’d you get where you are today. Why do you care about this stuff? Why is this work important to you? Wherever you would like to start is great.

    Zhanna: I received my graduate training at the University of [00:04:00] California, Santa Barbara, with a specialization in Counseling, Clinical, and School Psychology.

    I got into the field because I wanted to be on the front lines of helping children. And I thought that the school setting is a great place to do that as I get to encounter a lot of children in the public school setting. That’s why I chose the field specifically of school psychology.

    I’ve been practicing for about nine years. I began being a preschool school psychologist, but I have been in the middle school setting for the last eight years, and I love preadolescents or adolescents. They’re a great population to work with. So that’s how I got here.

    I also work with a lot of community-based providers. I’m out in Santa Monica. We’re a pretty resource-rich community. There are a lot of private psychologists and therapists and a lot of different community agencies. And so, we do a lot of collaboration together and try to find ways to work with one another, as opposed to having these disjointed services that each person is providing. I’ve done this talk about collaborations between community and school-based providers several times, and I thought it would be a good opportunity to talk about it here.

    In terms of my app, my app is called the Behavior Observation Made Easy app. I made that because I do a lot of classroom observations and a lot of just different observations of students. I was looking for an effective, structured observation system that I can use, and I just couldn’t find a good one when I was looking for one.

    I kept thinking about making an app. I had no idea how to do that, but I had some encouragement. With that encouragement, I started looking more into it and ended up hiring developers and being a project manager for my own app, which I now own.[00:06:00] It’s super easy to use by not only just professionals like us, but also by paraprofessionals like behaviorists, parents, et cetera- anybody who just needs some solid data about a child’s behavior. 

    Dr. Sharp: Got you. I was looking around on the app website. I had heard about it it seems like maybe a year ago on the School Psyched Podcast, and was super interested. I could ask a ton of questions about that. Just in case there’s anyone out there who is interested in developing an app as a mental health clinician, can you remember, what was the first step to making that happen? I feel like many of us maybe have an idea but then it’s like, I don’t know how to code. I don’t know who to hire or if I should hire. 

    Zhanna: Basically, it went from having this idea in my head to actually laying out a storyboard or maybe a frame of how it will look. That was a lengthy process because we all have a lot of ideas in our minds, but getting it down on paper takes a whole lot of different skills and a lot of time.

    After that, I wrote it down one day and had it down on my computer. And then, I went through the process of finding a developer. I found one through word of mouth. I have a lot of friends who are in the tech industry. And so one was able to make a connection for me. I was able to show…

    I actually had talked to a lot of developers, but a lot of people I talked to did not really understand my vision. They weren’t really familiar with psychology or why I would be doing these kinds of observations. And then the final person I talked to, he was a mutual friend of someone and one of his close friends [00:08:00] was a behaviorist. So he got the gist of the field to understand why I’m doing what I’m doing, and then we hit it up from there. So I was able to explain the storyboarder and the functionality to him based on his limited knowledge. 

    Dr. Sharp: I got you. Very cool. I recognize that that’s a lengthy process, and there’s a lot more that we could say about it, but that’s all I’ll dig into at this point. We’ll link to it in the show notes for sure and make sure that people can check it out. I’ve talked on the podcast before about trying to have some sort of structured system for doing school observations, and I know a lot of folks do school observations. So hopefully people will check it out. 

    Zhanna: I’ll make sure I send you a free download code.

    Dr. Sharp: Oh, fantastic. I will take it. Let’s see. So you’ve been doing this work in the schools, and like you said, working with community providers for quite a while.

    Zhanna: Yeah.

    Dr. Sharp: I’m curious. Maybe I’m jumping the gun, but I would really like to leap into that connection between community providers and advocating for services at school. I feel like that’s a really cool process and something that maybe we struggle with a lot. 

    Zhanna: So schools can be complicated to navigate. That’s why I really think it’s important to have presentations on this topic. I went to a combined counseling, clinical, and school psychology program. So I had an opportunity to take classes with a lot of different people within the field of psychology. But what I know is that a lot of people in the clinical field don’t necessarily get a lot of training on schools and the systems and the bureaucracy, and it can be really difficult to navigate the supports that are available at schools.

    [00:10:00] The idea of response to intervention or multi-tiered systems of support that comes up in schools, and the idea of that is that we want to try to intervene with the majority of the students through general classroom support and accommodations. If done right, that should account for 85% of the students. They should be accessing and doing okay.

    About 15% may need a little bit more of an intensive intervention. And what schools should be doing and are doing is providing targeted interventions to students. That may be a reading intervention, a math intervention, a study skills intervention. It could be access to a school counselor. It could be anything that the child needs to access their learning. And that is all a function of general education.

    Dr. Sharp: Sorry to interrupt you. Is there a difference between intervention and accommodation? Are you using those as separate terms?

    Zhanna: Yes, definitely, because intervention should be targeted based on the child’s individual needs, and they should be working towards a skill or building up some skills. Accommodations are typically minor changes to the curriculum that are done within the general education setting to help the child access. There’s not like an intervention. Other than giving a child extra time or a separate space to take a test, that would be an accommodation. An intervention is really implementing an evidence-based reading intervention and measuring a child’s progress in that intervention.

    Dr. Sharp: Got you. Thanks.

    Zhanna: Those interventions should account for about 15% of the students. They should help most kids, but they don’t. So about five 5% of the students theoretically would require more intensive [00:12:00] intervention. That’s where we may consider whether a child has a disability if they’re really not responding to the Tier 1 and Tier 2 interventions; whether they need special education services, that’s your IEP; or whether they need a 504 plan, which is the accommodation minor modification plan. I’ll talk about each of those as we go forward too. 

    Dr. Sharp: Cool. Theoretically, I just want to try to track all this as we go along with all the acronyms and the Tiers and the interventions and whatnot. So theoretically, and you correct me, just jump in whenever you want to, but Tier 1 is the lowest level of accommodation or intervention? 

    Zhanna: It’s just classroom-based support done by your regular teacher. They’re maybe doing a little small group that’s targeting a skill, or they may be providing social-emotional learning within the whole entire classroom.

    Dr. Sharp: Got you. What’s a good example of a Tier 2 intervention?

    Zhanna: At my site, we have a reading intervention for students who are slightly below grade level in their reading. So they go into a reading support class for either a semester or a year in the hopes that they catch up to grade level.

    Dr. Sharp: Got you. And that can exist independent of an IEP? 

    Zhanna: Yeah. Tier 2, those interventions are completely part of general education. And a lot of schools, that’s what we should be doing is supporting students before they’re so severe that they need special education services.

    Dr. Sharp: Sure. And, of course, the hope then is as you move to Tier 2 and maybe beyond, it ameliorates those concerns, and they “get better”. 

    Zhanna: And they catch up. [00:14:00] There can be all sorts of reasons why children fall behind. Having a disability is one of those reasons, but there are a lot of environmental things, family factors, and cultural factors that can happen that can cause a child to fall behind and they just need a little bit more and then they’re where they need to be.

    Dr. Sharp: Got you. So where do we move from there? What’s a Tier 3 intervention? 

    Zhanna: When we look at Tier 3 intervention, at least for the purposes of what I’m saying, some people may say you go through… Tier 3 can also be general education interventions, but I’ll talk about the more intensive interventions here and that will be bringing up section 504 and special education.

    Excuse me. What I will start with is section 504 that is based on a Federal Antidiscrimination Law. The purpose of the law is to prohibit discrimination on the basis of disability in programs and activities, both public and private, that receive federal financial assistance.

    What that means for schools is that we are required to eliminate barriers that would prevent the student from participating fully in their educational program. And basically who is protected is anybody who has a physical or mental impairment that substantially limits one or more major life activities.

    Those can be like walking or seeing or breathing, et cetera. But for the school setting, the one that often comes up is learning: It could be speaking. It could be concentrating. Those are the major life activities that are limited. But it could be somebody who is wheelchair bound and doesn’t have mobility like everybody else and therefore they may require a wheelchair ramp.

    With a 504 plan, basically, the idea is to educate students as much as possible with non-disabled peers. So that’s [00:16:00] within the regular classroom.

    Examples of 504 supports are creating a wheelchair-accessible classroom for somebody who’s not able to be independently mobile. It could be that the child has ADHD and so they have a hard time focusing in the classroom when it comes to testing, especially, and they may need to go into a separate setting to take a test. It could be somebody just has a really slow processing speed and need extra time to complete assignments. It could be preferential seating for somebody who, ADHD may need to sit away from distractions or maybe somebody’s really highly anxious and so sitting near the teacher is high anxiety provoking. So they need to sit near the door where there is an escape.

    Those are the minor changes that children receive in their 504 plan. It could be also minor modifications like shortening assignments, like instead of having 20 problems to do for homework, that child may have 10. But it’s not really changing the expectations of the curriculum too much.

    Dr. Sharp: Got you.

    Zhanna: The main thing in terms of how we can work together and support children through the 504 processes is one, always begin with psychoeducation; the clinician knowing what that is and also educating parents.

    The qualification for a 504, having a diagnosis from a clinician and is actually quite helpful. So a child may get let’s say a diagnosis of generalized anxiety disorder and they can come to the school and present that diagnosis. It’s still up to the school to determine the level of impairment, but the diagnosis is the [00:18:00] documented impairment that they have. Does that make sense?

    Dr. Sharp:  It does. I wanted to ask about that because I’ve heard, fairly recently, maybe within the last year, that kids no longer have to have a diagnosis to qualify for a 504. Is that true?

    Zhanna: Yeah, they don’t necessarily need a diagnosis for a 504, but we do have a duty to demonstrate that a child has, or they don’t need to have a clinical diagnosis, but the school does have a duty to demonstrate that there is a physical or mental impairment that limits one or more major life activities.

    Dr. Sharp: So theoretically, if they did not have a diagnosis, a situation that comes up in my practice here and there is maybe a younger kiddo, I’m trying to think of a good example. They don’t quite reach the criteria for a learning disorder. Maybe their teacher is not reporting enough ADHD symptoms to make a formal diagnosis of ADHD, but it seems pretty clear that they’re having trouble in the school environment. It’s maybe just not to a clinical level. How can we then coach the parents to approach a 504?

    Zhanna: Well, the key pieces, both for 504 and IEP processes, a child has a disability and the disability is so severe that they’re not accessing their learning environment. So if they don’t meet criteria for a disability, then they wouldn’t necessarily need a 504 plan or special education services, but the schools do have something that I think most people aren’t familiar with, which is called a student success team. Have you ever heard of that? 

    Dr. Sharp: I’ve heard them. I’m not sure exactly what they do. 

    [00:20:00] Zhanna: In different states and different schools, it’s called something different. It could be called a child study team, but on my side, it’s called student success team. So I’ll refer to it as that.

    Basically, it is a group of individuals who get together and develop a support system for the student. For example, on my part of the student success team, I’m involved in that. We have an administrator involved. I have a counselor. I have a local community service provider who’s involved in that. We can invite other community service providers to the meeting. We have community liaisons there. We also invite the parent and the child, if they’re able to participate.

    What we do is we get together. It doesn’t matter diagnosis. No diagnosis has nothing to do with that. We get together and we talk about where the child’s at, what’s working, what are some of the interventions that teachers have tried to help them be successful and generate a list of other ideas that can be used to help the child.

    We do this through collaboration with one another and have a multidisciplinary team of individuals. And from there, we determine and make some recommendations. The recommendations could be like, if it’s mental health-related stuff, we could refer them to our local community mental health agency that we work very closely with.

    If we believe they need more intensive, targeted intervention, then that’s how they get into that reading support class. Or there’s another type. We have a wide range of different supports they can go in. Or it may lead to an evaluation for special education services or a 504 determination meeting.

    When working with parents, I think one of the best things to do is really advocate for them to advocate to meet with a student success team and figure out what’s going on because the teachers are at the table too. The parent can express their concerns and the teachers can see say what’s going on in the classroom for [00:22:00] them.

    Dr. Sharp: That makes sense. So is that a nice intermediate step or beginning step even? So if we see a kiddo and we’re like, they probably need some help here but not exactly sure which direction to go?

    Zhanna: Exactly.

    Dr. Sharp: So those exist at every school in some form or fashion? 

    Zhanna: They should. I believe the majority of schools do have them. The specific title might be slightly different.

    Dr. Sharp: Got you. Nice. Okay.

    Zhanna: It allows teachers to, our teachers, at least at my side, keep a lot of data. There’s a lot of reading and math data that they collect about how the student is doing. So they’re bringing that data to the table as well. So you can really get a starting understanding of what’s going on. 

    Dr. Sharp: That makes sense. Cool. I interrupted you way back when you were talking about 504 plans and needing a diagnosis. Anyway, let’s continue.

    Zhanna: I just want to go, because one of the things you wanted me to talk about is how to bring it back and how clinicians and schools can work together. If you’re assessing a child or if anybody is providing services to the child, and it seems like they’re not accessing their learning and they might benefit from a 504 plan, that diagnosis written down can definitely help the school team determine the impairment, and then they go ahead and determine the level of need at the school site.

    Dr. Sharp: Got you. I might be leaping ahead, but tell me to table this if we need to. In your experience, I know it’s hard to generalize, how do school personnel, I mean, how familiar are they with certain diagnoses and what that means in the educational environment, and how that might translate, if we diagnose a kid with generalized anxiety disorder, [00:24:00] for example? 

    Zhanna: The level of familiarity of school personnel is varied because there’s so many different individuals that work within our schools. Do general education teachers get training on mental health diagnoses? I don’t think they do. I could be wrong. I don’t want to misspeak.

    There are some diagnoses that they may have more familiarity with. Generalized anxiety disorder is one that comes up a lot. So they may have encountered it. It’s also just out in the media. We learn a lot about it. Especially the less common ones, they likely don’t know. And it’s really a good opportunity during that student success team meeting, which you can also attend, to educate the teachers and the entire school staff what that condition is and how it can impair someone’s functioning.

    Dr. Sharp: I got you. If we’re not invited to the student success team meeting, can we invite ourselves? 

    Zhanna: The parents can invite you.

    Dr. Sharp: Okay. Great.

    Zhanna: The parents always have the right to invite you to any of the meetings. 

    Dr. Sharp: Okay. Cool. I just wanted to make sure.

    That’s a common theme with anyone that I’ve talked to in the school environment on the podcast is, as a private clinician, we love to see you show up and be part of this process. Speaking for myself, I certainly don’t want to step on any toes or invite myself to things where I shouldn’t be, and so forth.

    Zhanna: Especially at my site, we really appreciate the perspective of the community or private clinicians that come in. We appreciate the mental health perspective and just knowing what are the services that [00:26:00] the child is receiving outside of school. 

    Dr. Sharp: Okay. That’s helpful. Great. As the parent or clinician, we’ve made this diagnosis, one thing that I really wrestle with is how much to firmly recommend an intervention at school, either an SST meeting or a 504 or an IEP. It seems like parents want a lot of direction with that, and I’m often, like, I’m not sure exactly what would be most helpful or what the school might do, but here’s how you at least get the ball rolling. So, I’m really curious about that and how you might advise talking with parents. 

    Zhanna: I think it starts, and I haven’t covered special education and IEPs quite yet, but it really starts with just having a thorough understanding of the difference between a 504 and what that provides for a child versus an IEP and what that provides for a child.

    Also being familiar with the schools in your community and what are the supports that they offer because then you’re better able to advise a parent on what to seek. But when in doubt and you’re just not sure, you’re working with a new community, referring to that student success team is your go-to, and really coming to the team meeting then and learning about all the supports that are available within this particular school site or district.

    Dr. Sharp: Got you. Okay. Let’s dive into the IEP- the Special Ed realm and that’ll be some groundwork, I think.

    Zhanna: Yeah, definitely. I talked about 504s and 504s are functional for general education. And then we have individuals with [00:28:00] disability education act, which is a federal law whose purpose is to ensure free and appropriate public education and services for children with disabilities. That’s the law that sets the foundation for special education in IEPs or individualized education plans.

    Basically, who’s protected by an IEP or by special education? It could be any child between the ages of 3 and 22 who qualifies for special education services and requires those supports to access their learning environment.

    Just so you know, school districts, we have an affirmative of duty to locate and identify children in need of special education services; that includes children who attend our public schools as well as those kids who don’t. That’s our child find obligation. There are certain students who are very disabled and we find that they don’t attend school at all, and we have to seek out and find those students and offer them support.

    Dr. Sharp: Does that include homeschool students?

    Zhanna: Yes. If it’s a homeschool and it’s not part of another public school, because we sometimes run into that where I live, but if it’s a private type of homeschool, then yes. 

    Dr. Sharp: Okay. Can you talk about that a little more when you say a private homeschool versus the…?

    Zhanna: Sometimes public schools have a homeschool component.

    Dr. Sharp: Oh, I see. 

    Zhanna: So then if a child is enrolled in a public school but is receiving their education at home, then that particular public school is responsible for whatever supports a child needs. But if it’s a private homeschool, or they’re not even enrolled in a school, they’re just homeschooling, then they would fall [00:30:00] under this child find law. 

    Dr. Sharp: Got you. Fair enough. Just out of curiosity. How do you become aware of those kids needing services if they’re homeschooled and their parents don’t reach out or let you know somehow?

    Zhanna: That’s a really good question. We make our best effort to reach out to pediatricians in the area, especially for the kiddos who are younger. They’re familiar with our school sites. We send out pamphlets about what we offer and what Child Find is. Sometimes it’s very random and through word of mouth and you hear about a child. Or sometimes even a neighbor calls and they’re like, there’s this kid and they’re at home and they look like they’re struggling. So it could be through those kinds of means. 

    Dr. Sharp: Got you. Fair enough.

    Zhanna: But the pediatricians and doctors are your go-to if parents are going to. And this is why psychoeducation for the medical staff is also really important. 

    Dr. Sharp: Sure. Nice. 

    Zhanna: In terms of qualification for special education services, what’s required is a multidisciplinary evaluation that examines the child’s disability. We have to assess all areas of suspected disability. After we complete the evaluation, we get together at an IEP meeting and as a team determines three things:

    1) Does the child show a disability as it’s defined by the California education?

    2) Does the disability have a significant adverse academic impact? And if so,

    3) Do they require specially designated instruction, i.e. special education services to access their learning?

    [00:32:00] At that team, we make an eligibility. As a school psychologist, I do the majority of the evaluation and I make a recommendation to the team, but ultimately the final determination of eligibility need is made by the IEP team. And then we, as a team, create the individualized education plan. Always in the back of our minds is how can we best serve this child in the least restrictive environment. 

    Dr. Sharp: What does that mean exactly? I hear that term all the time. What is least restrictive environment? 

    Zhanna: The least restrictive environment for any child in a school is 100% of their time in general education. That means you’re being taught along with your typical peers and you’re in there 100% of the time. And so, when a child has a 504 plan, typically, they’re in general education 100% of the time.

    When we start getting into the special education realm and the special education services, that’s where they are receiving a certain number of minutes per day away from their typical peers. That may be a pullout service where a child goes and works with a teacher for a certain number of minutes. At the middle school setting, it could be a whole period. So if you have a deficit in math and it’s so severe that you can’t be in general ed math, then you go into a special education math class.

    The most restrictive environment a child can be in is special education 100% of the day.

    Dr. Sharp: I see. Thanks.

    Zhanna: One of the things that I want to hit on is the difference between special education eligibility and the DSM diagnosis.

    Basically, when we look at special education eligibility, we do not use the DSM manual. [00:34:00] We rely on the California education code, or I’m sorry, just the education code. I rely on California education code, but that’s very similar to the federal education code, to determine whether a student meets the criteria for a disability.

    So, if a child has, for example, say a diagnosis, we’ll speak to generalized anxiety disorder, and it’s so severe that we’re assessing for special education services, the eligibility criteria I’d be looking at would be emotional disturbance. And that’s what it’s called in California. In some states, I believe it’s called emotional behavioral disorder, and I’ve seen emotional disability, but here in California, it’s emotional disturbance. And I may also look at other health impairment because they have a hard time with their ability to attend to their learning environment, their strength and vitality, and it’s explained by a health condition. Does that make sense? 

    Dr. Sharp: It does because I’m familiar with the classifications. Admittedly, I don’t know how you, well, let me back up. In our state at least, or in our district, I’ll put it that way, and the neighboring district, we run into a lot of conflict between what is an emotional disability versus other health impairment. Because at least around here, that difference seems to play a big role in how kids are treated and stigma and whatnot. So I’m less clear on how you make that distinction between an emotional disability or disturbance and an other health impairment. If you can speak to that.

    Zhanna: Well, there’s a lot of overlap, at times, not always, but in some cases, there’s a good amount of overlap. One of the things I want to point out, at least what happens where I work, I can’t speak to everywhere, is we don’t have categorical placement. Our students, when they qualify for [00:36:00] a special education service, regardless of the category, can get the support and the services they need based on their needs. It’s not based on their disability criteria.

    So there really shouldn’t be a difference in services. It’s all contingent on where they’re at. In terms of stigma, of course, we don’t want there to be a stigma, but I can’t speak to each person’s perception of what they think. 

    Other health impairment, the criteria is actually, let me just pull it up so I don’t misspeak.

    Dr. Sharp: Of course.

    Zhanna: When we look at other health impairments, we look at whether the student has limited strength, vitality, or alertness including a heightened alertness to environmental stimuli that’s occurring because of some kind of chronic or acute health problem.

    Let’s say we take somebody who has anxiety and that anxiety manifests as they are sitting in the classroom and they just don’t have the strength to be there. Or they’re really school-avoidant. They don’t have the vitality. They’re so stressed out and nervous, but it’s more of an internalizing type of nervousness that they’re not accessing their learning. In that case, I would strongly consider the other health impairment criteria.

    But when we get into the emotional disturbance criteria, what we’re looking at is, you’re looking at a variety of characteristics that have occurred over a long period of time to mark degree and adversely affect a child’s educational performance.

    That includes an inability to learn that can’t be explained by intellectual health or sensory [00:38:00] factors. So that means they’re falling apart in school, they’re not doing well, and there’s not a cognitive or a processing or a health reason for it. It could be that they have an inability to build or maintain satisfactory in or personal relations with peers and teachers. It could be inappropriate types of behaviors or feelings under normal circumstances.

    In that case, I’m looking at if someone has a lot of suicidality; they’re engaging in suicidal ideation or have engaged in an attempt to take their lives, are they externalizing to the point where they’re a danger to themselves or others? That might fall in that category.

    The next one is having a general pervasive mood of unhappiness or depression. So anytime a child has a diagnosis of anything to do with depression, we have to look at emotional disturbance because of the way the criteria reads.

    And then the last one is a tendency to develop physical symptoms or fears associated with personal and school problems. Students with anxiety, we have to examine that part of the emotional disturbance category. 

    Dr. Sharp: Okay. That’s helpful to make that distinction.

    Zhanna: Yeah.

    Dr. Sharp: Cool.

    Zhanna: It’s really contingent. The difference is contingent of how their symptoms have their behavior manifests itself within the school setting. 

    Dr. Sharp: Yeah. I think that’s the tricky part. That’s where I don’t envy y’all’s positions is trying to make those distinctions between when an emotional issue is somehow independent of cognition and health. That seems really hard. 

    Zhanna: Yeah. We’re always looking at that and making a determination. And also, one of the things… The key piece about school-based services is the disability needs to have a significant adverse impact on a child’s educational functioning.

    There are many children [00:40:00] who have clinical diagnoses and are falling apart at home and they come to school and they really do a great job of keeping it together because the environment is really different. School can be a lot more structured. There are a variety of different opportunities for them. And so sometimes children with different diagnoses don’t even need 504 special education services if they’re doing really well in school. 

    Dr. Sharp: Yeah, definitely run into that. That’s very interesting.

    I seem to run into that most with autism oddly where kids, or maybe you see this a lot too, but kids are clearly on the spectrum but they’re doing fine at school. Like maybe they’re relatively high functioning. They get good grades. They have 1 or 2 other quirky friends. And so it’s not super obvious. They’re not disruptive and then they end up without… it’s not like they’re not getting that educational classification. 

    Zhanna: I think when we look at what a significant adverse academic impact is, we shouldn’t be looking just at a child’s grades.

    So grades are one thing that we look at: how they’re doing in the classroom, testing, homework, and how they’re performing on say tests and grades, but we should also be looking at their social functioning; how they’re functioning socially, along with peers, with adults, in the overall classroom, and as well as their emotional functioning; their emotion regulation, whether they’re internalizing their emotion, externalizing their emotions. We should be looking at all of those factors when we determine adverse educational impact. 

    Dr. Sharp: Yeah, of course.

    Zhanna: And something else, something you mentioned. There are kids on the spectrum who are really high functioning, they have a group of friends and they’re doing socially okay. They may not need special education services. But that doesn’t mean that there’s not a general education [00:42:00] social skills group that they can’t access. At my side, our counselors run general education social skills groups, and they run them at times where the kids are not missing a lot of academic instruction because that child might be so high functioning.  It’s really important for them to stay in class. But there’s definitely opportunities for children to get support in schools without special education. 

    Dr. Sharp: I’m glad that you keep coming back to that. That’s such a good point that it’s not an all-or-nothing kind of deal.

    Zhanna: Exactly. 

    Dr. Sharp: Cool. So when parents, actually a follow up to that, when parents are maybe requesting those services, and that’s a question in itself, can they request them? Can we send a parent from our office and say, go in and see if they just have a general ed social skills group? Can parents initiate that process?

    Zhanna: Absolutely. I’m at the middle school level, so we have grade-level counselors. Elementary might be somebody else. But they definitely should talk to the school staff and figure out what supports are available for their kids on their campus. With us, it’s the counselors who are in charge of those types of social-emotional interventions. 

    Dr. Sharp: Nice. Can I ask you to dial way back and clarify the difference between a 504 and an IEP in a very practical sense? What would we see? I think you outline 504 pretty well. What would we see on an IEP that’s different from a 504 plan in terms of intervention?

    Zhanna: 504 is accommodations and modifications. The child is in general education 100% of the time and the teacher is making some slight adjustments to help the child [00:44:00] access to learning environment.

    When you get to an IEP, it’s a change in content delivery or methodology. So the child is not receiving the same type of education as their typical peers. They might be in a different setting. They might be getting differentiated instruction. It may be moving at a slower pace. But it’s contingent on their disability and their needs. So they would not be in general education 100% of the time.

    Dr. Sharp: Got you.

    Zhanna: Sometimes, the special education services like speech services, some kids have a speech impairment and they need speech services or some children need psychological services, but then they’re pulled out of general education to receive those special education services.

    Dr. Sharp: Okay. Thank you. Some people may be really familiar with this, but I just want to try to define things as best as possible. 

    Zhanna: Absolutely. 

    Dr. Sharp: All right. Let’s see. You said something just a bit ago that I wanted to really follow up on. And that piece was determination of eligibility for special education. You framed it in the context of y’all doing the evaluation at school. So where does a private evaluation fit into that process because this happens a lot in my practice? 

    Zhanna: Regardless of whether a child has had a private evaluation, for special education purposes, we need to conduct our own evaluation. The law basically states that we need to consider the private evaluation, but we don’t have to use it. We don’t have to go with a recommendations. We just need to [00:46:00] consider them.

    Sometimes when a child has had a private evaluation and it’s super recent and they just did a cognitive and I trust the clinician, I say, okay, I don’t need to give them a cognitive because here are the scores. I’ll rely on that person’s. But regardless, we still have to do our own comprehensive assessments. And that’s not the case with 504 though. So your documentation and evaluation can be used as evidence of a disability for the 504 plan.

    Dr. Sharp: That’s fair. So even if a kid does a pretty thorough private evaluation, you still have to do some amount of assessment at the school?

    Zhanna: Yeah. What constitutes assessment is different for different people, but yeah, we still need to conduct our own multidisciplinary evaluation. 

    Dr. Sharp: I understand that. I see. That’s one thing that folks get stuck on sometimes is the consideration versus use, I think of a private evaluation. A lot of parents come our direction and want to get an evaluation to take to the school, but it’s not an imperative that the school will incorporate all those things by any means.

    Zhanna: Yeah. With the providers in our community that do private assessments, some parents still choose to pursue a private evaluation and that’s their right. Things that help is when the recommendation:

    One, if the private assessor has gone to the school, has gathered teacher feedback and has really observed in the classroom, then their recommendations end up being more targeted and really valuable. I’ve seen private evaluations and they’ve given 5 or 6 really solid recommendations, and I’ve looked at them and thought, [00:48:00] these are very appropriate for the child.

    But I’ve also seen private evaluations and they give six pages of every accommodation known to man that could be there. And so as a school, we have to consider them, but the child may not really require all those accommodations. In some cases, I’ve seen evaluations and in my head I’m like, “You just listed any kind of accommodation you can think of, or intervention you can think of.”

    So when they’re targeted, when they’re specific, and when there’s a feasible amount, the school will be more likely to implement them.

    Dr. Sharp: Got you. That sounds good. That’s a theme with all the school folks I spoke to. I talked with the School Psyched host, and that was one thing that really jumped out. They said, just make targeted recommendations. Don’t do a shot approach. And try to make sure that these are realistic and actually valuable.

    Zhanna: Exactly. And really a way to see if they’re realistic is to come in and observe within the school setting to know what the classroom looks like, what the environment looks like, how the child compares to a random peer in the room are random peers. By seeing that, you’re able to give valuable insights. 

    Dr. Sharp: Yes. That totally makes sense. Thanks. So let’s see, we figured out 504 versus IEP role of the private evaluation. What else can we cover that is important in this process? There’s certainly that advocacy piece and helping. For me, coaching parents through that process and how to help them and everything.

    Zhanna: I think [00:50:00] that’s so important that you brought that up because when we as clinicians can educate the parents of what’s available, how to advocate for their child themselves, we’re really giving them a lot of tools and promoting independence. And that may be you coming with them to a meeting, but really having the parent take the stage and speak for themselves really gives them a lot of power as opposed to us as private clinicians speaking for them. Because what happens is once you’re no longer there, if they don’t have the tools themselves, then they don’t know what to do. 

    Dr. Sharp: Sure. I think you’re right on. So the education piece is huge. This I think is helpful. And a lot of clinicians are pretty knowledgeable as well.

    Zhanna: Yeah. I’m going to send you a handout from the National Association of School Psychologists that you can post. That is a tool for parents to understand and navigate the special education process. 

    Dr. Sharp: That’s great. We can definitely post that as well in the show notes and have that as a download.

    Zhanna: Great.

    Dr. Sharp: I run into a lot of parents who granted, I don’t know the other side of these stories, but they certainly have the perception that the school is not being helpful. They’re running into a brick wall. They can’t get what they’re looking for. How could we navigate those situations diplomatically and effectively?

    Zhanna: That’s a really good question. Obviously, it depends on what the parent is asking for, but I would say the key pieces is to put everything in writing. In special education we say, for us, if it’s not in writing, it didn’t happen. And that’s for me. I [00:52:00] need to write down and document every phone call I make, every response to a parent, everything I do, because there are certain things that come into place legally with special education. The same thing goes both ways.

    So if parents are requesting a meeting, whether it’s a 504 meeting or a student success team meeting or requesting a special education evaluation, put the request in writing and deliver it to certain individuals that are knowledgeable in that area. For 504 maybe the 504 coordinator could be the principal at the school. Whoever is the professional overseeing that area. So that’s one thing.

    I could give you more advice if you give me specific information about what roadblock they’re hitting. 

    Dr. Sharp: Well, let’s see. So hypothetical that comes up fairly frequently is parent has, let’s say they’ve requested a special education evaluation, the school has considered that but declined to evaluate, and then they end up privately and we find something. Let’s just say it’s ADHD. Then they go back to the school and they’re having trouble moving forward with a 504 plan. 

    Zhanna: In this case, they’re requesting a 504 plan meeting and the school is denying them that meeting?

    Dr. Sharp: Yeah. Let’s say that.

    Zhanna:  Okay. In that case, certain protections come in place where the parents can ask for mediation or due process. Each state and each school is going to have specific criteria of how to do that based on whether it’s 504 special [00:54:00] education.

    But going back to collaboration and collaborative problem solving, if they could get back to the table and talk about how to best support the child, what’s going on, express their concerns and the school is still saying no and the parents are still in disagreement, then you evoke some of those, what’s the word I’m looking for, dispute strategies. We’re always looking for…

    The go-to before you go anywhere before you start saying I’m getting an attorney or I’m getting my advocate is try to do some dispute resolution. Try to get to the table. Try to talk about what the parents are seeing at home and also hearing what the teachers are seeing at school because if the school is denying the child special education and 504, is it possible that the child doesn’t need it at school?

    Dr. Sharp: Yeah, it’s very possible.

    Zhanna: And if they do need it in school and the school is denying them, then that’s something completely different. 

    Dr. Sharp: Sure. Maybe that’s the question to think about is maybe we have data. There’s a difference of opinion. The school is saying, we don’t think the kid needs anything, but then let’s just complicate it a little further, but the teacher checklist that we give out in private evaluation come back pretty elevated. And we’re like, what’s that about? 

    Zhanna: That’s what I’m thinking. If this teacher checklist like the Conners or the BASC is coming out elevated, clearly the school is seeing a need. So how can they say there isn’t a need? But if the teacher checklist is coming out as no concerns and the concerns are at home, like for ADHD, [00:56:00] how is it occurring in two different settings? 

    Dr. Sharp: That’s a good question. 

    Zhanna: Ultimately, at least in my experience, if the teachers are endorsing a lot of concerns and they’re coming out elevated for ADHD and they’re not doing well, and they have a diagnosis, oftentimes they do require some support to access their learning.

    Dr. Sharp: Right. You would think. In our district, there’s a district employee who is a parent advocate. Do y’all have a similar thing or similar position? 

    Zhanna: District employee who’s a parent advocate? A community liaison is what we would call it here.

    Dr. Sharp: Okay. I would imagine that a lot of districts have something similar where the parent can have some extra support but it’s not like bringing in an advocate or an attorney where it can get a little more adversarial. Hopefully, there’s someone in the district that parents can connect with that can play both sides equally.

    Zhanna: Well, we have what we call alternative dispute resolution, and that’s a process to discuss concern and have a neutral party address the concerns. It’s actually not a district employee. It’s an employee of our local education plan agency. They’re outside of the district so they’re really actually neutral altogether.

    Dr. Sharp: That’s fantastic. 

    Zhanna: And there’s also nothing wrong with bringing advocates to meetings. They’re an advocate to help you navigate these really complicated resources. I sit in meetings with advocates all the time. As long as they’re engaging in collaborative advocacy, as long as they’re respectful to school staff, then we’re all going to work together towards a common goal. It’s when it gets adversarial and [00:58:00] there’s name calling and people are losing their tempers, that’s where the meeting terminates and you need to reconvene. 

    Dr. Sharp: Sure. Anything we can do to avoid that? 

    Zhanna: Yeah.

    Dr. Sharp: I wanted to at least touch on a little bit the idea of school and community provider collaboration. I’m not sure what kind of work you have done with that, but I would love to hear about it because I think a lot of us would love to do more work with the schools and have more of a partnership. I’m curious what that looks like for you. 

    Zhanna: We, at my side are really into developing collaborative partnerships with the agencies in our community. They’re pivotal to the success of our students. We have professionals from different agencies come to our staff meetings and present on different topics that may be relevant.

    For example, one that was recently presented to us was about trauma and how trauma manifests itself as behavior in schools. It can look like attention issues but the root causes trauma. And that was really meaningful for teachers. I was part of the meeting, but it was really for teachers and other school staff. And they really got to look at it from a different lens, a lens they’re not really used to. So things like that are pivotal.

    We work with an agency in our community that does substance abuse counseling. And so, if children get caught with substances on campus, or if they’re heavy users, even if they’re not getting caught, we can refer them to this local agency. And then they provide a certain number of hours of counseling. How we know about it is because these agencies come in, [01:00:00] they talk to us and they present to our staff.

    We have another local agency that we work with that has to do with grief. And so, if somebody has recently lost a close, either a family member or a friend or whatever that may be, they’re available right there in the community to provide grief counseling.

    This trauma work, the substance use work, the grief, even psychosis, you had a guest talking about psychosis, and nearby UCLA, there’s a prodromal system of support. Children who are showing prodromal symptoms, they can reach out to this agency in our community over at UCLA. 

    So these are the supports that we as school-based professionals is just not our area of expertise. And also, it’s a good idea for our students to get these services maybe right after school, later in the evening, not during the school day.

    Actually, for the kids who are really falling apart, we have a community agency- a hospital we partner with. Their clinicians come onto our campus and they provide counseling services to those students on our campus. We have an agreement with them. I believe we pay them. The educational impact needs to be there because it’s a big deal for a child to miss an hour of class to go get mental health services during the day.

    That’s a kind of collaboration I’m talking about that I like to see with our community. We have close relationships with these providers. Something to keep in mind and always get ahead of is get releases of information signed when you see a parent because sometimes it could be so hard to track a parent down later and you might all be providing services, but you just can’t communicate with each other. [01:02:00] So that release of information is pivotal.

    As private providers, asking to see the psychoeducational evaluations that were completed. Special education IEP can also give you a lot of insight into the child’s needs. Coming to 504 student success team meetings and IEP meetings is really important. And just sharing with us.

    If a private provider does come to the meeting, I have some tips. I just presented on this the other day. But basically, when you come in, introduce yourself, and provide information of how you know the child and how long you’ve been working with them. 

    Beforehand, discuss with a parent what sensitive information they’re comfortable with you sharing because you may know a lot of sensitive information, and the parents may not want you to share it all, but if you’re at the meeting and you indicate you know something and then you’re like but I can’t share that with you, you really don’t seem like a team member. So just figure that out in advance and if you can’t share it, just don’t bring it up.

    Dr. Sharp: That’s a good idea.

    Zhanna: Just provide some general information about the child’s mental health, what their diagnosis is, and if you’re seeing them for services, how they’re making progress with you or lack of progress. If there’s a lot of discussion about the child’s behavior and you think that behavior may be a function of their disability, it’s very appropriate for you to talk about that. Discuss it. 

    Like the child may be losing their cool and running out of their classroom, but they may have a diagnosis of anxiety and their anxiety is getting so high that that’s maybe why they’re running out. And so offer that perspective because it will allow the school staff to look at the child from just another perspective, another lens.

    Dr. Sharp: Sure. [01:04:00] This is great.

    Zhanna: I would say other things, get familiar with, I already mentioned this earlier, but familiarize yourself with the school community, what services are offered, but understand that when you’re coming into the school as a mental health provider or private assessor, you’re usually there to talk about the child’s mental health. And it’s really important to let the school offer the services. You may ask about certain services. You may ask the school to speak about, can you talk about this special education class and what it looks like. But the offer of a free and appropriate public education really needs to come from the school.

    Zhanna: Got you. Important to know. Very cool. Can I backtrack and ask?

    Zhanna: Yeah.

    Zhanna: All those ways that you talked about collaborating with community folks was really remarkable. I found myself thinking I would like to be doing that with some of the schools around here. So did y’all reach out to the community practitioners or did they reach out to you? How can we facilitate some of that? I think there’s a lot of opportunity there. 

    Zhanna: I think it goes both ways. Some of those relationships have been in place before I got here. Some of them have been… I’m a member of the community I work in so just knowing people in the key stakeholders in the community is helpful. The longer you’re around, the more people you end up knowing.

    But a lot of individuals reach out to us. And the way they start is like, Hey, here’s some information for you about what we offer. I get information about like social skills groups that somebody locally might be offering. Well, I could pass that information on to the parents. Or some agencies reach out and say, Hey, can I come present [01:06:00] to your staff about this topic?

    So we’re always looking for different professional development opportunities. Those are good ways to reach out. And then one thing we didn’t talk about is independent educational evaluations. Are you familiar with what that is? 

    Dr. Sharp: Yeah. I’ve done a few of those. I’d love to hear anything you have to say about it.  

    Zhanna: There are times when schools will pay private clinicians to conduct independent educational evaluations. There may be all sorts of reasons for that. I won’t go into that. But the way to get onto the list of providers that we may recommend for an independent educational evaluation is to really develop these collaborative relationships with schools.

    So being part of IEPs, collaborating, being part of the process, being a part of looking for the solution to ultimately help the child, but doing it in a way that’s professional and collaborative versus adversarial will help schools refer the children to you. 

    Dr. Sharp: It comes back to relationships. That’s a theme throughout our podcast as well. So just doing good work, making yourself known, getting to the school, being kind, all those things. Just fostering relationships. 

    Zhanna: Exactly. Relationships are key. 

    Dr. Sharp: Yeah. This’s been great. My gosh, our time is flying. For anyone who might be curious about resources around these topics, where to learn more about special ed or collaborating with schools, do you have any thoughts or ideas around those kinds of resources? 

    Zhanna: Yeah. Two good resources because there’s a lot of information online. You could do a Google search and you’ll get all sorts of information, but the accuracy of the information is questionable.

    [01:08:00] Understood.org is a great resource for people to use. I actually look at it for information myself and sometimes pull handouts for families from there because it helps with all sorts of stuff, but as well as navigating the school system in layman’s terms, but it’s accurate layman’s terms.

    Wrightslaw is a good one. I believe that Wrightslaw is good, but it’s not as simple. It may be a little bit more complicated to navigate than understood.org. There’s a lot of valuable information for professionals there. 

    Dr. Sharp: Yeah, it’s a little clunkier, a little less user-friendly.

    Zhanna:  Yeah, exactly. But for us who want more thorough information, it is a good resource to go to. 

    Dr. Sharp: Great. And if people want to reach out and get ahold of you for any reason to follow up or learn more about your app or whatever it may be, what’s the best way to reach you?

    Zhanna: Would you like to post my email maybe?

    Dr. Sharp: If that’s the best way to get in touch with you and you’re okay with that, I can do that. If there’s another way, I’m happy to put that as well.

    Zhanna: Well, the website for my app is behaviormadeeasy.com and it’s available for both Apple and Android devices if people are interested in checking it out. We can post my email. That’s fine. I’ll give that to you to share. 

    Dr. Sharp: Okay, great. We can get that offline and I’ll make sure and put it in the show notes.

    Zhanna: Yeah.

    Dr. Sharp: Awesome. Well, this has been great. Thank you for doing a deep dive into these special education topics. It’s nice to have all this information laid out pretty clearly for those of us that work with schools. 

    Zhanna: Thank you for having me.

    [01:10:00] Dr. Sharp: Hey everyone. Thanks for tuning in to my conversation with Zhanna Shekhtmeyster. As you can tell, Zhanna has a lot to say, and a lot of knowledge around the topics of school integration, services in the schools and advocacy in the schools. I hope you enjoyed it. Definitely check out her app- Behavior Observation Made Easy. It’s great. For any of you who do school observations, I think it can be a really useful tool. Pretty cool. Again, that’s in the show notes. So check that out.

    If you have not subscribed to the podcast, I would love for you to do that. You can do that easily in whatever app you’re listening to the podcast. It should be a big subscribe button. In Spotify, I think it’s follow. So check that out and do that if you could. And if you would like to leave a rating or a review, that always helps as well. So thank you for that.

    All right, stay tuned. If you do subscribe, you will make sure not to miss any of the upcoming episodes. There are some good ones. I’ve had a really good run of interviews lately, and there are just more to come. So thanks for listening. Catch you next time.

    Click here to listen instead!

  • 97 Transcript

    [00:00:00]Dr. Sharp: Hey, y’all. This is Dr. Jeremy Sharp, and this is The Testing Psychologist podcast; the podcast where we talk all about the business and practice of psychological and neuropsychological assessment.

    Hey, I’m glad to have you here. I’m also glad to have my guest today, Kat Love. I met Kat back over the summer at the Group Practice Owner’s Summit, and just had a great time speaking with Kat about life, business, and all sorts of things. 

    Kat is an incredible resource for the therapeutic community or the mental health community. Kat’s specialty in web design and web copy are resources that a lot of us need. The companies that they maintain are Empathysites and Empathycopy. You can probably get from those names what they do, but as I said, Kat specializes in building done-for-you websites and helping mental health professionals write compelling copy on their [00:01:00] websites.

    Kat has an amazing story. We get into that a bit on the podcast. They are very open about being a sexual assault survivor, attending therapy and how transformative and powerful that therapeutic experience was, and how going through that experience led Kat to develop the business that they have today to give back to the therapeutic community for the services that they received over the years. So I hope you enjoy this.

    We talk about all things websites from the nuts and bolts to some of the more nuanced details about copy and photos and pages and so forth. So stay tuned and enjoy.

    Without further ado, my interview with Kat Love.

    [00:02:00] Hey y’all, welcome back to another episode of The Testing Psychologist podcast. I’m Dr. Jeremy Sharp. Thanks again for joining us today. This is the first business episode that we’ve had in quite a while. So I’m excited about that. I’m really excited to have my guest, Kat Love on the podcast today. Kat and I met back in July at the Group Practice Owner’s Summit in Chicago and had a lot of great conversations over those few days. She gave a talk at that conference that was raved about, so I thought I should probably have her on the show to talk about some of these things.

    Kat, welcome to the podcast.

    Kat: Thank you so much for having me. 

    Dr. Sharp: Well, thanks for making the time. What people don’t know is that you are over in [00:03:00] Greece, right? So we have a little bit of a scheduling thing to work out, but it worked out and here we are. I appreciate that you’re talking to me in the evening when I would be falling asleep probably.

    Kat: Yeah. 

    Dr. Sharp: Thanks for that. I would love to dive into it. You do a lot of things. Websites are your thing at this point like people heard in the intro, but I would love to hear just for you to talk about what you’re up to these days, your website business, and how you got here, all that sort of stuff. So, I’ll turn it over to you. 

    Kat: Awesome. I started doing therapist websites about 4 or 5 years ago. I decided to specialize in therapist websites because I’m a sexual abuse survivor and therapists really helped me heal from that [00:04:00] and are still helping me heal from that, I will admit. I will share anyway that I am still doing EMDR right now, and it’s amazing. And so I’m continuously grateful to the work that therapists do with people like me and people that aren’t like me, all of the different types of people that have different mental health challenges that they’re working through. It’s just such important work. Thank you for doing what you do. 

    Dr. Sharp: Well, I think it’s amazing that you actually took that experience, did something with it, and now you are giving back in a way, which is a funny thing to think about, giving back to the therapist community, but that’s really inspiring, right?

    Kat: Yeah, it inspires me every day and makes me so passionate about what I do. I’ve thought of other niches that I could have, and I’m just like, no, why would I work with someone that [00:05:00] doesn’t do work that I’m absolutely thrilled by? It’s just so important. 

    Dr. Sharp: That’s super cool. Do you find that that motivates you more or in a different way? We always talk about living your passion and all that kind of stuff, but do you find that having that underlying experience with therapists is what keeps you going day to day?

    Kat: Completely. I’m working on a really large website migration right now. So I’m taking content from a Wix website and I’m up-leveling their site, making it professional level. And this therapist has grown a practice around bipolar, trauma, and bereavement for children. I’m going through this content, and it’s a little bit of a painstaking process because [00:06:00] Wix is very unfriendly to migrations. You have to basically copy and paste things. Well, I’m doing a lot of…

    Dr. Sharp: Are you kidding?

    Kat: No.

    Dr. Sharp: Geez. Okay.

    Kat: I’m doing a lot of copy and paste, but in that process, I’m skimming over a lot of the content as I go, and the whole process I’m like, wow, this is so important. This is the information that people need in order to live life. I don’t even think that it’s about optimizing life. I think sometimes it’s about having a life at all. 

    Dr. Sharp: Yeah, I totally agree with you, biased, of course, being a mental health practitioner, but I totally agree. I think that it’s an integral part of living. Having done EMDR myself here over the past several months for the first time, I’m with you on that. It’s pretty remarkable. It is amazing.

    Kat: I’m starting a fan club. So [00:07:00] #EMDRfanclub. Post all your stories on Instagram with the hashtag.

    Dr. Sharp: You heard it here first.

    Kat: No, I’m not actually doing that, but that would be pretty cool. 

    Dr. Sharp: It would be cool. Nice.

    Well, that’s one of the things that really drew me to you because there are some others in this space of therapist websites, but that’s something like your story, and you’ve been very outspoken about the role of therapists in your life and how that influences your work. That’s drawn me to you much more than some of the others. I think that’s really cool.

    For those who don’t know, maybe we back out and zoom out a little bit. Can you talk about your business; what it is and what y’all do exactly? 

    Kat: I actually have two ways that I help therapists right now. One is Empathysites, which is my website design and care solution. We [00:08:00] build sites and then we launch them and we care for them ongoing including unlimited ongoing assistance.

    My other solution is one that you can use before you come to Empathysites because what I’ve noticed over the years of doing website design is a lot of therapists struggle with writing their websites as well. And so I have a tool called Empathycopy. It’s a separate service so you don’t necessarily have to use Empathysitess afterward. It’s open to anyone using any type of website solution. It’s a tool that helps you write your website. 

    Dr. Sharp: Oh, that’s incredible. Well, that’s a good segue too because we’re going to talk a lot about copy here today and what should be on a website. So that’s cool. Did you develop those in tandem or is Empathycopy newer or older or what? I’m less familiar with that actually.

    Kat: Empathycopy is newer. It was [00:09:00] developed out of actually some tools that I’ve developed and was using or giving out for free, basically. So I actually still have a free tool on empathysites.com. It’s a blog post idea generator. The generator is basically just four fields that you fill in. It’ll ask you a question like, who’s your ideal client? And you can put like LGBT people or women or something like that. And then it asks you four of these very basic types of questions. You press a generate button and it will generate over 30 ideas for content that you can put on your blog or anywhere. You could also use it for microblogging in social media and stuff like that as well.

    Based off of that concept, I started making generators that were for bigger pieces of content besides little 5 words or 6-word ideas, and it just grew and [00:10:00] grew, and it was so popular that I turned it into a full-blown service.

    Dr. Sharp: That’s awesome. I have seen the blog idea generator. It makes me want to ask right out of the gate going off script, is blogging still important? I feel like this is a 2013 thing that isn’t there anymore, but maybe I’m totally wrong. Is blogging still important for people on their websites?

    Kat: Yeah.

    Dr. Sharp: Okay.

    Kat: I don’t know. The reason that I hesitate or say it like that is because it depends on what you’re doing. I think that all digital marketing relies on content marketing. Blogging is one form of content marketing. So you don’t need to necessarily blog, but you will need to create content in some way and do outreach on that content in some way no matter what [00:11:00] digital marketing you’re doing.

    Community marketing is a whole other story. If you’re going and knocking on doctor’s office stores and giving them donuts, obviously you’re not going to need to write a blog post about that. But for digital marketing, it’s all going to be content even if you’re looking at outbound, which is stuff like ads like Google ads or something like that. You need to have written content for that. And so all of that is the written word and can benefit from blogs if you’re going to send people to your website too. 

    Dr. Sharp: Sure. A lot of this stuff is going to be naive on my part. I’ll just put that disclaimer out there. Feel free to fact-check me if I say anything silly. For me, it really started out as blogging was a way to boost SEO, search engine optimization, so people can find your website, and generating fresh content is supposed to be important, [00:12:00] but the way you describe it, it’s almost like, yeah, that can be a piece of it, but it’s more just when people come to your site, they need something valuable when they get there. They have to have something they can connect with and blog posts can be part of that. But I could be totally off with that.

    Kat: No, you’re pretty spot on. I think that it really all depends on your goals. So you would want to start with figuring out what your goals are for your website and fit your website into a larger strategy for blogging to be even considered as something that might reach those goals. I think a lot of therapists will do things in reverse. They’ll think of tactics and start implementing tactics before they even have a strategy. And so, they’re spinning their wheels and they’re [00:13:00] doing things that can do something, but without that overarching strategy that can plan out the why behind what you’re doing and then be able to set goals and measure results. With all of that stuff missing, it makes it hard to justify any marketing tactic at all. 

    Dr. Sharp: That’s such a good point. I’m so glad that you’re saying this right now. I think people do that. People say, I need a website. I’ve got to put a website together. I need to write an about page somehow. I need to blog. I need to run ads. It ends up being a shotgun approach that may or may not be helpful. Who knows if they’re measuring any outcomes related to that? So super important.

    When you say just having a strategy for what you want your website to do, what are the options there for [00:14:00] people who are maybe just getting started or maybe are thinking like my website’s not working for me? What do websites do? What are the options for someone to consider?

    Kat: Well, I do think that most, if not all therapists’ practices, do need to have a basic website. I would say that if there’s a base level, you need to have a website and that website needs to share who you are and how you help so that at least when people Google you or referral sources are Googling you, there’s something that’s a professional presence on the internet because people will Google you.

    Dr. Sharp: I’m with you. So what do you say to the person who’s like, I’m full, I get a lot of word-of-mouth referrals, my practice is thriving and I don’t have a website, do I need one?

    [00:15:00]Kat: It depends on your goals. 

    Dr. Sharp: Okay. There we go.

    Kat: I keep saying that over and over. There have been cases of people that have said that to me. They tend to be extroverts. They tend to be very good at social and community level marketing where they’re getting in front of people doing talks, they’re taking out doctors for coffee. They’re just really good at that in-person, community-level stuff. And so, once they get to a place where they have referral sources that are very rich with referrals and are sending them in a consistent way, they may feel like, oh, well, I don’t need to do digital marketing. I don’t even need any of that at all.

    One warning that I would say is that I have seen some of these types of practices not being able to sustain that for years and years over time. I’ve had practices that did not modernize with the times, and then [00:16:00] 10 years later they were like, you know what? Our referral sources dried up. Our website sucks because we didn’t think we needed it. And now, we don’t have any online presence and we have to build from scratch basically.

    And so, that’s a little bit of a warning. It depends on your goals. Like if you’re in private practice for the long haul, you may still want to maintain a very basic online presence, no matter what. Whether or not you’re really investing heavily into that is another story. Perhaps if you are doing really well with community-level marketing and referrals, you wouldn’t focus 90% of your marketing energy and money on it, obviously. But that’s something that has to be thought out holistically when you’re looking at all of your marketing rates and what you’re doing.

    Dr. Sharp: Sure. I interrupted you a while back. We were talking about strategies and I didn’t even let you get started. Therapists [00:17:00] need a basic website. Let’s just leave it at that. So then what can that website do for them and what kind of strategy might have?

    Kat: This is a good segue from what we were just talking about. One thing that even full practices need sometimes is to use their website as a tool. So instead of having their admin staff fielding all of the scheduling of appointments and all of the requests for like, oh, I didn’t get the consent form emailed to me. Can you email it to me? Your website can step in for things like this.

    So one thing that I say your website can do is step in as an employee to take care of some of these administrative tasks. So things like paperwork, and scheduling- most of the EHRs will have scheduling portals that you can link [00:18:00] to or even widgets that you can embed into your website. So stuff like this. That’s a really cool goal. Office hours, maps, directions, and a whole bunch of stuff can be on your website. That just makes it really easy for your potential clients and current clients even to manage their appointments. So that’s one goal that your website might have.

    The more common goal is however to get clients. So most therapists use a website for attracting new clients, letting new clients get to know them, and encouraging those website visitors to reach out and become actual in your office clients.

    Another goal that a lot of therapists usually don’t think about and miss is your website can also be leveraged to grow referrals, so it can work in tandem with any community-level marketing, or it could also be [00:19:00] a portal for doing online networking as well. So if you want to grow a really big referral network, which most therapists opt to and have as a priority in their marketing, a website can also have that as a goal. And each of these goals will look a little bit different as to what you’re trying to optimize on each page and what content you need and if you blog or not. All of that’s going to change depending on what you’re really trying to do. 

    Dr. Sharp: Yeah. Can you talk through the difference between those options a little bit more? I get the using your website to get clients in your office. That part totally makes sense. The second one is about growing your referral sources, could you say more about how that happens and how a website can be a tool to do that?

    Kat: Yeah, totally. I think it’s really interesting [00:20:00] because, like I said, it’s not something that most people and most therapists, most small businesses I would even say, think of. When you have a one-on-one service, one of the most powerful things to do is to target someone that’s a thought leader in a space where maybe they know 100 potential clients or 200 or 300 potential clients.

    If you spend your marketing energy trying to build a relationship with them, that’s a better return on your marketing investment because instead of targeting the individual client who’s just one person and that person likely isn’t going to go and shout it from the rooftops like, oh, I have the greatest therapist right now. That just doesn’t happen. So they’re not going to be recruiting further clients, but that referral source would be.

    Once you have a relationship with that one person that has access to many, you are building a [00:21:00] relationship that will last you a long time. And so the way that the website can help you with that is by being your professional presence. One thing that a lot of the therapists at my service, Empathysites share with me is after we build and launch their site, they’ll go out to different networking events and they’ll hand out their cards. And then they’ll actually get unsolicited feedback that their website is what helped these referral sources believe in them and send clients their way and view them as the professionals that they are.

    First of all, that’s the most superficial way of doing it. So it’s like, just having a website that’s professional, that already is going to make you stand out in the field of therapists where most therapists do not have great websites. And so, having a professional site, that right there will make you stand out to referral sources.

    [00:22:00] But then the second way is to actually leverage that you can deliver through your website. So your website can be media distribution. 

    Dr. Sharp: Say more just in case… Are you talking like videos or?

    Kat: Anything. This is actually part of the strategy that I was teaching at the Group Practice Owner’s Summit in Chicago. I was teaching a strategy in which you find a referral audience. Perhaps you want to target schools and your niche is eating disorders in teens. That’s why targeting teachers and principals and administration in schools makes sense.

    And so, what you do is you go through this whole series of steps where you will think about what is it that these school administrators could benefit knowing about that you could write content on and then [00:23:00] distribute that content after building a relationship with these different people in the community. You can distribute the content to them through your website.

    And so they start to get to know you. They start to trust you. They know of you as a leader in this space because you have a free ebook that is targeting. Maybe you could have an ebook that’s around something like the five signs that you that a child might need to see a therapist or a teen might need to see a therapist.

    And so the content should be something that these administrators and teachers could use themselves in helping you get clients, but also something that they might be actually honestly concerned about because eating disorders can be really common and it can be really worrying when you see someone who you suspect might have an eating disorder.

    So it’s like you’re handing them all of the answers in a nice little [00:24:00] package. And again, you’re positioning yourself as the expert in your community. They’re going to know about you. You’re not being pushy. You’re not saying, Hey, send me clients. You’re saying, Hey, I have this resource that I can help you with. Here it is on my website. Download it whenever you want. Share it with your colleagues. And so it has also a viral quality to it as well.

    Dr. Sharp: That’s great. Well, let me highlight something in there. One, I think that most clinicians, myself included, tend to go down the path of writing content for clients primarily.  And so this idea of really targeting our referral sources makes a lot of sense but doesn’t necessarily come intuitively to me anyway and I think a lot of other folks. So there’s that. I want to highlight that for sure.

    Then my question then is, how do you get that content out to these referral sources without being pushy? I mean, it’s on your website, which is [00:25:00] fantastic. I’m just thinking about my practice. I have conversations with referral sources fairly regularly, but I’m trying to think, how would I let them know there’s new content or maybe this will be helpful, that kind of thing?

    Kat: I think it really depends. One easy way to think of it is how would you provide this type of helpful content to a friend. We all have friends that are in different stages of warmth to us. So if you’ve never hung out with them and you just saw them at a conference, and you just basically got their business card and they probably remember you, but maybe not that well, maybe you wouldn’t want want to lead with here’s my stuff. You would probably want to do… like, how would you start to build a friendship with them? [00:26:00] That’s the question to ask.

    For me, if I was in that position, I might reach out to them and say like, Hey, it was really great meeting you at such and such conference the other day. I saved your business card because you really made a lasting impression on me. I know you do massage therapy services in town. I wanted to know more about how I might be able to help you because maybe I have like referrals I can send your way.

    So one way to get in with people is always to offer them help. That’s a really easy first step if you are already familiar with them, but there are also ways that you can build relationships with people that you’ve never even met and do that online as well. So there are all types of strategies out there for online networking, for in-person networking. What I’m trying to say is that the website and the creation of content that helps them is going to be something that will really position you to get referrals and get your best fit referrals to if you do [00:27:00] it with the intention of that.

    Dr. Sharp: That makes sense. I’m just mentally cataloging all the referral sources that we have and thinking about what kind of content might be helpful for them.

    Kat: You can also ask them.

    Dr. Sharp: Oh no, that’s too easy and straightforward. 

    Kat: No, really. That’s another thing that I love. This whole process is not necessarily something you just have to sit and do in your imagination. It’s very interactive. Like if you have someone already in your network and you’re like, this person is the best referral source ever, I need to get more of them, go and talk to them and say, Hey, you know what? I want to create content for people like you, how can I help you?

    Maybe they’ll say like, oh, I really want you to sit down and talk about this issue so that professionals like me would know more about it. Write down their words, [00:28:00] how they phrase it because you can actually recycle that and put that into your copy for that content that you make.

    I think it’s super fun because it makes marketing more about relationships and friendships and helping people and being generous than it does about this kind of like salesy, like oh, grabby and pokey and like weirdy. Does that make sense? 

    Dr. Sharp: Totally makes sense. Let’s not grab or poke or be here with anybody. I’m with you. So for someone like myself who’s very, let’s say concrete and maybe analytical and linear, all those kinds of adjectives. So thinking about maybe going through your referral sources and figuring out who’s sending you the most folks and who the big, trusted referral sources are [00:29:00] and having a list and reaching out to them and just saying exactly what you just said, what do you need? How can I help you? What would be most helpful? What kind of content? All that kind of stuff. I like it.

    I’ve talked with people a lot about just maintaining a list of referral sources, a nice spreadsheet, and track how many folks they’re sending you. So this is just another maybe shout out for that process that that can be super helpful in your practice too so you know. That’s awesome.

    So, we’ve got this content, you can use your website to deliver that content. Hopefully, the word is getting out. What else? We’d really talked about trying to dive into copy and what should be on your website. So we’re touching on some of this maybe media, I think is what you said; [00:30:00] the media that you can deliver to them. What other components are important to have on a website? And we can maybe dive into the actual copy as we talk through this, but big picture components, what should we be looking for on our websites? 

    Kat: What do you mean big picture; theoretical, overarching ideas, or more like, you need to have this in your website footer?

    Dr. Sharp: Okay, good. In my mind, I was like, so what pages do we need? Do we need an about page? Do we need a fees page? That was where I was going with that.

    Kat: Okay. Cool. I actually have this blog post that I wrote on the bare minimum information that your therapist website needs because I kept getting this question over and over about it, basically exactly that. What do I need to have on my website? And so, [00:31:00] in this blog post, I outline the four pages that you absolutely have to have, which is a homepage, an about page, a services page, and a contact page.

    The contact page is pretty easy to figure out. What you need on there is a phone number, map, a call to action- whatever the first step is that somebody needs to take to reach out to you. You definitely need that on there. But in addition to that contact page, I also do recommend at least having a homepage, about page, and a services page, and then also a well-stocked header and footer with your contact information in it as well. 

    Dr. Sharp: Got you. So let me go in reverse order. When you say a well-stocked header and footer, first of all, what is the header, and what is the footer on a website for anybody who doesn’t know?

    Kat: The website header is [00:32:00] the persistent section of the website that’s in the top, in the head. That’s why it’s called the header. Typically, you’ll just see the logo and website navigation in this header, but what I recommend is that you also have a phone number and a very brief call to action. So for instance, if you offer a free consultation call or if you just want people their first step to sign up for an appointment with you, then you would want to have that language also in the header. And this is persistent across all of your website pages. So every page is going to have that logo, the navigation, and a call to action with your contact information.

    And then the footer is the same way, but it’s in the foot of the website, which is the bottom of the website. Again, it’s persistently across all pages of your site. So it’s a really great place to put things that are really important for people and search engines to see. And so in the footer, I usually recommend [00:33:00] again, a call to action, phone number, email address, and your actual office address. And then also you can have footer navigation and a little copyright line and stuff like that. The little typical footnotes at the bottom. 

    Dr. Sharp: Cool. And then beyond that, so tracing backward, you said homepage, about page, services page, and fees, right?

    Kat: Contact page.

    Dr. Sharp: Oh, contact. Okay. 

    Kat: You could have a fees page as well. The reason that I frame it as the bare minimum is because it’s serving this moment where therapists realize how much there is to get done in their digital strategy and getting themselves out there. They’re doing social media profiles and they’re updating all of their directory profiles and trying to put a website together. And it can get really overwhelming also because a lot of therapists are also running a private practice at the same [00:34:00] time. And so the bare minimum is really like the bare minimum. If you have time to do more and put together a fees page, I totally think that’s a great idea. Or other pages as well. There are lots of other pages you could come up with.

    Dr. Sharp: Nice. What I see folks do a lot is blend like, the homepage has information that is also on the services page and is also on the about page. Can we talk through that a little bit? How do we delineate the appropriate content for each of these pages? 

    Kat: One great way to know what content should go on what page is to have a goal in mind for each page. For a homepage, typically, that’s trying to get clients if your website is trying to get clients. Then on the homepage, you’re really wanting to just confirm that a website visitor is in the right place for them and [00:35:00] give them a little bit of an idea of what else they’ll find on the site. And also give them a little bit of a sense of who you are.

    If that’s a solo practice, you’ll want a picture of yourself and 2 or 3-sentence bio and then a click-through to the about page so they can read more. Or if you’re a group practice, it’s going to be a picture of the group, hopefully altogether smiling and being awesome. And then something about the identity of the group practice. So it could be something about how you all help or something about your mission or something that unites you or the common outcomes or benefits that the clients of your group practice get. Again, 1,2, or 3 sentences and click through to an about us page or meet the team page from the homepage. That’s the homepage. 

    Dr. Sharp: Got you. So keep it brief, hit the high points offer opportunities to click through to [00:36:00] more in-depth information. 

    Kat: Yeah. And so that goes for the services as well. You can list all of your services and then have a two-sentence, what I like to call a pain-to-gain statement. So you can start with something like, “You might be feeling so depressed that you can’t get out of bed in the morning. With therapy, we can help get you to a place where you’re excited about life again. Click this link to…”

    Well, you don’t actually say click this link. That’s actually a problem that I keep seeing everywhere, but because I’m saying it out loud, I’m trying to make up for the fact that you can’t see highlights in my words as I’m speaking them. But you could just, at that point, highlight the word depression and have a little arrow and then click through. That’ll signify to people that they can click through to the depression page. 

    Dr. Sharp: Yes. Cool. Okay. So that seems straightforward. What I see a lot of people do is trying to pack tons of information [00:37:00] onto the homepage. I think it ends up overwhelming potential clients or referral sources. And it’s really hard to figure out those basic things you were talking about; do you do what I’m looking for? Will I possibly like you when I meet you? Just answering those questions is really the most important thing. And to hook them in a little bit to where they’re wanting to read more on your site.

    Kat: Yeah. They’re all suffering. Most people, when they’re coming to a therapist service, they’re not in the best of days of their life. And so a lot of them are looking for themselves. You’re spot on with that. Definitely, they want to see if you can help them with their exact suffering that they’re experiencing right now. 

    Dr. Sharp: Fair enough. So then we can move on to, I don’t know, [00:38:00] my bias, I suppose, is that the about page is one of the more important pages on the website? Would you agree with that or not? 

    Kat: Yeah, for sure. I think that it’s usually been, when I’ve had access to my client’s analytics, it’s usually been the second most viewed page beside the homepage. The homepage is usually the top because that’s where all your referrals go and all of your links on your profiles go there. But then second to that, people will want to go into the about page.

    Dr. Sharp: Oh, that’s really validating just as an aside. I’ve been saying this for however many years when I teach these little private practice seminars or whatever. That’s been true in my experience also. So to have a real website person say that is pretty awesome. So thanks for that.

    So the about page is important. What do we put on it? How do we do that? 

    Kat: Okay. So here’s something really important- a picture of [00:39:00] yourself. I actually do still see this often; therapists that don’t have a picture of themselves or a picture that they’re using is not really super professional or looks old.

    It’s worth so much to have a professional picture of yourself and one that is taken in a way where your personality comes through because as brain people, I’m sure a lot of you may know that images are processed in the brain a lot faster than words. So if you put your image at the top and it’s really visually speaking to parts of your personality or how you help people, like that’s so important and that’s something that is so missing on a lot of therapists about pages. So I will say that, I know we’re talking about copy, but images also speak.

    [00:40:00] Dr. Sharp: Absolutely. Do you have thoughts or ideas on how… When you say it reflects your personality, what are some examples of that? I’m thinking, does that mean you have your dog in the picture, or am I running? What does that mean exactly? 

    Kat: You’re taking it very literally, which you can do if that’s you. If you’re like, I am in love with my dog or there are therapists now that have their support dogs? I don’t know what they’re called. But they have a support doggie that they have in the office with them.

    Dr. Sharp: Therapy dogs.

    Kat: Therapy dogs. Yeah. So if it’s you and your therapy dog in session, and you’re helping clients together, have your dog in the picture. That seems important. But for most therapists that aren’t dog people or whatever, what I mean when I say have your personality come through is trying to think through things that [00:41:00] feel good and natural to you and make sure your photo shoot is reflecting that.

    So for instance, I just saw some pictures for group practice and they’re all in a gray backdrop with studio lighting and they’re all sitting in these chairs with super straight posture and they’re smiling and everything. Their facial expressions are fine, but I felt like, wow, that doesn’t really tell me a lot about who these therapists are.

    Some of my examples or this example that I’m giving is the anti example. Don’t do that unless that’s who you are. But I think most therapists aren’t a gray backdrop feel. Are you the kind of person that would spend the weekend by the beach? If you are, then go have your photo shoot on the beach and have like the water behind you. Are you [00:42:00] a water sign?

    I think this really comes down to thinking through what your in-session superpower is. I use this phrase a lot where I try to get therapists to think about what makes them unique in the context of helping others. So some of them are like, oh man, I know the answer to that. I’m totally super motivational. My clients are always super motivated after seeing me and it’s because they’re really high energy. So, it wouldn’t make sense for that therapist to have a gray back backdrop, but it might make more sense for them to be standing in front of the city or something like that, where there’s a lot of city energy and they’re moving. See what I mean?

    So you want to think through who you are, what makes you comfortable, what matches where you are and how you help people.

    Dr. Sharp: Yeah. I’m with you. 

    Kat: Okay. I was like, does that make sense? 

    Dr. Sharp: Yeah, totally. [00:43:00] I like those ideas. So even something simple like inside versus outside is maybe a good place to start. And then what kind of outside energy do you want to portray or what kind of inside energy? That’s good. Okay. So think about your personality. Try to have that come through in the picture.

    I know people I’m sure are out there like, well, I can’t afford professional pictures. So a lot of folks can probably take a picture with their iPhone. iPhone cameras are decent these days. They’re okay. But then it’s like, what do I do with that? And how do I make it look professional-ish? Are there any do-it-yourself tools out there that people can use if they want to go that route? 

    Kat: I don’t know. I think this is one of these things where I’m like, if [00:44:00] don’t have photography skills, it may be worth it to script together the budget to hire. I don’t know that there are really tools as much as there is learning, right? So you can of course go onto YouTube. There are a ton of great YouTube tutorials about how to take photos, how to take portrait photos. And of course, you can turn the camera around and just shoot yourself instead of shooting a model or something like that. But I think most people don’t want to learn about photography; exposure, apertures, focal lengths, and all of this amazing stuff that photographers know about and are experts at.

    There’s two paths if you don’t think you have the budget for a professional photo. The first path is to try learning. Try learning a little bit about photography, natural light, how to use it, what looks good. What doesn’t? Try to learn a little bit about photography and [00:45:00] start taking some photos of yourself and see how they come out. So that’s one route. I would recommend that if you are actually excited about learning photography if it’s like something that you’re like, oh, wow. I actually always wanted to pick this up anyway. This is a great opportunity for me to learn. Then go for it.

    That’s how I learned how to do websites. I wanted to make my own website and I was like, okay, I’m just going to start playing with code every night. And it was so fun. But I think if it’s not so fun for you, then maybe the second option is better for you, which is to scrape together some money and shop around. You would be surprised at the affordability of photo shoots.

    If you just ask around, ask for referrals from other therapists. Lots of times photographers, if they are doing shorter shoots or providing you with less photos or less looks, some photographers charge by the looks or like different outfits. So if you just want like one outfit and do like a half an hour shoot, that could be as little as like $200 or [00:46:00] something like that. That’s in the range of hopefully affordability for a lot of therapists.

    Dr. Sharp: Yeah. Hope so. Got you. Good advice. I think that the DIY mindset is helpful to a point, but at some point, we just got to let go and pay for things that are important. And that piece that you brought up, we know this as psychologists. And bringing people, the images are processed faster. That’s just important to know. It’s not a place where you want to try to skimp. 

    Kat: Right. It’s like those articles that are in Vogue magazine where it’s like spend or save, and then they’re showing you things that you’re like, definitely spend on the shoes, but save on the dress or whatever. There are totally rules like that in private practice too. 

    Dr. Sharp: Got you. Nice. I’m very curious about that, but we’ll put that [00:47:00] aside for a second, spending and saving. For the about page, what else goes on the about page after you’ve got a nice high-quality photo? 

    Kat: In addition to a photo, you do want to have obviously written content. My top recommendation for an about page is to first speak to who you are and how you help in a very straightforward way. And when I say who you are, the who you are part is not who you are as you were saying earlier like, I like to go bicycling. I like to pet my dog. Not stuff like that. So much as who you are in the context of helping your clients. So again, you might be able to tune into your in-session superpower and that could be a draw of inspiration.

    One thing that you can just start right off with is just fill in this formula where you’re just saying, this is who I [00:48:00] help and these are the services that I help them with. It can be as literal as that. I think a lot of therapists feel their about page is a piece of creative writing where it’s like trying to be poetic and eloquent and stuff, but actually, people really appreciate just getting the information they want to know in the shortest path possible.

    And so if you can speak in a very literal way, like, I help LGBTQ+ people with overcoming trauma with trauma therapy services here in Portland, Oregon. That could be your first sentence. And that is so helpful because people will right away know if they are the type of person that you’re helping. If they’re LGBTQ+ person, they’ll be right away, yes, that’s me. And then if they’re struggling with trauma and they could be benefiting from trauma service, they’ll be like, yes, that’s me. And are they located in Portland? Yes, that’s me. So it’s like this little [00:49:00] kind of… Think of the checkboxes that website visitors will have in their head and make sure you speak to those and speak to them in a very direct way.

    Dr. Sharp: Okay. That’s very straightforward. I think you, again, just highlighting the fact that… This is a nice theme with some things that we’ve been talking about in recent podcasts. You may know that we write these very comprehensive evaluation reports from the testing that we do. And we’ve been talking a lot in the podcast lately about simplifying those and just using straightforward language, keeping the readability very low, which means, the vast majority of folks can actually understand it. So it’s a nice parallel too for this about page and what you’re saying, it’s like, don’t get too fancy with it necessarily. Just put it out there and be straightforward and let people know what they’re getting to. It’s really cool.

    Kat: Yeah.

    [00:50:00] Dr. Sharp: So you’ve got your topic sentence or whatever it is, your summary. Here’s who I am, here’s who I help. And then, then what? I mean for us, I see a lot of credentials because we’re psychologists, we’re board certified, we do the neuro this and brain this. So there’s that piece. I’d love to touch on that at some point, but I’m curious, where does it go from there with an about page?

    Kat: I feel like what happens next after you’re pretty clear about the basics is you want to go into more about the identity and the points of suffering that your clients are in when they are searching for your services in this point.

    And it’s counterintuitive because you’re like, wait, this is a page that’s supposed to be all about me. But it’s not supposed [00:51:00] to be all about you. It’s supposed to be about you and in the sense of how you help other people. And so, part of helping other people is letting those other people know that you understand them, that you see them, that you are familiar with the types of pain that they’re going through. And the about page is a perfect place to do this because you’re saying, here I am. This is who I help. This is how I help them. And these are the types of things that the people that I can help are struggling with. And so, starting your about page with that first is really important for that website visitor to read.

    Dr. Sharp: I see. Okay. Very cool. So you’re speaking to your client again. And that is counterintuitive actually but good to know. Okay.

    Kat: And then after that, I do also think it’s really [00:52:00] important to speak to what makes you unique as a therapist. So again, I think going back to your in-session superpower, every therapist is a little bit different. Some of them are really motivating, as I said before, as an example, but maybe you’re a really good listener or maybe people feel like you’re really nonjudgmental. You can also have some quotes here of things that other people have said about you, not your clients. That’s an ethical weird area, but maybe you have like a colleague or someone who’s also a therapist could say something to like, Kat is always so calm and I always appreciate being around them because I always feel at peace just with their energy or something.

    You can throw stuff like that in there as well. Or you can just use that as inspiration to write what you are going to write about yourself because I know it’s very hard. This section is very hard to write for a lot of people because it’s hard to have that self-awareness and then it’s [00:53:00] also hard to feel like you’re not bragging or something, but keep in mind, you’re not bragging. You’re just helping people match themselves up to you so that they can get the help that they need. 

    Dr. Sharp: Nice. That’s a good reframe. Cool. All right. I’m with you. 

    Kat: I think those are the main basic points. There’s a lot of other stuff you can add to and about page. I do recommend having a small paragraph. Not two pages worth of professional background information, but a paragraph. Highlight your most important three or four professional things because most people will not be looking for it. And most people won’t know what any of it means anyway. So it is somewhat important if you are trying to attract certain referral sources that might be looking for it.

    I know some referrals might have the professional background to understand like the difference between [00:54:00] IFS and CBT, but for the normal client, they’re not going to know. So, keep that in mind as you’re putting together this section of an about page.

    And then the final thing that you’ll need on and about page is the call to action. Every page of your website needs to have a very clear call to action that makes sense for the point in the journey that the website visitor is in when they’re on the page.

    So, by the time they get to the about page, you’re hoping that they’re already getting to know you a little bit. They’ve identified that you may be the good fit for them. So you want to definitely have a call to action that shares what the next step for them is in getting your help. So if you offer a free consultation or want them to schedule a first appointment, that would be at the end of the about page where you detail that, put your phone number, put your link to your contact page, or whatever else.

    [00:55:00] Dr. Sharp: Very cool. When I talk with people about websites, I frame it like our website needs to tell people what they should do next. Like assume that people don’t know where to go and make it very clear what the next step is in the website or what their behavior should be, I suppose. It’s kind of a funny way to look at it, but the way you say, put calls to action that makes sense for where they’re at. 

    Kat: Oh yeah. It has to be in the right context. I’ve seen people put huge schedule now buttons on the very first homepage, like the first thing you see and it’s like, okay, well I guess you can do it, but it’s taking up space that you could be using to help people get to the place where they do want to schedule now. So it’s all about weighing out these different priorities that need to coexist on a website. 

    Dr. Sharp: Yeah. I’d love to touch on the services page too. I know that our time is going by super [00:56:00] fast, but I think services are important, and particularly in our context, we talked a little bit before we started recording about how, a lot of our services are, to me, anyway, it seems pretty straightforward. And a lot of the services pages of my consulting clients look very similar. It’s testing. We test for ADHD, we test for autism, we test for dementia. Here’s what that looks like. I’m curious, are there ways to do that differently or is that important or is that what we should do? 

    Kat: Well, I actually have questions for you on this because I don’t actually know that much about the audience that is utilizing testing services. So, who is the ideal person that you would want to attract to a testing service? 

    Dr. Sharp: Well, I think a lot of us split into two camps. There are pediatric folks who test kids primarily, and then there are adult folks who test [00:57:00] adults primarily, some do both, but we’ll just say that there are these two camps.

    With kids, I think we’re trying to speak to parents primarily, possibly schools but primarily parents. Those are the folks who are making the appointment. With adults, it might be the adult themselves in some cases but then it could easily be a family member who might be concerned that their parent is declining; cognitive decline, it could be a physician who’s looking for a neuropsychologist to evaluate an adult. I think it opens up a little bit more with adults because then it could be an attorney. It could be a spouse. So that’s a little tougher. 

    Kat: Yeah. So I think the one thing to start with is asking this question of who’s the audience for my service. Who’s going to be looking at this page? Once you [00:58:00] know clearly who that person is, you can actually go through an empathy exercise to discover what it is that they want and need to read about in that moment.

    So I feel like testing, this is my intuition on it, is that it may be similar to other types of very specialized therapy like EMDR and DBT. The mistake that I see on EMDR and DBT pages is often that they are too educational and they’re not empathetic enough.

    At times they might often even go into diagnosis mode where they’re like, here are the signs that you might need DBT, and trying to get the website visitor to self-diagnose if DBT is what they need. That’s not [00:59:00] a sales strategy. That’s an educational strategy, perhaps. That might be good content for a blog post, but when it comes to selling your service, you want to try to not do education and you want to try to not do diagnosis. Instead, what you want to do is target the pains and gains. So, the thing that the testing is going to solve for the audience is the focal point of everything that you should write on the service page.

    I can ask you again. Let’s say I’m a parent and I need to get my kid tested for ADHD. What kind of experience am I going through as a parent in that moment where I’m looking for ADHD testing? Am I dealing with a rambunctious kid? What kind of things are going on in my life? 

    Dr. Sharp: You’re intuiting it really well. So could be[01:00:00] dealing with a rambunctious kid. My kid doesn’t follow directions. I can’t get him to listen. I can’t get her to stop moving or bothering other family members. My kid is struggling at school. I’m in conferences with teachers more than I’d like to be. I’m in the principal’s office. Any of those kinds of things. 

    Kat: That’s a perfect bulleted list that you just went through of like, are you experiencing these? Do these things sound familiar? Perhaps are these things that you can relate to? You can actually just make a bulleted list of the five or six top things that someone would be struggling with. And that’s the beginning of your service page.

    The next part would be bridging that to the outcome they’ll get from getting the testing done. So again, I would ask you like, this parent with possibly ADHD child, when they get the test and they get the [01:01:00] evaluation done, what can they expect to get? Maybe relief- they have answers finally? 

    Dr. Sharp: Yeah, I think that’s a really easy way to put it. Yeah. Answers. So a path forward; a clear plan for how to repair your family. A path to better 

    Kat: coping or managing. 

    Dr. Sharp: Yeah. Not doubting yourself as a parent or feeling better as a parent. 

    Kat: Right. That’s actually a really good one, the last one, because again, it’s all about staying in touch with what the person looking at the page is going through. So although the evaluation is for the child, it’s also important to speak to the parents’ experience and their pain and their outcome from the service- their positive outcome. That can be the second part of your service page.

    That’s a really simple way to do it. There’s more you [01:02:00] could do. But those are the core important things for any service page is to talk through those pains and then talk through the gains of what they’ll get after the service. And then also the call to action is also vital. So having it say like, to get a test done, sign up for a free consultation, click on this link, or whatever the next steps are.

    Dr. Sharp: Cool. So some of the service pages I’ve seen, a lot of them will say, this is what testing looks like or this is how we’re different. Those are two separate things. Maybe we could address each of those, but do you feel like there’s value in putting that information on a services page or would that go like in an FAQ or does it belong on the site?  

    Kat: I think I would turn that question back to a therapist in terms of, you will [01:03:00] know best the types of concerns and objections, importantly objections, that people might have to reaching out to you or going and making a scheduling an appointment. And so, on any sales page, it’s incredibly important to counter objections. Try and anticipate what the objections might be, and then counter those in the website copy and the sales copy. This is a more advanced skill, but it’s also very important.

    That’s what I thought of when you were saying walking through what the testing looks like. So depending on your audience, some of them might have some type of, I don’t know, I could imagine there being a type of audience where they feel very apprehensive about the unknown. And if you feel like they need that information in order to reach out to you, then you want to find a way to put it on that service page.

    If it’s something that’s more like 1 out of every 100 parents [01:04:00] are going to be concerned about that, you can put it somewhere else. You could put in a blog post. It might also be something that you see coming up later like someone might reach out for an appointment and then ask you on the phone and it might be something you could be like, oh, we actually have a blog post on that. Give me your email address. I’ll email it to you. So this is why I would ask a therapist to sit and think about who their ideal client is who’s going to be reading this page, and what it is that they need. 

    Dr. Sharp: Cool. That makes a lot of sense. It just keeps coming back to that. Who is your ideal client and how do we speak to them? That’s the strategy here, which gets to another point that has come up. I’ve talked to, John Clarke. I think he’s a mutual acquaintance. A good friend of mine. He really talks about not trying to guess what people want or shoot from the hip when we put our websites together, and like you’re saying, just be very deliberate; what’s our strategy, who’s our [01:05:00] ideal client, what do they need? So it all hangs together.

    I also want to highlight too this distinction that you’re making; a service page is a sales page and not an educational page necessarily. That’s all. I just wanted to say that again and then we can use other content delivery systems on our website for education, maybe a blog post or a video or something like that. 

    Kat: And you can also link to that content from a service page. So if somebody’s really interested to click through and find out more about what testing look or something, you could have like a link to it. And so then it’s up to the website visitor to decide how deep they go into investigating things. Definitely, it’s a sales page.

    Dr. Sharp: Okay. That’s an important thing to wrap our minds around, I think. Let me see. Okay. I think we’ve touched on a lot of those important [01:06:00] components of a website that you’ve spoken about. What else? I know we’re about to wrap up, but closing thoughts or other points that psychologists or therapists might want to keep in mind with writing their sites, designing their sites, putting their sites together. 

    Kat: I think one thing that I witness a lot in therapists is a lot of overwhelm and anxiety and stress over creating a website. A word of advice that I give often is, go slow and start with the bare minimum. That’s why I put together that blog post I mentioned earlier. It’s like, you don’t need to have every single service that you do fully flushed out and with all of the objections and all these higher level, more advanced things incorporated from day one. It’s okay to just start with a picture of you and five sentences [01:07:00] paragraph on your about page. That’s all you need to start. And once you launch at this really simple minimal level, you can grow from there.

    It’s a lot easier once you have something basic up to work on your website 20 minutes a week than it is to try and put together a 40-page website with a really complicated strategy and email marketing and all this other stuff. That’s really overwhelming for anybody to do, even people that are experienced to do that. So start small, take deep breaths, and go slow. You have time. You got this. All the inspiration and encouragement coming your way.

    Dr. Sharp: You sound like a therapist, kat. What do you think?

    Kat: That’s a compliment. 

    Dr. Sharp: That’s awesome. Really good advice. There’s so much that we can do in our practices and there’s so much to get overwhelmed with. It’s okay to just slow down and breathe and do the minimum and then go [01:08:00] from there. I like that. It’s a nice parting note.

    Well, how should people get in touch with you if they would like to learn more? When we spoke in July, you weren’t taking new folks through Empathysites, which was sad for me to hear. Has that changed?

    Kat: Yeah. We just reopened to open to new clients anyway two weeks ago. So we’re open and we’re accepting clients now.

    Dr. Sharp: Oh, that’s awesome.

    Kat: Come on over. 

    Dr. Sharp: All right. We’ll link to that in show notes, obviously. Is that the best way to reach out to you if people want to follow up on this interview or have questions or anything? 

    Kat: Yeah, they can reach out to me anytime at hello@empathysites.com. I would love to hear from any of your listeners, any comments or questions that they may have. 

    Dr. Sharp: Cool. This has been good. I really appreciate it. I feel like you… 

    Kat: I was going to say it was super fun. 

    Dr. Sharp: Oh, good. Well, you talk through things in [01:09:00] in such a way, I think it’s easy to understand, and you do have a very calming presence through this process, which I think is valuable in a process that could be totally crazy and overwhelming. So thank you.

    Kat: You’re welcome. Thank you for having me again. 

    Dr. Sharp: Of course.  All right. Thanks, y’all for listening to my episode with Kat Love. I hope you took a lot away from this and can maybe make some changes to your website, or if you do not have a website, you can jump into that process and feel a little calmer when you do so.

    If you haven’t subscribed to the podcast, please do so. That will make sure you don’t miss any episodes when they’re released. It’s really easy on iTunes or Spotify or wherever you might listen to podcasts. And if you are feeling extra generous, I would love to get a rating and maybe even a review. I’d love to read those comments and see what people think. So I appreciate that if you get a moment.

    All right, thanks as always. I will [01:10:00] talk to you next time.

    Click here to listen instead!

  • 96 Transcript

    [00:00:00] Dr. Sharp: Hey, welcome to The Testing Psychologist podcast. This is Dr. Jeremy Sharp, and this is the podcast where we talk all about the business and practice of psychological and neuropsychological assessment.

    My guest today is someone I’ve been looking forward to talking with for a long time. Dr. Amanda Zelechoski is here to talk with us all about ethical and legal concerns related to psychological assessment. She is so well suited to have this discussion with me. 

    Let me tell you a little bit about her background.

    Amanda is a licensed attorney and clinical psychologist. She specializes in trauma and forensic psychology. She’s board certified in Clinical Child and Adolescent Psychology. From a clinical perspective, she’s worked with adults, children, and families in a variety of settings; inpatient, outpatient, and forensic. She’s done it all on the clinical side.

    She directs the Psychology, Law, and Trauma Lab. Her primary research interests include forensic and [00:01:00] mental health assessment, at-risk delinquent and traumatized youth, child custody, child welfare, and of course, the intersection of psychology law and public policy. She does all these things in her lab at Valparaiso University, where she is a faculty member.

    She’s also a risk management consultant for The Trust where she provides legal, ethical, and risk consultation and training for psychologists and other mental health professionals. If you haven’t heard of The Trust Risk Management Program, it’s great. It’s a free program where you can call and get risk management advice if you found yourself in a potentially sticky ethical situation.

    She is also the associate editor of Law and Human Behavior. She conducts forensic evaluations and has provided training and consultation to any number of mental health, law enforcement, and correctional agencies. She’s really done it all.

    This was a fantastic conversation. [00:02:00] She handled all the questions I threw at her with ease and grace. So I think you’ll enjoy this one.

    Before we get to the podcast episode, let’s see, my mastermind groups are closed, for now. I’m really excited to have those going. Those will be in progress by the time this airs. What we can do though is look forward to the future. If you missed the mastermind groups this time around, another cohort will be starting up in early spring, 2020. So put that on your radar.

    All right. Without further ado, here is my conversation with Dr. Amanda Zelechoski.

    Hey, y’all welcome back to another episode of The Testing Psychologist podcast. I’m Dr. Jeremy Sharp. And like you heard in the intro, my guest [00:03:00] today is Dr. Amanda Zelechoski. Amanda is doing a lot of really cool things and I’m really excited to talk with her about any number of those things. But the main reason I reached out to her is for her role as an attorney and a psychologist to help us navigate the intersection of those worlds.

    Amanda, welcome to the podcast.

    Dr. Amanda: Thanks for having me.

    Dr. Sharp: Of course. Thank you for being willing to come on and answer what might be some hard questions. We’ll see. I’ve been gathering questions, I feel like over the last five years to ask you. So, I really appreciate it. I’m excited.

    Dr. Amanda: Absolutely.

    Dr. Sharp: My first question is, how do you get two doctorate degrees? What comes first? And what is the process like when you finish one, and then you’re like, I think I need another one of those? What was that like for you?

    Dr. Amanda: Good question. A question my family asked me for many years too.[00:04:00] I guess some of it comes from being very non-committal. I loved the law and I loved psychology as an undergraduate student, so had a hard time deciding between them. And so actually was really pleased to find out that I didn’t have to. So I actually didn’t do them separately. I did a joint program together.

    The way that these joint programs tend to work, mine was at Drexel and Villanova Law School. And then Drexel’s where I did the Ph.D. But actually what you do is your normal first year of law school and then the rest of the years are both. You’re going back and forth between law classes and graduate psychology classes. It was a seven-year program and I was really integrated into amazing ways.

    So I didn’t have to choose, but it was graduate school for seven years, which people definitely didn’t think I was making sound decisions at that point to be in school for that long.

    Dr. Sharp: Sure. I could see some family questions about that like, are you ever going to be done with this?

    Dr. Amanda: Exactly.

    Dr. Sharp: So did you know then, [00:05:00] going into it that you wanted to have some career that worked in the intersection of those worlds?

    Dr. Amanda: I did. I knew that I probably didn’t want to practice law ever in the traditional sense, but I knew that the foundation of what I would learn in law school was really important to a lot of things I wanted to do. So that included forensic mental health assessment, testifying, and being involved in that world. It also included research right at the intersection of law and psychology, also working in the public policy spaces.

    And so, just being able to understand the languages spoken in both worlds and translate a lot of those things back and forth has been incredible throughout my career. I really wanted both of these knowledge bases and to figure out how to tie them together in various aspects of our field.

    Dr. Sharp: I can think of any number of situations where I wish I had been able to do that because there’s a lot of overlap. And it’s like a black box in some ways. I feel like the law is [00:06:00] a black box and the language.

    Dr. Amanda: Yeah. And the legal system and law itself can tend to have a lot more black-and-white thinking than we tend to have in science and in psychology. And so we sometimes deal better in areas of gray in psychology, but that can also be immensely frustrating to mental health professionals because the law is not as clear as we’d like it to be in some circumstances.

    Dr. Sharp: Right. Gosh. So going into it, my question is, have you ended up in a place that you thought you would end up in?

    Dr. Amanda: Great question and absolutely not. I, in my graduate studies definitely thought I’d be working in correctional facilities and prisons for the long haul. I wasn’t necessarily interested in the traditional academic route at that time.

    Part of the deviation for me was as I was working in any number of different forensic settings, I started to really notice, gosh, so many of [00:07:00] these folks I work with have these horrific histories of trauma and why aren’t we paying attention to that? That was back at a time when nobody knew what the term trauma-informed care meant. We weren’t talking about those things in correctional and forensic spaces. And so it felt really important to me.

    I actually deviated after my internship year and did a two-year postdoctoral fellowship focusing on trauma both in terms of research, but also clinical work to immerse myself in that world and learn it with the hope of bringing it back into the forensic world. I loved that. And that’s what I continue to focus on in my work now.

    But so even then, I started to have a young family and so thought of how I wanted some flexibility. I really loved teaching and didn’t know that I would love teaching so much. I had opportunities to do so at various points throughout my training. And so loved it so much that I decided I really wanted to go that route more full-time and to just have flexibility in doing research. Again, I didn’t think I’d [00:08:00] want to research career, but really loved the privilege of having questions that I felt like were important and the ability to answer them.

    So I left traditional clinical practice in the industry and took an academic position at Valparaiso University now almost nine years ago. I have been there ever since and love it because I really still get to do everything I want to do.

    I get to teach. I get to do research. I get to be involved in clinical and consulting work. I work with a lot of agencies around the country on thinking about trauma and how to embed more trauma-informed care into their assessment practice, their clinical work, and their policies. I get to do risk management consulting for The Trust, which I love; lets me use my lawyer brain in really formal ways to just help psychologists work through lots of difficult things.

    So an academic route has actually allowed me the flexibility to do really everything I wanted to do in different phases and levels of [00:09:00] intensity as my own family needs change too.

    Dr. Sharp: Yeah, the flexibility of that is hard to beat. I think that’s a reason a lot of us get these degrees. A Ph.D. in psychology is pretty flexible.

    Dr. Amanda: It is. We’re trained to do lots of things that I think people don’t always realize. And then you have the ability to change what you want to do throughout your career. You’re not trained to just do one thing, which is, I think, pretty unique to our field.

    Dr. Sharp: Yeah, absolutely. I’m always struck by folks that I talk to here, certainly, my own story as well, where we go into graduate school thinking one thing and then end up in an entirely different place. And that’s just a cool journey all the way.

    Dr. Amanda: Yeah, doors or opportunities you couldn’t have imagined; like you didn’t even know that was a thing somebody could do when you were in graduate school.

    Dr. Sharp: Oh, for sure. That’s awesome. Well, you’re a great example of using your degrees in as many ways as possible. It seems like you have a nice mix of [00:10:00] activities.

    Dr. Amanda: Thank you. I like to keep my hand in lots of things. Back to that being non-committal.

    Dr. Sharp: There you go. That’s great. You can make a lifestyle of being non-committal.

    Dr. Amanda: That’s right. For better or worse. That’s right.

    Dr. Sharp: That’s great. So the thing that really drew me to you was the risk management side. Although we could certainly dive into any number of topics it sounds like and have a great conversation, I would love to focus on some of this risk management stuff because I think certainly myself included and many other clinicians, we have things come up daily, maybe weekly at least where it’s like, oh, I just wish I had an attorney tap to help me out here because there’s a lot of gray in our field and we need clarity [00:11:00] sometimes.

    Dr. Amanda: There is. Yeah.

    Dr. Sharp: I might open with a curve ball question, but maybe this is an easy question too. We’ll see where this goes. Forgive me if it’s totally ridiculous. Can you say, just from your risk management work with The Trust, what are we getting in trouble the most for that isn’t obvious? Like everybody knows don’t sleep with your clients, don’t whatever, I don’t know. There are those big things but what are the things that people are people getting in trouble for that we might not even realize?

    Dr. Amanda: This is a great question. It’s one we get a lot, and I think we work hard to try to really coal our data. So we hit a milestone this summer at The Trust realizing we have done over 80,000 consultations since the risk management program began about 25 years ago. And so we are talking to people all over the country daily, [00:12:00] right? What is on the hearts and minds of psychologists around the country? What are they struggling with?

    Some of the most common ones are legal requests, which I’m sure is probably not surprising. I got a subpoena, somebody’s demanding my records, what do I do with those?

    There are times that clinicians intend to be really well-meaning. I want to be helpful or I’m terrified. And so what we found is none of us tend to make really good decisions when we’re scared or anxious. And so in an effort to push these issues away or be avoidant, we react hastily which in many of these cases and almost all of these cases, what you really need to do is slow down and figure out, consult with others: What is the right step here? What does the law say that I have to do or shouldn’t do in this case to really have help in making these decisions instead of panicking and being reactive?

    I think that’s where people get themselves into trouble. Is it, I just want this to go away. It’s uncomfortable. I’m just going to [00:13:00] send everything they’ve asked for without even thinking about whether that is your legal obligation, whether that’s a breach of confidentiality in this case, do you have the appropriate permissions or releases to do that?

    So distinguishing between things like subpoenas and court orders, people don’t always understand. They want to make it go away and go away quickly. I get that but recognize that that is a time to consult. Before you do anything else, just figure out what it is you’re required to do. So that’s a common thing that people I see get themselves in trouble too.

    Believe it or not, another really common thing is actually very clinical in nature. So it’s getting there. It’s interesting that you said, there are so many times you want a lawyer to help you work through this. And that makes a lot of sense in some of these really specific circumstances, but I think one of the things we do really well with our risk management consultation program at The Trust is the fact that we are all clinicians and have significant clinical experience in addition to legal experience.

    And [00:14:00] so, I would say that a good chunk of the calls and consultations that I do are helping people through complicated clinical situations. So I have a really high-need client maybe with some sort of personality disorder and I don’t know how to terminate and I’m afraid of how this is going to go.

    And so those aren’t necessarily legal questions purely in nature, right? That’s how can I help you manage the risk of somebody filing a complaint against you, or maybe a lawsuit in the long run, but really how do we clinically manage this person? And things like that; multiple relationships, crossing boundaries, doing things like the client has asked me to write this letter for a legal purpose, and you didn’t realize that just became multiple roles for you. If you’re maybe the treating therapist, and now they’re asking you to testify in their child’s custody hearing, all of a sudden you’ve walked into a landmine and you didn’t realize it, which is a very common area that people have complaints filed against them.

    So those are some of the most common [00:15:00] clinical conundrums, if you will, with maybe high-risk populations or high-risk situations but also a lot of these legal requests for documents.

    Dr. Sharp: Yeah, certainly. You just said a lot that I would love to unpack.

    Dr. Amanda: I did.

    Dr. Sharp: I just thought of about 20 questions to ask. First of all, very simply, what is the difference between a court order and a subpoena?

    Dr. Amanda: Great question. A court order comes from a judge. It’s signed by a judge. At the end of the day, you pretty much have to do what it says. There are limited exceptions where you can express your concern to the court if you’re really worried about harm to somebody. Don’t ever do that without consulting with a lawyer though because there’s a really specific way to do that, and only limited exceptions that allow you to do that. But a court order, most of the time you have to do what it says.

    A subpoena on the other hand is a formal legal request. It comes from an attorney. It can be confusing to tell though because sometimes some jurisdictions use forms that have the judge or [00:16:00] the clerk stamp or seal at the bottom. And so it might look like, oh, this must be a court order. I see mention of a judge somewhere, but not necessarily. Subpoena really just a request. So that could be for records. It could be for you to come in and testify. It could be to participate in a deposition, but there are also exceptions to that. So in most cases, people would have to comply with that request.

    In our field, there are exceptions to that. For example, the psychologist-patient privilege. And so if this is a privileged conversation, the law wants to privilege certain types of relationships and information sharing to further public policy reasons. We want clients to be able to talk to their therapists or their clinicians. That’s why there are these exceptions that are carved out for things like subpoenas.

    So if you get a subpoena, usually that just means it’s a formal legal request from an attorney. You are compelled to respond. You don’t necessarily have to do what it’s asking you to do because there may be an [00:17:00] exception.

    For example, if you get a subpoena from a lawyer on either side, your client’s lawyer, or maybe your client’s involvement in a lawsuit, and it comes from the other side, the other attorney, you have to respond to that. But unless your client has specifically signed a release allowing you to send information, it’s just a very generic response that you can’t even confirm that this person was a client, that your records are privileged, and would need proper authorization to release them or court order.

    So the main difference is that one is coming from a judge and you have to do what it says. A subpoena you have to respond, but may not necessarily have to do what it says.

    Dr. Sharp: I see. So that answers one of my other questions, which is you had mentioned don’t panic, take some time, and consult. So get the time to do that. If you get a court order or a subpoena can you respond and say, give me a minute, basically? Can I get a few days to [00:18:00] figure this out?

    Dr. Amanda: Usually, there is a deadline. Most jurisdictions have really specific requirements around how much time they have to give you to respond to that subpoena. Now, there are problems with what’s called service and proper service. And if for some reason it was sent to your prior office address and took a while to get to you, then all of a sudden you’re opening it and it’s saying that the deadline for you to respond is tomorrow, there can be issues like that, but most of the time you’re given time to respond.

    And so I think what we find on our end in doing these consultations often is people wait to call us for consultation until it’s the day that their responses due or the day before. And so, because they’ve been anxious or just haven’t had time to deal with it the last few weeks. So you do usually have time to respond.

    You can ask for extensions, but in many cases, if you can’t get ahold of your client, you’ve tried to figure out what’s going on. You’ve tried, they’re not [00:19:00] responding or something like that. Then you can send this generic response like I explained that’s just saying something like, “I can’t confirm or deny providing services. The information requested would be privileged without proper authorization or court order. I can’t comply.” That’s it. You haven’t even confirmed if you know this person but you have responded within the appropriate time.

    Now court order is different because usually there has been a series of subpoenas and hearings about this information. For it to even get to the point of a court order, all of these other steps have usually happened before. So we’re not usually surprised when we get a court order because there have been subpoenas that have gone back and forth and attorneys battling this out by the time you get that court order. So usually for that again, unless there’s a really compelling reason, and you’re working with an attorney to express concern over that court order, you have to send the information by that time or you can be found in contempt of court.

    Dr. Sharp: I see.

    Dr. Amanda: Which nobody wants.

    Dr. Sharp: Not good.

    Dr. Amanda: Not great.

    Dr. Sharp: Okay. Sounds good. Now, one of the other things [00:20:00] that came up in that discussion there was what happens when you find yourself in a dual role all of a sudden, or what are the dual roles? So I think I’d raise the question to you as we were preparing here. What do we do?

    I’ve certainly been in this situation where we do an evaluation and there was no mention of court activity or forensic needs or anything like that, and then low and behold six months down the road, that person is in a custody battle or something or there is whatever situation, and you’re in court. And it’s this evaluation that you’re talking about. How do we navigate these dual roles that come up, and what do we need to look for?

    Dr. Amanda: A lot of it has to do with what was my role with this individual or this family or whatever at the beginning. And so if I’m brought in to do let’s say a neuropsychology evaluation that had nothing to do [00:21:00] with, there was no mention of custody. Like I said, everything was fine with this family, and then several years later or something, they want to bring this into the custody battle.

    So I was there in this very narrow role to do this neuropsychological evaluation for this specific purpose, fine now they’re bringing me in to testify about that. In that case, there is some confusion distinguishing between fact and expert witnesses, right? When you are a therapist for somebody, the treating provider, it’s pretty clear in most of these cases that you are a fact witness. I’m just there to testify about the work that I’ve done with this individual. You have no basis for any opinions related to the court matter, whatever those legal questions are they’re sorting out.

    When you do an evaluation, sometimes that gets a little trickier because you are an expert in the sense that I evaluated this person for this purpose. So do I have expertise in their neuropsychological needs or whatever it was that came up in [00:22:00] that referral question? Sure. But we have to be really careful to distinguish our role.

    And sometimes we might find ourselves in the position of having to educate the court about this. I am not an expert as it relates to this case. I was not brought in as an expert witness for this legal matter. I was contracted to be a neuropsychologist evaluating this individual for this purpose. And so you have to put really firm boundaries around what your role was.

    It doesn’t mean that attorneys aren’t savvy about trying to ask you questions that could lead to an opinion. For example, well, Dr. Sharp, during the time that you were evaluating this family, isn’t it true that dad never showed up for the evaluation and wouldn’t a good parent show up for the evaluation?

    There are all these tricks that we have to ask questions that try to then steamroll you into providing expert opinions about that legal matter. And you have to be really disciplined and good about saying, unfortunately, I have no basis to give such an opinion. That’s not what I was [00:23:00] asked to evaluate. That’s outside the scope of my role. You have to keep putting those boundaries around no matter how hard they push you.

    Usually, judges understand that and will make sure that the attorneys are complying with that, but not always. There might be times that a judge just says, well, dad wasn’t there or not Dr. Sharp? And do most parents show up? And so if the judge is ordering you to answer, there may be times where we have to say again, your honor, with all due respect, the ethical obligations of my field require me to stick within my role. That was outside the scope of my role. The judge might still tell you, answer the question. So at that point, you do your best to answer it within the confines of the information you have.

    The risk for us is when we go outside the role we were originally retained to perform. And so if you are starting to say things about the legal matter and you didn’t evaluate that, that’s where we find a lot of clinicians have licensing board complaints filed against them. Licensing boards tend to be very [00:24:00] conservative about the degree to which you took on that dual role unjustifiably.

    Dr. Sharp: Yeah. That sounds very familiar. I don’t do a lot of testifying by any means, but one of them was a case. It was a termination of parental rights case. I evaluated one of their children. It was a clinical matter. And I went and testified about that, but they did keep pushing to get me to comment on the other evaluator’s results like the parental, I forget, now I’m blanking…

    Dr. Amanda: Parental fitness, probably

    Dr. Sharp: The parental fitness evaluation, yeah. Like, what would you have done differently? Or what does this mean?

    Dr. Amanda: It is a rabbit hole sometimes we don’t even realize we’re being led to. And it’s like, with every question you’re sitting there thinking about, okay, do I have a basis to answer this? Was this within the role that the assessment that I performed? You [00:25:00] just keep evaluating. And they will ask questions very rapidly to try not to give you time to think about that, but you are allowed to pause and think for a second and throw off that pace a little bit so that you have time to really thoughtfully consider whether you can answer that question or whether it’s appropriate for you to do so.

    Dr. Sharp: That’s great. I can just hear people sighing with relief right now while they’re listening. Now, let’s see. What was I going to ask about that otherwise? Oh, and so some of us might be asked to be pure expert witnesses in some cases. Can you just talk a bit about what that looks like and how that’s different than if we’re an evaluator or treating clinicians?

    Dr. Amanda: If you are retained as an expert, your expectation is that I am here to answer or provide information to help the court answer a specific legal question or set of legal questions. So that’s a whole different ballgame. They do have the right to ask you a lot of these questions. You were [00:26:00] retained to perform that particular role.

    Now, if they’re asking questions or for opinions again, beyond the scope of what it is you evaluated, if you are doing a competence evaluation to stand trial, and they’re asking you questions about criminal responsibility, that doesn’t make sense because that’s not the evaluation you performed.

    So there are still boundaries we have to place around what our role is, but you’re doing things in ways that you understand that at some point this is going to be questioned. I am here to pro to inform the court in some way or provide information that helps them make the ultimate decision, whether that’s a judge or jury.

    So your process in the beginning, how you handle retainers, how you handle I use the term informed consent with some caution there because there’s lots of debate in the field about whether if somebody’s court ordered to be evaluated for some reason, to what extent is that truly informed consent? And what does that process look like? But of course, we still have an initial information period of [00:27:00] time where we’re providing notice around here’s what this is.

    It may not be voluntary participation in this assessment, but the individual still has agency over things they answer or choose not to answer. And so, we have to be very clear about this is not a confidential or therapeutic context in which we are interacting. This is how I’ll use the information. This is who we’ll see it. All those elements are a really important part of the initial stages of a forensic assessment of any kind.

    Dr. Sharp: Sure. So that makes me think, and I don’t want to spend a ton of time on forensic work specifically, but people do ask these questions a lot, like just very basic practical stuff. There are a lot of questions about how to set fees for forensic work. It seems like the going recommendation is just double your hourly rate and that’s your forensic rate.

    Dr. Amanda: And when you say forensic rate, I think what you mean is, if I’m called in to [00:28:00] testify, that’s the rate I’m charging for those hours. Is that what you mean?

    Dr. Sharp: Yeah. Called in to testify. Yeah, any testifying, but also I’ve seen it extended to the actual evaluation and the work performed or in the case of an expert witness, it’d be gathering data, preparing for the case, things like that.

    Dr. Amanda: I think there are lots of considerations. I haven’t heard that. People have all these different rules or guides they use to set fees. Fee setting in our field’s just tough anyway. So much of it depends on the going rate in your area, other considerations, your overhead, maybe as compared to somebody else’s. And so, when you think about forensic assessment, may be different than purely clinical types of assessment referrals.

    Maybe people are doing that because they’re building in things like, so I expect that I’m going to have lots of time to talk with attorneys or travel to [00:29:00] and from a court. So there are things like those overhead costs. Maybe you’re building in more so than other assessment contexts. 

    I think there are lots of great resources out there about starting a forensic practice. There’s this number of books that have been written that I know have really great guidance in how you think about setting fees, but much of it has to do with how much you need to make to survive and keep your lights on, but also are your rates competitive in your particular geographic area and the market and target groups you’re trying to focus on. But that’s relative to really any private practice context that you’re thinking about those things.

    Dr. Sharp: That’s true. Well, that’s good information just to know that there’s no hard and fast rule necessarily.

    Dr. Amanda: No, I really haven’t heard any. I do take some pause though to think about, if somebody’s coming in for a psychological evaluation of their child, because my child is struggling with some issues,[00:30:00] and so I just want an evaluation, just clinically privately, and somebody else comes in the next day and wants a very similar evaluation because my partner and I are separating and we just want to know how best to help our child. And so to have the court order, some of these services would be helpful so that we don’t fight about it in the future. It’s essentially much of the same evaluation.

    So does it make sense to charge family 1 one rate and family 2 double that rate just because it may be that at some point I have to go in and testify as opposed to being very clear that I will charge you for any time that I have to go testify.

    So I would just bring that up as an example, to ask people to think about that. Like it’s not this hard and fast, you must double your rate and think about, well, what is it I’m being asked to do? And is that fair and justifiable to double it just because there may be some court involvement because with family A there’s actually similar, maybe amount of risk. Who’s to know in two years, you’re not all of a sudden involved- they’re involved in some legal matter too.

    [00:31:00] Dr. Sharp: Yes. That totally makes sense. The way that we have it set up in our informed consent or disclosure is that we have a typical hourly rate for services and then a separate section that says, if we get called to testify, then our rate is X.

    Dr. Amanda: Yes. I think that’s exactly how lots of people do it. And it makes sense. And that rate often is higher because that’s a lot of time you’re asked to sit there. You’ve had to cancel your whole day of patients possibly for that. So yeah, I think no matter what practice you have, you should always have some language in there about how you’ll handle any legal request and that you will bill for your time so folks are agreeing to that at the informed consent stage. And so then there’s no dispute several years later when all of a sudden I’m dragged into this legal matter and I’m saying to them, Hey, I’m going to bill you for that time. You can always refer back to your informed consent and show them that, remember you agreed to this in the beginning.

    Dr. Sharp: That’s great. Well, I might switch gears a little bit, but try to keep [00:32:00] this thread of fees and financial stuff. One thing that comes up a lot is the question of, what do we do? Can we withhold folks’ documents or reports if they haven’t paid their bill? That comes up a lot. Do you have any thoughts on that?

    Dr. Amanda: Yeah. It’s a really tricky one and it’s a really frustrating one for a lot of clinicians because HIPAA is pretty clear that you are not able to withhold records because of nonpayment. And so people have a right to access their records and we cannot penalize them if you will simply because of nonpayment.

    Now, that gets really tricky with things like assessment. And even in the way that HIPAA is talking about records, it’s very specific around the designated record set. It certainly has an eye toward thinking about more clinical relationships rather than assessment. But still, the language is the language. We have seen lots of situations where clinicians find themselves in a bit of a [00:33:00] jam because they’ve done that and now somebody’s filing a complaint saying you’re violating my rights to my records.

    That being said, I think it’s important to be really thoughtful about your process for assessments at the front end. Some folks I’ve seen set it up like 50% of estimated assessment costs for the whole process is gathered up front, and then the remaining amount is due when you deliver the report. That way, you’re at least recouping a significant amount at the beginning. And if this turns into one of those situations where the individual or the family disappears, and now I am not able to collect a payment, that sort of thing, at least it’s not a total loss. But you do have to be really careful on that back end that if I’ve completed this and it’s ready to go and they’re demanding it but they won’t pay for things, that can get really tricky.

    Some people [00:34:00] I’ve seen say, okay, they certainly have a right to their records, but they don’t have a right to my report. And so I will not finish the report or deliver that until they pay. And I can see ways that that can go either way too because technically, could they still access their records? Sure.

    And I have seen clinicians try to minimize the frustration there with the family by saying, I will not deliver the report, but if you are wanting to retain another clinician to do an assessment because you’re upset with how I’ve done things in some way, I’m happy to send them the records for them to be able to do that. But your report could be considered a work product in that situation. And so can they demand that? I’ve seen it debated in different ways.

    At the end of the day, you just want to be careful though, because even if you can finagle a way to do that, remember that some of the most damaging things to us right now or risks to us as psychologists are licensing board complaints. It’s much more common than malpractice lawsuits. People tend to be really afraid of lawsuits, but the [00:35:00] licensing board complaint process is a much higher probability of happening to us because it’s free for people and anybody can file a complaint. That’s a really common response when clients or patients are angry that we’re not giving them what they want. They quickly turn around and file a complaint.

    The other really damaging thing that can happen is negative online reviews. And so we want to do our best to really deescalate this and work with these individuals as best as we can to try to come up with a compromise or a payment plan or whatever we might be able to do to lessen the client’s anger or frustration at us because sometimes the repercussions are more damaging than if we had just let this go, chalked it up to overhead and sent them on their Merry way with their records.

    So there really are pros and cons to different routes. I think it makes sense to think about, well, what is my payment structure. What do I require up front? I should anticipate that I’m going to have people that aren’t going to pay at some point. [00:36:00] We all have that in clinical practices. That there’s just a certain percentage of that you have to chalk up to overhead because it is a business decision whether to pursue things like collections or small claims court because we find with people that a lot of times it’s not worth it.

    It causes more, long-term frustration, costs, time, and use of your resources than if you had just waived this, let it go, as frustrating as that is. I know it is, but it’s one of those long-term decisions around what makes more sense for me for how I shoot my time and resources. But I would say, always consult about these situations because you just don’t want to be in a position of having a HIPAA complaint filed against you because you withheld somebody’s records that they had a right to.

    Dr. Sharp: Right. Now, is there any difference there depending on whether you take insurance or being private pay?

    Dr. Amanda: In terms of whether people have a right to their records?

    Dr. Sharp: Yeah, just when you use the word HIPAA, it makes me think about [00:37:00] insurance and electronic transaction.

    Dr. Amanda: Well, the other thing is thinking about, well, two things there. So one is to figure out whether you’re a HIPAA-covered entity. That’s really important. And even if you don’t take insurance anymore, there are really specific guidelines for who’s a covered entity. You can easily go to the cms.gov tool, do the decision tree and figure out whether you’re a covered entity, but much of it has to do with, even if you’ve ever just engaged in one electronic transaction, meaning even looking up somebody’s benefits just once, you’re a HIPAA covered entity.

    People don’t realize that. They think, oh, I don’t take insurance so I don’t have to be HIPAA compliant. And that’s actually not true for a lot of people. So make sure you’ve done the research to figure out whether you’re a covered entity and don’t assume you’re exempted from that just because you don’t take insurance in your practice.

    So that’s one important piece. Now, I’m forgetting the second one I was going to say. You originally asked, does it matter if your HIPAA?

    Dr. Sharp: Yeah, [00:38:00] insurance versus private pay.

    Dr. Amanda: Oh, I know the other piece was, there’s also this whole element to whether HIPAA or state law are trumps. So we often, when we’re providing consultations to people around these things have to do what’s called a preemption analysis because sometimes states have even more stringent requirements around patients’ access to their records and their privacy.

    So even if you are not bound by HIPAA, which I really would argue, most of us probably are when you go back and do that decision tree tool, you might still be bound to provide their records because of the way your state law is worded. So it’s just important to look at both before you assume that you don’t have to provide records until somebody pays.

    Dr. Sharp: Sure. Another thing that came up as you were talking through that is the online review thing. So there have been a lot of horror stories. It’s happened to me. It’s happened to a lot of other people. How can we respond to online negative reviews, if at all? [00:39:00] How do we handle those?

    Dr. Amanda: It is an increasingly frustrating thing I think for all of us. And again, pros and cons. Digital communication and platforms and social media have done wonders for many people’s practices but there are also risks that come with that. And so the question of, can you respond, you cannot in most cases directly because if somebody posts something, let’s say a bad Yelp review or we see all these other types of online review platforms for physicians and medical providers, the client is choosing to do that. Yes. Whether or not they include their name or not, and some people ask me that, well, they’ve identified themselves. So they’ve waived their confidentiality by doing that. That’s not how that works.

    So yes, the client has the right to post whatever they want in whatever public space they’d like, however, we can’t respond because we don’t have a release or permission to even acknowledge whether we know [00:40:00] that person or not. So by responding, you run the risk of breaching that person’s confidentiality, which just gives them even more fodder to file complaints or be angry. Now, that being said, I think a lot of clinicians feel really powerless then; how frustrating that people could just post things whenever they like and I can’t do anything about it.

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

    Dr. Amanda: Yeah.

    Dr. Sharp: I’ve never seen this done, but when you say you don’t have consent, is it at all possible to put that in our consent form to somehow have them consent to us responding to an online review?

    Dr. Amanda: I think I have maybe a better alternate suggestion because I see some risks with what you’re saying. I get that like if you’re telling them, if you choose to post something, I reserve the right to respond to that. I think that’s a pretty tough open-ended demand for permission to publicly out them in some way. [00:41:00] I see a lot of both legal and probably ethical licensing board issues with.

    I think it’s a great question. Why can’t we just get permission on the front end? To me, an analogy would be, if I’m just getting their blanket permission, like I want you to sign a release so that if and when at any point in the future, anybody asks me for information about you, I can provide it. That would never fly. It’s just too open and to general. So it sounds similar to me there.

    What you can do is have what’s called a social communication policy or electronic communication policy. We have some free, publicly available samples of that language on The Trust website which is trustinsurance.com under resources. Anybody can access those, whether they are insured by The Trust or not. But on there, we include all things. Not only just I won’t respond to public online reviews and here’s why, but I also won’t accept friend requests. I won’t engage with you on social [00:42:00] media. Here’s why. And it’s to protect their privacy.

    And so, we really encourage people to take a look and start to incorporate things like that in their informed consent forms in this rapidly changing digital age because it also can just help head off frustrations or feelings of betrayal by a client, or why didn’t you accept my friend request or something like that?

    So for the online reviews, what you can do though if you see them, I would encourage you to be Googling yourself pretty regularly. It’s not narcissistic. It’s an important part of managing your online professional reputation. So remembering that even if our field for many years was all about word of mouth or first impressions we could make when we actually first met the client, now people form their first impressions of us by searching us online.

    You don’t get the opportunity anymore to put your best foot forward when you meet them in person. People are making a lot [00:43:00] of assumptions about you by what they find about you online. So you should know what’s out there about you online and check regularly because you might notice something like a dip in your referrals and not realize, I didn’t know somebody had posted this review and I wonder if that is part of it.

    So what you can do on some of those sites like Yelp and Google Business reviews and things like that is there are places on those sites where you can claim the business page if you haven’t already, and you can then put in information about your business. What a lot of people do effectively is they’ll put a generic disclaimer or statement in the section where you get to put information about your business that says something like, I am unable to respond to any individual reviews that are posted on this site. I encourage anybody with questions or concerns to contact me directly. I cannot respond in order to protect everybody’s privacy and confidentiality.

    So you’re putting that out there, just generically. That way, if somebody else happens upon that review, they understand, oh, well, here’s why he didn’t respond to that. It’s [00:44:00] because he’s not able to. He’s legally and ethically bound to not respond or acknowledged knowing this person. So I think there are things like that that you can do.

    If it’s bad enough, there are also online professional reputation companies that can do things to really strategically increase your positive online presence. So things like search engine optimization techniques can be used to make sure that when somebody Googles your name, the first thing that pops up is not that negative online review, but your website or things like that, which is another way to combat this is to make sure that you have a really strong online presence that you control, like your website. So those are some things that you can do.

    Dr. Sharp: That’s great. I’ve seen some folks respond directly to the negative reviews with a very general like I cannot confirm or deny that this person is a client. What I can say is that in our practice, this is how we treat people, and that kind of thing. Do you have thoughts on that sort of[00:45:00] response?

    Dr. Amanda: I would put that in that generic part of your business page rather than responding to individual people. And part of the reason is because, what if I respond to some and not others? Or what if I responded to the last three but I didn’t realize there was a new one, and all of a sudden can there be any perception that, oh, well, Look, she must have only responded to the people she knew or that her patients. You just don’t want anybody reading into any of it. So if you can be really consistent and neutral across the board. It’s just less risk for you.

    Dr. Sharp: That totally makes sense. Gosh, it’s getting increasingly hard to navigate it.

    Dr. Amanda: It is. And to monitor all these.

    Dr. Sharp: It just doesn’t feel fair that you can’t respond.

    Dr. Amanda: Yeah. It really doesn’t.

    Dr. Sharp: This is good though. It’s good information. I think people would be really interested again, just switching gears a little bit to talk or circling back to record releases and what we can or cannot release. But I think there are two questions in there. There’s one around, what can [00:46:00] we release to the court if they request records and what can we release to parents or to clients if they request their own records? And I think the main thing is the raw test data. The protocol. The raw data is really the thing in question here.

    Dr. Amanda: Yeah. I want to distinguish between what are referred to as test materials; that’s where you’re talking about your protocols, your stimulus materials- copyrighted things that are part of the published test instrument from raw data. So what’s generated from that because a lot of people lump those things together? The law is actually quite different around those, and so is our ethics code.

    Our ethics code specifically distinguishes between test materials and test data. So some of it depends on the state. Every state has laws usually around what you are required to [00:47:00] release to whom and under what circumstances. When you get a request for, let’s say the full record of your assessment that you performed, what does that mean? If your state law defines it as automatically including test data they have a right to that information, then often, many states will have language around that you have to disclose that test data to another qualified professional as opposed to maybe the family let’s say or attorneys who don’t know what to do with that. But in other states, it might include that. And you’re releasing that with the caution that this should only be interpreted by somebody who’s qualified to do so.

    So like I said, that’s very different than test materials. And so if they are demanding test materials, which again, I think judges are usually pretty informed about that. That there’s a difference. And if not, sometimes it’s our job to explain that difference; that these are copyrighted; that it compromises the test [00:48:00] integrity if I release the booklet of questions for the MMPI as distinguished from this person’s MMPI responses- the actual data, those are different things.

    And so if you get pushback on that, that, no, they really are demanding the test materials or the attorney is. Again, we can cite state law if it doesn’t include test materials but talks about raw data. We can cite our ethics code around that distinction there and really try to make that case. And the other thing I think is really helpful is most of the test publishing companies that many of us get our assessment materials from have legal sections.

    So if you scroll down on the bottom of their webpage, there’s usually a legal term of use, something like that section, and most of them have really helpful language that is already drafted for you to be able to use in response to these demands for this information where you’re talking about their copyright and all those things. If you ever get a lot of pushback, like sometimes a judge will [00:49:00] order you to turn that over. Some folks have even contacted the test publishers themselves and their legal department can get involved and help you advocate.

    It’s in everybody’s best interest to really protect the integrity of these materials. And nobody has more of a vested interest in that, of course, than the test publisher. So often they are very willing to help you fight this battle. But I do know of clinicians where the judge ultimately ordered them. And so in those very rare cases, usually you are still able to do things like, okay, is there a way to do an in-camera review of these if it’s just the judge that needs to see it and it’s not going to become public record in any way. And so you can try to express your caution and request some conditions on that order, but that’s pretty rare that a judge is going to order you to do that.

    It’s more so that we find ourselves back a few steps having to educate the attorneys or the court around here’s why I can provide the data and to whom I can provide that data because of state law, but I cannot provide the test materials. And often once we make that distinction, [00:50:00] then people sort of get it. But when they say, well, no, we need the test information, we need the results. Remember that it’s important for us to make that distinction between those two things.

    Dr. Sharp: I got you. That’s super helpful. And then with parents or clients who request their own data, does the same distinction apply that we can release to them?

    Dr. Amanda: The same distinction applies and the same need to go consult state law around whether they are entitled to test data or whether your state words at such that I can release data to another qualified professional. So mom and dad, here, you can have all of the other records; here are my notes, here’s collateral information, whatever, but the test data, I can release to whatever other psychologist or qualified mental health professional you designate for me to send it to. I’m happy to send it to them directly. So again, a lot of that is just consulting around or with somebody who can help you understand your state law about that.

    Dr. Sharp: I got you. Let me ask a really nuanced [00:51:00] question that I just want to be clear about when we’re talking about all this stuff. So test materials are the things that are protected most it sounds like, and that’s the protocols, the booklets. I’m using the term raw data to mean the subtest scores, like this is what they got on block design. This is what they got on comprehension or whatever. And then test data. I’m not sure what you would call the scaled scores and the standard scores and all of that or is there even a difference there?

    Dr. Amanda: I think to me that’s more like our interpretation and scoring. That would probably still fall under, to me, the raw data umbrella. Anything that’s going to compromise the integrity of the test or there are copyright concerns about, that’s more what falls under that test material camp.

    Now that being said, I can think of [00:52:00] assessments. Even you brought up block designs. So if you’re thinking about the WISC or the WAIS or one of those and the actual scoring booklet that you use. I mean, there’s still some what I would consider being some copyrighted material in there. There are examples of block design that we’re scoring right on it. There’s things like that. It’s not just numbers you’re writing necessarily.

    So there are occasions where you may have to redact portions of that, which again, another qualified professional would be able to take. No problem. You wouldn’t have to redact it for them. But if the mandate is that I have to provide that raw data directly to the client, then it might be that I have to redact some portions of whatever this physical hard copy is that I’m providing them because some of that information is copyrighted. So it just depends. And again, sometimes you can consult with the test publisher around that.

    Dr. Sharp: Yeah. That’s one thread that keeps running through our conversation, and I hope people hear this, [00:53:00] that we’re not alone. We don’t have to figure this out on our own. Somehow there are plenty of resources to figure it out.

    Dr. Amanda: Yeah. I’m really glad that that’s coming up and you’re underscoring that because not only you don’t have to go it alone, but don’t go it alone. It’s very risky for you to go it alone. And we’re not meant to. This is really difficult work and we find that with clinicians who are practicing in very isolated ways and not connected with professional communities and colleagues that they can consult with, the risks are just higher because you aren’t abreast of how things might be changing in the field or the right resources you weren’t aware of. Or just as my colleague Dant always likes to say, borrow other people’s brains. It is always going to help you to borrow someone else’s brain for a little bit, to get outside of your own.

    Dr. Sharp: I like that. Yes. And this is another great place just to re-mention y’all’s risk management services. Like if you have insurance through The Trust, [00:54:00] we”ll you get that for free? Like you can just call and consult with an attorney?

    Dr. Amanda: Yes, exactly. And they’re unlimited. And regardless of whether you’re insured by the trust or not, some of these cases we’re talking about that really do involve, I might have to have my own lawyer represent me because I am challenging this court order or something like that. You always want to consult with your professional liability insurer, whoever that is, because at the end of the day, if you find yourself in a jam, that’s who’s going to defend you or not. And most of your professional liability insurance policies require that you’re providing them with notice of the first incident or any indication that there might be a complaint or a lawsuit or something like that coming down the pike, you always want to notify them, whoever your provider is.

    Dr. Sharp: Sure. I wonder if we might turn our attention toward online behavior a little bit in a number of ways. One way that is certainly very personally relevant is managing a large Facebook group of clinicians. [00:55:00] There’s a fair amount of consultation that happens in that group. And so, what comes with that is a lot of questions about how much is too much information to share online. I would love to hear your thoughts on that.

    Dr. Amanda: Go ahead.

    Dr. Sharp: Well, I was just going to say, can we do any consultation online in a group like that? If so, how do we do it ethically and appropriately?

    Dr. Amanda: I think a lot of it is to keep at the forefront of your mind confidentiality- the client’s best interest. My number one role is to protect my client’s privacy and confidentiality. But we also have a need to consult. And so a lot of these online spaces can be wonderful for that. Social media groups, and listservs that many of us are part of, and I’m sure we’ve all seen very different ways that people will present situations they’re wrestling with.

    I get [00:56:00] really concerned when I see people describing clinical situations with such specificity that there is a risk that this person could be identified. Even sometimes where I see it’s concerning is, people looking for referrals. So would anybody in this group be able to see this person in this town with these presenting issues at this age? And it’s like all of a sudden you’ve provided a lot of identifying information that somebody might know that person. Many of us practice in rural or smaller areas where the degrees of separation aren’t that many. So you just have to be mindful of that.

    And I think consulting with colleagues is always a great idea. You just have to do that reasonably and use good judgment around what is the minimum necessary information I need to provide to be able to get my questions answered. In the assessment, that’s hard. I know.

    Interestingly, at least when I’ve seen in your Facebook group and in other similar spaces with assessment, a lot of times what we’re asking is not always [00:57:00] so much that specific about the client but is this the right test I should use for this question? Or these scores came out this way and I’m not quite sure how to interpret that. And so in some ways, it’s a bit of a safer space or those contexts to talk about than if you’re really getting into somebody’s clinical history or treatment issues or whatever.

    I would just urge people to use good judgment and think about, is there any possibility somebody could identify who I’m talking about in this and do I need this level of detail for the questions I’m asking? We don’t always. It’s just that we are so fascinated with people’s histories and we think every detail is relevant. But if you strip it down, what is my question? And what’s the minimum necessary information I need to provide to get that question answered?

    And it might be that there are a lot of specific details that matter. And if that’s the case, I wouldn’t do it in an online space like that that anybody can access. I would do that on a phone call with a colleague I trust or something like that, where there isn’t a risk of that information getting out because the other piece of this is don’t [00:58:00] forget that once it’s written down and out there in cyberspace, it’s there and it exists. And if there are ever lawsuits or complaints, there are screenshots. People can print that. That can be evidence used against you in some way.

    Dr. Sharp: Great point.

    Dr. Amanda: So you just want to be mindful of putting things in writing in a place that others can access and interpret. There’s always a risk of breaching confidentiality.

    Dr. Sharp: Sure. That’s good to hear.

    Dr. Amanda: Can I say one more thing about that? Sorry.

    Dr. Sharp: Of course.

    Dr. Amanda: I was talking about clients. Actually, the other risk we see for people sometimes in these listservs and online groups is how we talk about each other, talking about colleagues, and making referrals or not. Sometimes you never know who’s reading things. And so there’s also a risk of things like defamation and saying things about other colleagues or damaging their professional reputation in some way, maybe without basis. So I just would urge people again, to be really careful about what they post.

    Sometimes we get into these discussions with [00:59:00] people and forget that there may be 500 other people reading these posts. And so if I’m saying, oh, I need referrals in this area and somebody responds with two names and then a third person responds and says, oh, do not go to Dr. so-and-so because he’s terrible, whatever. I mean, that’s out there in public now. And people might have grounds for complaint depending on what you’re accusing people of. Just be really careful. And we’re all respectful civil professionals, but remember, again, once it’s written down, there are risks in slandering people’s reputations without basis. So just be careful. And even with basis, you still want to be really careful with what you post about your colleagues or other professionals.

    Dr. Sharp: Of course. So that leads me to a question of something that unfortunately comes up, I think, fairly frequently, which is, what do we do if we… Well, the way it manifests is, folks will get a prior evaluation that looks bad for whatever reason. It’s [01:00:00] bad. It could be any number of things, but let’s just say it’s been determined. It’s a bad evaluation. Then there’s a lot of questions like, what do we do? Do we report that person to the board? And I’m not talking about like they just weren’t kind or they got the diagnosis wrong, they missed something. These are, in theory, fairly egregious oversights or something like malpractice almost. What do we do with that when it’s a colleague?

    Dr. Amanda: Yeah. Or even not a colleague, even somebody you don’t know and you’re just like, oh, something is not right.

    Dr. Sharp: Yeah.

    Dr. Amanda: Exactly. I realize I’m answering it depends to so many questions. But it does depend on a lot of factors and what is the unethical or harmful behavior you’re worried about? There’s obviously a continuum there and there’s a difference between somebody who you’re like, wow, this is just [01:01:00] a report that’s not well written. It’s really disorganized. It’s not how I would do it. There’s that? And then there’s the other end of like, oh my gosh, it was completely inappropriate for this person to use these tests. This doesn’t make sense or it’s unethical what they’ve done, something like that.

    Dr. Sharp: Let’s take that second example. Let’s say we have the report. It’s like, here’s the referral question, diagnoses, and question, whatever. And the measures just don’t match or it’s very brief, like I said, we’ll try to keep it simple. It seems like an egregious miss with the evaluation process.

    Dr. Amanda: There’s a number of egregious things like that. Or this person doesn’t have the training or qualification to even be doing this kind of evaluation or it’s really clear there was like a dual role. Like why would the therapist also have done this evaluation? I think there are quite a few of those things that come up. So again, I would say some of it depends on your [01:02:00] state’s law.

    A number of states have laws that require us to report, sometimes the terminology is an impaired colleague or things like that. Not many actually have those for psychology. Most states have them for physicians because it also depends on what we’re talking about in terms of impairment. Like, what does that mean? I just wanted to say that because it’s important to make sure you know that. Similarly, your licensing board regulations. You want to look up, what is the guidance or policies around, if I’m concerned about a colleague’s unethical behavior, what do I need to do? So always look there as well, because that’s what you’re bound by in your particular state where you’re licensed.

    And then we, of course also have to look at our ethics code, which has pretty specific language around if you’re concerned about a colleague’s unethical behavior, that most of the time, your first step is to confront them directly about it. Not to go right to the licensing board. And I can talk about some exceptions in a second, but to go to them and give [01:03:00] people the benefit of the doubt and call that person up and say, Hey, I just was reviewing this and I’m really concerned. So I’m guessing maybe there’s some context. I just wanted to ask why you would’ve done these things because I have some concerns about that.

    I think any of us would appreciate that same benefit of the doubt and grace to not have people jump to conclusions but to ask us first about what was going on, because there might be some who know other things going on or contextual factors that make sense.

    So usually you want to go talk to that person first. I’ve seen people handle that in a number of ways. I mean, not a lot of people are really excited to get that phone call. So they might not be super willing to talk with you about how you think they are terrible at their jobs. So I’ve seen other people if folks have refused to have the conversation or there’s just conflict between them, then they’ve done that in the form of a letter.

    So here are my concerns. I’ve tried to talk with you this many times. I really need you to understand what my concerns are. Please let me know how you’ve addressed these or planned to [01:04:00] address these. Otherwise, I may need to report this to the board, something like that. So there are ways to handle that, to do our diligence ourselves in terms of our ethical requirement to call that behavior out if it’s problematic.

    Now, I mentioned some exceptions because if there is a concern about like harm to people, like this is really serious, I’m worried about imminent harm to somebody because of this, then I might need to go right to the licensing board because we can’t let harm continue. But if it’s just, I don’t think this person’s doing their job the way they’re supposed to, or I think they’re doing it unethically, that’s one that I would usually lean toward going to the person first.

    Dr. Sharp: I see. And can you give any examples of what you’ll call imminent harm?

    Dr. Amanda: I’m trying to think of one offhand that is in the assessment world. I don’t know. Something like fitness for duty is coming to mind [01:05:00] that there are clearly all these issues. This person is actively abusing substances. Like there is something about their job that requires that they are safe to work with; maybe they’re law enforcement, maybe they’re medical professionals. And so somebody has evaluated them and said, yes, they are fit for duty in some way but yet all of the data in that report are saying, nope, this person can cause harm to other people. And based on what I’m reading and what I’ve evaluated with this person, this is really serious. And I can’t imagine why you would’ve recommended that they’re safe to return to work. Maybe something like that.

    Dr. Sharp: Yeah, that’s a good example. Very nice. Thanks for talking through all these questions.

    Dr. Amanda: I know. They’re difficult and that’s why you say borrow other people’s brains when you can.

    Dr. Sharp: Oh yeah, absolutely.

    Dr. Amanda: Because the other piece is, when you’re in it, it’s so charged- any of these situations you’ve been asking about. It’s hard to have distance and be able to think through because you are in the middle of it. There could be a complaint filed [01:06:00] against me, or I don’t want to confront my colleague about this, or I’m angry that this family won’t pay their bill. We have real emotions attached and skin in this game. And so it is very hard to think clearly about what you should do.

    Dr. Sharp: Absolutely. Well, let me close with one more question before our time runs out here. This may be something you can speak to, maybe not, but it is something that comes up a lot. And it’s really this question of, who is qualified to do an assessment? There’s a lot of debate about like masters versus Ph.D., psychologist or not, neuropsychologist or not, all of that. I’m curious if you can comment on that at all.

    Dr. Amanda: Yeah. It’s a big question with lots of nuances. Some of that has to do with our respective disciplines and professional guidance- what our licensing regulations say we can and can’t do, what title you can use in your [01:07:00] jurisdiction based on your training qualifications or level of license. And so, it’s not like a blanket answer. It’s different everywhere you are.

    For example, in my home state of Indiana, it’s very clear that for example, for people who are licensed clinical mental health counselors, so that’s a master’s degree, they have a license, there is language under the definition and practice of what a mental health counselor can do that says they can administer and interpret appraisal instruments that the mental health counselor is qualified to employ by virtue of the counselor’s education, training, and experience. So that leaves the window open for them to do some assessments assuming they have the education training, and experience to do so.

    And so in the curriculum that is required, for example, in our mental health counseling program at Valparaiso University, we do teach certain appraisal instruments. We’re not teaching mental health counselors because we just don’t have the time in their two-year program nor would it make sense to probably teach them how to do IQ assessments, to [01:08:00] do really heavy lifting personality assessment and interpretation. They’re doing career survey instruments. They’re doing symptom inventories. So instruments that make sense given the role and context in which they’ll practice, they do have experience and training to be able to do.

    So you can see how in our state that language is quite vague. And so then it would be up to the counselor, him or herself to be able to defend. I do have the training and experience to be able to administer this assessment. In other states, there isn’t a language like that. So it really just depends on what the definition of each type of mental health professional is under their licensing regulations and what they’re allowed to do and not. There are cases to be made on both sides.

    A lot of this, as I’m sure we all know of, it is a turf war, right? Like we don’t want some people being able to do certain things that that’s what our profession does and vice versa. And so there is trying to draw some of those boundaries. But on the flip side, there are many areas of the country that [01:09:00] have a massive supply and demand issue. And so it just depends on what assessments we’re talking about and who is truly qualified to be able to administer those and under what circumstances.

    So it really comes down to looking at your particular geographic area and what the licensing board regulations and state laws say. But then we also know that there’s professional guidance. So you brought up neuropsychology as an example. I know that there’s debate in the field around whether is board certification required or not, and after what year. And so I can tell you that once it gets to legal matters, that when people have to testify, those things become really important. They do start to split hairs around well, isn’t true that your professional guidelines say that you have to have this training?

    And so you have to be able to defend that- what is the standard of practice or the standard of care for your discipline and for what you were being asked to do?

    Dr. Sharp: Right. For better or for worse, that’s just my shortcut if I end up with any ambiguous questions like, should I do this? [01:10:00] Can I do this? I just immediately flashed to being on that stand and having an attorney question me and what would my answer be.

    Dr. Amanda: Exactly. Can I defend or justify having done this? That’s right.

    Dr. Sharp: That usually helps make the decision real fast.

    Dr. Amanda: Exactly.

    Dr. Sharp: Well, this has been great, Amanda. I really appreciate it. I think you’ve communicated tons of helpful information and answered a bunch of random very specific questions that hopefully capture some of the main concerns that we bump up against.

    Dr. Amanda: Yeah. My pleasure.

    Dr. Sharp: Before we wrap up, anything else that you would think would be important for us to know? Any big takeaways that we haven’t covered? And as well, I’ll tackle two questions just like a good attorney, any resources for folks who just want to make sure that they’re doing the best they can from an ethical and legal standpoint?

    Dr. Amanda: Yeah. So just like a [01:11:00] good attorney, I’ll try to answer your two questions with one answer. I really think the big takeaway and the resource is to use people. I know I’ve done this a lot, but consult. I actually find a lot of clinicians are so afraid to do so. I get it. We’re afraid to be judged. We’re afraid our colleagues might think less of us, or maybe I should have known the answer to this, and I didn’t. But at the end of the day, obviously, our field is about working with other people in so many capacities. We are not meant to do this in isolation as I was talking about earlier.

    So I think the biggest resource, and I hope my biggest takeaway has come from our whole conversation is to reach out and consult with other people. These are complicated questions. There are so many areas of gray as we’ve been talking about. And so it just makes sense to try to talk it through with other people that can help us think about things a little bit more objectively. Other people have had maybe similar experiences or [01:12:00] know who to point you to in the right direction.

    So consult with others, whether that’s trusted colleagues. Don’t be afraid to reach out to people who have expertise with the particular question you’re struggling with, whether that’s an attorney because it’s a legal question or something you have to sort out, but it may be a payment question. Ask somebody who runs a similar practice that you really respect. How have you dealt with some of these difficult payment conflicts we get into. Seek out consultation and expertise from other people who can help you think it through. And don’t view that as a sign of weakness, like you should know the answer. We’re always all evolving in our training and experience and you can’t possibly anticipate every situation.

    So I think the biggest resource we have is really each other, which is why things like this podcast and the group you’ve started. Many of these spaces that allow us to have support and consultation from each other are just critical to our success in the field.

    Dr. Sharp: Well said. I love it. Well, [01:13:00] thank you one more time. I really appreciate it.

    Dr. Amanda: Thanks for having me.

    Dr. Sharp: Of course. If people do want to get in touch with you for whatever reason, one, are you open to that and if so, how do they do that?

    Dr. Amanda: Feel free to reach out. Certainly, if it’s for a more formal consultation context, then you’d need to do that through The Trust Risk Management Program. But any other questions about non-risk-related stuff or you just want to chat about cool things and trauma and forensic assessment, or really anything, feel free to reach out at my Valparaiso address. Just search me at Valparaiso University.

    Dr. Sharp: Great. Awesome. Well, thanks a lot. This is fantastic.

    Hey, y’all. I hope you enjoyed that interview with Dr. Amanda Zelechoski. I’ll have all the contact information for Amanda and The Trust in the show notes. It’s a great resource if you need any guidance on the ethical side. Like you heard in an interview, there are any number of concerns that might [01:14:00] come up in our practices and she and others like her are there to help.

    So thanks for listening. If you haven’t subscribed to the podcast, you can do that easily on iTunes or Spotify or Stitcher, or wherever you’d listen to it. It’s pretty easy. Just look for the button that says subscribe. And if you’re feeling extra kind and generous, you could leave a rating and a review. I’d love to hear from folks about how the podcast is going and what you think of it. All right. Take care. We’ll catch you next time.

    Click here to listen instead!

  • 095 Transcript

    [00:00:00] Dr. Sharp: Hey y’all. This is Dr. Jeremy Sharp. Welcome back to another episode of the Testing Psychologist Podcast, where we talk all about the business and practice of psychological and neuropsychological assessment.

    I’ve got a great episode for you today. We are talking with Dr. Joni Mihura, all about the Rorschach Performance Assessment System or R-PAS.

    Dr. Mihura is one of the co-developers or co-authors of the R-PAS, along with a few other council members from the Exner Research Council for the Rorschach Comprehensive System. After his death, she and her partners continued the development of the test and in 2011 published the R-PAS, which is now largely regarded as the most current up-to-date, and well-supported in terms of research method of administering and scoring the Rorschach.

    [00:01:00] Let’s see. What else? Joni has an incredible bio. Her CV is 27 pages long and all of it is completely legit. I looked through all of it. But here are some highlights.

    She got her Ph.D. from Oklahoma State University. She did her internship at the Massachusetts Mental Health Center at Harvard Medical School. She generally has a specialty in psychological assessment and she is Board Certified in Assessment Psychology. Joni is currently a Professor at the University of Toledo in their department of Psychology. She is a Licensed Psychologist. Like I mentioned, she was previously on John Exner’s Research Council for the Rorschach Comprehensive System, and what else?

    In 2013, she published a huge meta-analysis of the 65 Rorschach variables and produced an article that [00:02:00] resulted in something pretty remarkable. A lot of the Rorschach critics lifted their recommendation for a moratorium on the use of the Rorschach after her meta-analysis was published.

    In 2018, Joni co-authored a book called Using the Rorschach Performance Assessment System with her husband Greg Meyer, and she’s currently serving as the President-elect for the Society for Personality Assessment.

    So, Joni’s been doing this for a long time. She is clearly one of the experts in the Rorschach. I’m so grateful to have her on the show today to talk all about the Rorschach and the R-PAS and how it’s helpful, its clinical applications, the research behind it, and the evolution and path of the Rorschach over the years. We cover a lot of topics. I hope you will stick around to enjoy it.

    [00:03:00] Before we get to the interview, I think at the time of publication of this episode, we may have one or two spots left in the Beginner Practice Mastermind and Advanced Practice Mastermind groups. If you’re interested in these group coaching experiences, like I said, there’s one for folks just getting started with their testing practices, and then there’s one for folks who have been at it for a while and are relatively successful but looking to take their testing practices to the next level.

    You can get more information at thetestingpsychologist.com/consulting, and on that page, you can find a little more information about both the Beginner Practice and Advanced Practice groups. You can also schedule a phone call to chat with me about membership and whether they would be a good fit.

    All right, without further ado, here is my conversation with Dr. Joni Mihura.

    Hey everybody. Welcome back to another episode of the Testing Psychologist Podcast. I’m Dr. Jeremy Sharp, and like you heard in the introduction, I am here with Dr. Joni Mihura. I’m so fortunate to be speaking with her. She has, I don’t know, probably more knowledge on the R-PAS than anybody else out there. Would you say that’s fair, Joni?

    Dr. Mihura: Oh, I don’t know. My husband might tie with me.

    Dr. Sharp: Okay. We can include him too just for a number of […]

    Dr. Mihura: Okay.

    Dr. Sharp: Nice. I’m so fortunate to have you here. Welcome to our podcast.

    Dr. Mihura: Oh, thank you. It’s great to be here. Thanks for inviting me.

    Dr. Sharp: Of course. I have to give a shout-out again to Dr. Raja David who [00:05:00] not only did a pretty amazing podcast series for me but then introduced me to all of you other folks who are fantastic. I’ve gotten so many great interviews from connecting with them. So another shout-out there.

    Let’s see. I think as usual, I would love to just start and hear a little about you in your own words, what you’re up to these days, and how you got to where you are right now.

    Dr. Mihura: Interesting question for me because I don’t think I’ve ever been asked that. So I will try to give a Reader’s Digest version, a short version of it. Let’s start in studying and deciding what I was going to major in. I initially wanted to be either a psychologist or a coach. I played basketball. I played [00:06:00] in a number one team. I’m 6ft tall. You can’t see me for anybody who’s out there, but I’m quite tall.

    Dr. Sharp: Nice.

    Dr. Mihura: And my father was like, “No, you can’t do that. You need to be something more respectable. None of that emotional stuff.” So I started off in engineering. So for a year and a half, I was in engineering, and in the summers I got paid pretty good for doing some drafting jobs for the AT&T when I used to do that by hand.

    And then I finally just took off a little bit of time, decided, do I want to get my father’s approval or am I going to be waiting for that when I’m 40 or what? So I ended up going to psychology and as soon as I did, I was so happy. I just love it. It’s an immense playground of knowledge and information and things to be curious about and helping people. It’s very multi-dimensional.

    So anyway, I didn’t know what I wanted to do when I started graduate school, [00:07:00] whether I even wanted to be a clinician or to go into academics, and certainly didn’t know anything about assessment. And I think most of the time students who come work with me here at the University of Toledo, if they are interested in assessment or even the Rorschach or even know about it, they’ve had some experience in some way. Either they’ve worked with somebody as an undergraduate or most typically they’ve had a master’s training or they’ve had experience and learned that they like it.

    And so that’s what happened with me too. I took the class in graduate school and unbeknownst to me; my instructor had recommended me to do the assessment lab. And I said, sure. So I did like four semesters of cognitive assessment and what they used to call projective assessment that we now call performance-based assessment.

    Dr. Sharp: Yes.

    Dr. Mihura: And so I wasn’t [00:08:00] sure initially whether I wanted to do research in psychotherapy. To fast forward quite a bit, I am doing research with the Rorschach and John Exner of the Comprehensive System asked me to become part of his research council. And I was surprised. I was also the only woman who was ever on his council, so I was pretty glad that it was men. And then he died.

    Let’s go fast forward to 2006. And as part of the council, he had always told us that we were going to continue the development of the Comprehensive System, but then he left it to his family. And after discussing with them across two years, he had been collecting norms we were wanting to put, they decided they didn’t know what to do. And they just would leave it as it was. And we could go on and develop our own system, but it would have to be completely unique which is what we did.

    I never expected to be a test [00:09:00] developer. It’s led to a lot of interesting opportunities to go places to do talks. But anyway, that’s the short version of how I ended up where I am now. I think of myself actually. I did Honors Math Meets in high school. So I think of myself as a math person, but now, I guess, I’m a psychologist now.

    Dr. Sharp: That’s hilarious. The places that we find ourselves, right?

    Dr. Mihura: Yeah.

    Dr. Sharp: Let me go back. I’m very curious. That event of getting invited on to Exner’s Research Council, how did that even come about?

    Dr. Mihura: Well, I had been doing research with the Rorschach. I also won an early career award for those few people who are doing research with the Rorschach in their early career. And I hung out with all the people who were in the [00:10:00] midst of working with Rorschach. I was on the discussion list of Jack Gruber, who had a Rorschach discussion list, and in my early days, I would jump in and be the authority before I probably should have even been the authority.

    And so, I don’t know, he asked me, actually, he didn’t ask me to join in person. He was sick during that time. He had leukemia and he was at the time of that meeting sick. And Philip Erdberg, who is now part of our R-PAS group from California, the sweetest guy asked me to join. I was very touched and surprised. I had no idea I was going to be asked. I was like, wow, yes, I like that. I like all the people part of the group. And in fact, eventually started dating and married one of them, Greg Meyer.

    Dr. Sharp: That worked out.

    Dr. Mihura: That was pretty good.

    Dr. Sharp: That’s fantastic. I know you’d mentioned that [00:11:00] your husband also so steeped in all of this.

    Dr. Mihura: Yeah, he’s the first author of R-PAS.

    Dr. Sharp: There you go.

    Dr. Mihura: Yeah.

    Dr. Sharp: Well, I’m just thinking about it, I’m married to a therapist and…

    Dr. Mihura: Oh, yeah, I’ve heard that in your podcast.

    Dr. Sharp: Yeah. It’s a gift to be so closely connected to someone who gets what you do, right?

    Dr. Mihura: Yeah. Who gets it. Yeah, who understands.

    Dr. Sharp: Yeah. That’s very cool.

    Dr. Mihura: Yeah, we’re hardly ever apart now. Offices are right next to each other. He was in Alaska at the University of Alaska for nine years before he came here.

    Dr. Sharp: Got you.

    Dr. Mihura: Working.

    Dr. Sharp: Sure. Here you are. There’s so much I want to ask about, but maybe I’ll just start with what might be a basic [00:12:00] question. How did you even, I’m always curious, how do you pick your research area? How did you get into the Rorschach specifically, and why put all this time and energy into that?

    Dr. Mihura: That’s a good question because in our research lab, we focus on performance-based instruments and then we call other instruments of questionnaires, and self-reports. So I think my answer would have to be my own self-report of why, because I’m not really completely sure why I was captivated by the Rorschach.

    I know I like visual imagery and understanding things. When I’m stressed, I’ll create something visual to help me. And so I think in imagery. But it really was what Greg, my husband now, calls seeing what’s called personality and action. You see what people say about themselves, but then you see what they do and what they say and how they interact with you [00:13:00] on the Rorschach and if you just got test results and you tried to put them together as a person without ever meeting the person, it’d be harder to know how all this hangs together. And so you got to see a lot of things in action.

    Also, I knew that there was a need for somebody in the field to both have the research interest and knowledge and also be very tenacious. The Rorschach is really difficult to do research with and to teach it and to learn it. And to also have a balance between being able to conceptualize psychologically and being able to understand the research behind it. I don’t know. I just at one point decided this is where I feel like I need to be. This place [00:14:00] needs me here. At one point in my early career, I said, where will I be best use of my tongue? I picked. I really can’t tell you. Maybe there’s other reasons that I don’t know.

    Dr. Sharp: No, I think that it just speaks to circumstances and time and place. Your interest gets captured and then it just…

    Dr. Mihura: I found it was a challenge. I guess I would add, because there’s definitely people who have their own ideas about what the Rorschach is without knowing the research. Every now and then I have a little semi-trauma of somebody, an editor or reviewer or something, making some conclusions about what I’m doing that are completely wrong because they have an idea about what the Rorschach is. I also like challenges so that’s [00:15:00] maybe part of it.

    Dr. Sharp: That’s great. Yeah, already just from the brief time we’ve been talking, you strike me as a person who’s got a little bit of fire in your personality to rise to those challenges.

    Dr. Mihura: Yeah. Where am I? Yeah, I am that way.

    Dr. Sharp: That’s great. I’m glad you say that right out front because in our discussions as we were scheduling the podcast, I was pretty clear that I do not know a lot about the Rorschach. I went through graduate school at a time when I think it was fairly out of favor and had an advisor who was way down.

    Dr. Mihura: Oh, it still is.

    Dr. Sharp: Okay. I’m coming at this from a place where a lot of curiosity but also a history of just being down on the Rorschach. So I’m just excited to hear more.

    Dr. Mihura: Yeah. And [00:16:00] also because of that, I was really glad your open-mindedness of inviting me to the podcast and your own curiosity and interest in things. So I also appreciate that.

    Dr. Sharp: Absolutely. Well, I know I’m not the only one, and I know there’s a ton of discussion about performance-based measures and Rorschach in particular in our Facebook group. It’s super valuable. We got to know about it, right?

    So from here, these days, are you putting much all research and development and talks and presentations? Are you doing any clinical work at all at this point?

    Dr. Mihura: Yeah. I do supervise an assessment practicum. Right now, we just started last week and picked up a client. So I do some supervision. I used to have a small part-time practice and because of R-PAS, that wiped out any extra time I have. I really do like [00:17:00] seeing clients. I like things that are challenging. I like challenging cases. So yes, I have currently two pro bono cases.

    When I was in graduate school, I had a three year NSF fellowship, and I was so grateful for it that I told myself I would always want to give back. And so I would always see clients who couldn’t afford therapy. So I’ve always, since day one, done at least at one or two pro bono clients that have multiple life problems that need a lot of help.

    Dr. Sharp: That’s fantastic. Very cool. Well, I wonder if you’d be willing to just trace a history of the Rorschach just to start for anybody, well myself included, who may not be well versed in the history and all the iterations and developments and how we got where we are today. And I [00:18:00] know this could be an hour’s long conversation but just a basic history of where it started and how we got where we’re.

    Dr. Mihura: Right. That could be a long time, but I’ll try to stay focused on not yet too tangential. Rorschach is called the Rorschach because of Hermann Rorschach’s last name. I wish everybody could see what I’m showing you right now. This is a coffee mug with his face.

    Dr. Sharp: I love it.

    Dr. Mihura: He was a pretty handsome guy. He looks a little bit like Brad Pitt. So anybody who’s wondering what he looks like, if you just google Hermann Rorschach, you’ll see a lot of pictures of him right next to Brad Pitt because they look really similar. It’s pretty funny.

    Hermann Rorschach created inkblots but there are also many other inkblots. Some early inkblots by [00:19:00] Benét were created thinking about assessing creativity and there’s other inkblots that have been used, but just to try to keep this short, Hermann Rorschach’s inkblots have become the most popular. If you see some of the other inkblots, they don’t evoke as many images. Whatever he did, and he died a year after his test was published, he died of appendicitis. Anyway, that started almost now, 100 years ago.

    Dr. Sharp: Wow.

    Dr. Mihura: And so those inkblots have then after he died. Many people tried to create their own system. So there became a proliferation of systems. And they were called Rorschach Systems by people who were called Rorschach Systematizers for whatever reason. And so [00:20:00] even in other countries, there are like Crawford approaches still popular in a lot of countries. And Crawford was before the more popular one in the United States, John Exner.

    Dr. Sharp: Okay.

    Dr. Mihura: So anyway, I’m trying to make this short, there were five popular systems in the United States. And John Exner wanted to… People were using parts of tests and the scoring was done a little bit differently. They combined things instead of just choosing one. To make a long story short, Exner then compiled the best parts of the tests and collected norms on them, created scoring guidelines that could be scored reliably and helped people doing research that would all feed to one system. But there were still other people using other [00:21:00] approaches.

    There was a time when the Rorschach was more popular. I wasn’t around then so I really can’t give you like a firsthand account of it but there became this time that it became associated with psychoanalysis. And so if you read undergraduate textbooks, you’ll see a lot of erroneous statements about the Rorschach. And one of those is that it is a psychoanalytic instrument.

    I think people just knowing that in trying to move forward in our field, people became associated with a really outdated method. And so sometimes people will say the Rorschach as if they know what they’re talking about, but they just mean an outdated thing. Lots of people will say too, like, “That thing is still used? I didn’t even know that was still around.”

    And so about the same [00:22:00] time, the challenges were coming in with behaviorism and CBT was coming more popular. It also came time where there were a lot of managed care companies came in and shortened the amount of money that you got for assessments. So assessments that are performance assessments that include the Rorschach but also the TAT, but even like the WISC used to be much more popular. Intelligence tests were given, especially in hospital settings, psychiatric hospital settings.

    And then at about 1995, the people who referred to themselves as the Rorschach critics; James Woods, Scott Lilienfeld, Howard Garb, started writing a series of articles and doing a lot of interviews with New York Times, with a lot of places [00:23:00] challenging the Rorschach. They wrote a book called What’s Wrong with the Rorschach, popular press book. And in 2003 that was published. And so within a span of about 10 years, a lot of negative press came for the Rorschach, so much that really people couldn’t keep up with it. You couldn’t even read it all. Even if you read in the area, it’s like every time you turned around, something was being published.

    Dr. Sharp: What spurred that? Do you know of why then and why…?

    Dr. Mihura: I didn’t know it, I think, my own ideas, but I won’t put that in the podcast. I don’t know. In some ways, people who were thinking they wanted to be the bastion, so they wanted be like, we are about science and we’re things that are pseudoscience. Then for some people they chose the Rorschach as being an exemplar of pseudoscience, is what it’s been referred, which that’s not even an accurate use of that term, but so it came to [00:24:00] represent that.

    Dr. Sharp: Yes.

    Dr. Mihura: And during that time, I think of what a lot of people did was hear all these criticisms and knew the criticisms, and because they also didn’t understand what the Rorschach was, it just seemed silly, hokey, like Joni, what is that? How can you tell from images? So most people think it’s just what you see. It’s like, oh, I saw a picture of my mother or something. And it what you see as part of it, but it’s also how you describe it, cognitively complex your images are, but also it’s a measure of a thought disorder.

    The one thing that the critics have always said that I think gets lost in the Rorschach is that they have always supported it as a measure of psychosis. So there are many quotes of them saying, it has strong support and it now has strong meta-analytic support with two different meta-analyses. [00:25:00] But that got washed away and people just think the Rorschach.

    But for thought disorder, it’s like a speech sample. You’re using a standardized method to collect and record verbatim speech, which can then be coded for thought disorder. And there is what’s called the Thought Disorder Index out there that’s used in a lot of studies in Schizophrenia Research, Schizophrenia Bulletin but they don’t use the word Rorschach because it’s collected with administering the Rorschach but it’s just scored called the Thought Disorder Index.

    Like where we are now is that it would most likely be that everything would be on a downhill turn, except I ended up doing what the Rorschach critics said had to be done before they would release what they called their moratorium on the use of the Rorschach. And they wanted a meta-analysis on every scale on the test of which there’s 65. [00:26:00] And usually meta-analysis on test variables only do one at a time. So anyway, it took me about 6.5 years, over 4,000 hours.

    Dr. Sharp: Oh gosh.

    Dr. Mihura: I put it all into one article. I still can’t believe I did that. It was crazy. And it got published in Psychological Bulletin to my surprise, which I never even thought I’d get published in that journal. And I felt like people opened the journal and saw the Rorschach in there and went, wait, have I got the right journal? So I was really grateful that the action editor was open enough to like look at the science instead of immediately dismiss the idea because of the Rorschach. So I was very grateful for that.

    And then two years later, the critics in response to it said for the scores that were found to be valid, they lifted their cult moratorium on the Rorschach. They had still some other [00:27:00] criticisms. One of them had been about norms, but now we have new norms. The path of the Rorschach I’m mostly familiar with when I’ve been part of the game and before that I don’t exactly know, but can speculate about the reasons why.

    Dr. Sharp: Yeah. Well, it gives me some historical context too. I started graduate school in 2003 and just hearing what you described, that whole period, it sounds like that was really…

    Dr. Mihura: You were right in the middle of it.

    Dr. Sharp: Yeah, the criticism and that all of a sudden makes a lot more sense.

    Dr. Mihura: Yeah. You’re right.

    Dr. Sharp: Timing-wise, when did that huge meta-analysis come out that you wrote? When did that fall in this whole thing?

    Dr. Mihura: Just to back up, I’ll say I started it in 2005, literally because I wanted to be teaching my students what was there. I knew they were using it with their [00:28:00] clients, and I was just doing it for my class initially. So it was a long progress. It came out online in 2012, and then it came out in print in 2013.

    Dr. Sharp: I see. Wow.

    Dr. Mihura: I presented it early on in like 2008.

    Dr. Sharp: My gosh, I have so many questions with that. Where do you even start? When you’re at the beginning of a project like that, how do you even figure out where to go first and how to tackle such a huge…?

    Dr. Mihura: It’s a good question because I think in anybody who does meta-analytic work, your goal is to summarize the literature, but you also don’t know exactly what’s out there yet and the challenges that you’re going to encounter when you do the meta-analysis. So I always feel a little bit like, sometimes people with meta-analysis can look at the literature first, and it’s like looking at your raw data and making some decisions first, and then doing the meta-analysis.

    [00:29:00] The scales on the Rorschach, it’s complicated. The scales on the Rorschachs, they’re in some ways like scales on intelligence tests and neuropsychological tests. And probably just as soon as I say that people who are in neuropsychology will think, “What, how is that possible?”

    What I mean by that is that you are asking the person to perform a task and based on their behavior and what you believe is operating at the time in which they respond to the task, that response process leads to your interpretation of the task. And there are many parts like Block Design. You interpret it based on mental abilities, but also there are things like how well people’s fine motor skills are, and their vision. There’s a lot of anxiety things that go into it.

    A lot of the Rorschach scores have names that are like those on [00:30:00] say the WISC. We don’t care about people’s ability really to put together blocks. Some of the tasks that we have them do, that we try to make very basic, you’re trying to assess something else. And so, they have names that aren’t the names like attention concentration or working memory and the Rorschach has similar names like that.

    So what you have to do is say, what do we think that this assesses in particular? And based on your description of the construct, what would you expect then to be associated with it as validity criteria? And you can either span out and say, well, this could be slightly associated, but then you get a small effect size or really targeting the construct, you would expect a larger effect.

    And so initially what we had to do was come up with definitions of these scales that were a construct that everybody could say, okay, I know what that is. It’s not shading or [00:31:00] cognitive scores or achromatic color or something like that.

    And then the second thing that you encounter is, first scales that are, well, I should say for tests like the MMPI and the PAI and the Rorschach are multi-scale tests. You get a lot of research studies where someone has just thrown in the kitchen sink and they’ve looked at comparison between groups like say ADHD and controls on all of the scales. Or psychosis and controls and all of the scales.

    And so then from those articles you have to say, which of these are really targeting the construct of the scale? Some of these aren’t, they’re done to use the test validly to assess these groups, but you can also say, you would expect certain relationships for the test itself, for testability. So all of that had to be taken into account about how do we [00:32:00] tackle this?

    That was huge. Plus you had to prove you weren’t biased in your selection. And to explain all that, you’d really need to read the methods section of the Psychological Bulletin. Sometimes, I never thought I would be able to figure out a way to make this work. And I did. And so some of it was a little bit of creativity about how do I tackle this problem because this is not a common thing to do what’s called construct validity meta-analysis.

    Usually, there is criterion validity meta-analysis. You know the criterion you’re not looking for all the studies that you think would assess this broader construct. So like for attention concentration, you might expect people who are psychotic, but you’re not measuring psychosis, but you would expect that to be lower in that group. It also means having to know a lot about a lot of disorders, and a lot of different areas of research to understand what the [00:33:00] construct is. I might be making that too complicated.

    Dr. Sharp: No, I think it’s good to hear about that process and just to recognize what a massive undertaking and the meticulousness that you have to employ too.

    Dr. Mihura: Yes. And the systematicness. This is one of my favorite words. I had to be very systematic and detailed. I’m like, how many people have this ridiculous brain that I have that likes that stuff? So, I enjoy it.

    Dr. Sharp: I’m glad somebody does. That’s good for you. We need it.

    Dr. Mihura: But for any graduate students out there, undergraduate students who might be interested in this area, let me know because we need more people working in this area who like challenges like this.

    Dr. Sharp: Yeah, absolutely. Well, I’ll ask you before we take off about how to get in touch with you and if there are folks who want to reach out. So we’ll [00:34:00] put that in the show notes for sure.

    Dr. Mihura: Okay.

    Dr. Sharp: Let’s see. Could you talk just a little bit then about the transition from, and this is likely a naive question, I’m going to ask a lot of those, but from Exner System to R-PAS, what the evolution there is and what we’re even looking at on a very functional level, like how does that change what we’re doing with the Rorschach and how we scored and all that kind of stuff?

    Dr. Mihura: In general, four of us who were at the R-PAS, were on the research council for the Comprehensive System, and we already had things that we were doing with Exner that, and talking about changes of the system, that were in play that you can see in his newsletters at the time that he was planning on doing that he didn’t do before he died.

    And so it’s not like there was a [00:35:00] test and then somebody developed a different one. This is more like a fast-forwarded Comprehensive System to R-PAS. But some of the things that we did that were different and were addressing challenges, one of the criticisms for years on the Rorschach is it’s challenging psychometrically because you don’t always have the same number of items per scale. You have a different number of responses. And on some of those responses, what Rorschach systems were doing were saying, for example, how many thought disorder scores did you have? But if you had a really long protocol, you might have more just by length of what’s called number of responses. So the number of responses on the test because of that had been an issue for a while. So it’s one of the first things when I joined the council that we were talking about, how to tackle this problem.

    [00:36:00] In short, what we decided to do was to ask for two, maybe three responses per card. Previously, what Exner did was, he didn’t give any instructions about that. And if the person just gave one to the first card, he would ask for another one because there are 10 cards. But you also need a big enough sample of behavior to be able to have reliable results. So you need a large enough sample, but you also don’t want too large for one thing.

    A 50-Response Protocol takes up a clinician’s time. How do you schedule that? So just practically, you don’t know how long you schedule your administration for. And so we decided to do this two, maybe three. Well, and we discuss that a lot. And I was like, no, just two maybe three. And interestingly enough, people have one of the [00:37:00] strongest reactions of people who use the Rorschach of us changing that.

    Dr. Sharp: Wonderful.

    Dr. Mihura: A lot of people really liked it, but then people who really felt like there was something special about one being able to allow the patient to do whatever they wanted like what about that fifth response? What if it was really important? Maybe it could have been, but also that’d be like if that happens so rarely in a person’s life, and you only get one of something out of 50 something, maybe it’s particularly important. Personally, I don’t know for the person.

    So we changed that. And what that did is it reduced the amount of variability in a lot of the scores because it’s just of the number of responses you’re reducing variability. And in the first study that was published by Dean, it was a study that was designed with Exner to look at using, [00:38:00] we modified the instructions a little bit, but an early version of the 2, maybe 3, we didn’t use to give a reminder if somebody gave one. Now we give a reminder. She did it with some criterion variables in a very severe psychotic group or very severe disturbed group and showed that using this method of administration, you had stronger effect sizes with the validity criteria than otherwise. And since that’s also been shown in some other studies.

    One of the other things we did was we excluded some of the variables that didn’t have support in the meta-analysis. The Comprehensive System now is in its 5th revision, but it’s 2003 and it can never change. So it’s just going to stay that way, and it will always end with the same variables forever unless the family changed their mind at some point and decided to revise it, but it doesn’t look like that’s [00:39:00] happening.

    Dr. Sharp: Sorry, could you talk about that just a little bit, this distinction between what the family is doing and has control over and the diversion that y’all took, just to make it clear for the audience?

    Dr. Mihura: They have what’s called the Comprehensive System.

    Dr. Sharp: Yeah. And that was Exner’s.

    Dr. Mihura: It’s a little bit like the MMPI situation where now we have from the same pool of items, you have two different tests. So the MMPI-2-RF takes from the same pool of items from the MMPI-2, but we have two different tests and different scales from it and different people who are developers of the test. And even though a lot of people think like the RF has now taken over, the MMPI-2 still is used by a lot of people. And so you have two tests then. It’s a little bit different for us because the developer here died. [00:40:00] Here we still have both developers with MPPI, who are living and supporting their tests.

    Dr. Sharp: Right.

    Dr. Mihura: And I’m not really sure if I’m answering your questions. There maybe something I’m not realizing aren’t clear.

    Dr. Sharp: No, I just wanted to make that distinction clear that when Exner died, like you said, the family, I don’t know if retained control is the right thing to do, but they sort of owned.

    Dr. Mihura: So he wrote in the will to leave to the family.

    Dr. Sharp: Yes. And whereas then y’all who were on the research council with him then broke off and I don’t know if evolved is the right word, but took what was going on and developed this separate way to administer and score.

    Dr. Mihura: Yes. We were shocked that it wasn’t left to us. He had said he was leaving it to us and he didn’t. We tried to continue the development. [00:41:00] In some ways it’s probably better because we were able to make decisions on our own.The family wouldn’t have known what to do. That’s what they said. They don’t know what he would’ve wanted. They’re not psychologists. And so they didn’t know what to do. And they didn’t expect this either. So it was a really weird situation. And his son tried for a while to, like he was on the side of like, yeah, let’s develop it more. And the wife Doris was like, oh, I don’t know what to do. And so it was really complicated.

    Dr. Sharp: My gosh. Yeah, it sounds like it.

    Dr. Mihura: And so right now, if you look at the results of the test, it’s even different because we have results reported in standard scores and it’s plotted in standard scores whereas, the Comprehensive System, you have to look up every one of the normative values and compare it to the raw score. There’s not plotted in standard scores. And some people have all these scores memorized, like, oh, [00:42:00] there’s an average of eight human movements or whatever useless knowledge to have that you had to have in your brain.

    So if you look at the test, it even looks different. You have standard scores. We’ve got page 1 and page 2. Page 2 is like not as much support, we’re still working on it, but you can use it. Page one is the ones that have the strong solid support.

    Dr. Sharp: I see.

    Dr. Mihura: There’s differences. Even if you look at the test, it looks different to test results.

    Dr. Sharp: Yeah. Are there any other major differences that you can speak to without giving away too much about the test results?

    Dr. Mihura: Well, like I said, different scores.

    Dr. Sharp: That’s a big one.

    Dr. Mihura: There’s probably things that I’m forgetting that would stand out. The norms; different norms. [00:43:00] The norms in the Comprehensive System are clearly off, and we didn’t think so for a while. Enough studies have come out to show that the scores, especially the ones for psychosis, are over-pathologizing people. They’re too healthy. It turns out Exner did not score like his manual did. So his scores look a lot healthier. He’s scoring things that have better reality testing way.

    And so we have now norms that are not pathologizing in those ways. And so we recommend that if people do continue to use the Comprehensive System, they use what are called the International Norms that were published in 2007. And then that they also use the meta-analytic results to see which scores are valid. In doing those two things, you can argue that [00:44:00] you’re doing what’s known to be best in the literature. You’re still going to have maybe a wider variation of number of responses and so some errors going to come from that.

    Dr. Sharp: I see. Goodness. So here you are. You’ve been working on this now for, I don’t know, 8 to 10 years, longer than that maybe. Well, for people who were maybe trained in the Comprehensive System, how do they make the leap if they want to make the leap to R-PAS. How does that happen?

    Dr. Mihura: Well, we have a lot of trainings. People who can join webinars. If you look at our website, r-pas.org, you can see all our workshops. We’ve given lots of workshops. Some people feel like they can just learn it by reading the manual. I have put together some [00:45:00] recommendations for people who are making that transition but we also have two free hour and a half webinars on our website for people who have an account.

    In whatever country you are in, be the level of having a license to have an account and once you have an account, which is free, we have a lot of helpful training information there that’s free.

    We have free webinars for people making the transition who are doing practice. And then I’ve done a webinar for people who are teaching and supervising and making that transition. We have a thousand PowerPoint slides for instructors to choose from for free. We have two videos in there of administration. We have 10 webinars discussing through all of our scoring examples. 

    [00:46:00] We’ve got packets where people can practice administering with each other; one person role plays and reads the responses if they’re the person taking the test, the other person is examiner. And then you can also have a coach. It’s also made for three people to be watching and helping out. And so people can learn the administration that way. We have a really detailed 10 page checklist you can use for review before and after you do an administration. For people who are collecting remediative data, we have proficiencies that we give people who we evaluate their administrations for proficiency. Everybody collecting norms has to have that done. And then also for scoring, they have to take a test for proficiency. So we have a lot of materials designed to be helpful.

    Dr. Sharp: That’s amazing. We’ll definitely link to all of that in the show notes.

    Dr. Mihura: Okay.

    Dr. Sharp: So what about someone who, like [00:47:00] myself, has never taken class on the Rorschach, really starting from ground zero and would like to add it. How does that happen?

    Dr. Mihura: So just like any new test that comes out or a revision of the test, sometimes people decide to just do it on their own, right?

    Dr. Sharp: Sure.

    Dr. Mihura: But we also have workshops that are for people who have no experience at all. So we have a four-day workshop that we give and people come who have no experience with the workshop whatsoever. And so we start from the beginning. And we’re also going to be having some in-person webinars training coming up. I don’t know when that will be, but sometime in the next year, we’re going to start having an in-person webinar for the people who would need to travel otherwise. We also thought about using a model that where you do the first part [00:48:00] didactic online and then come in person for the applied component.

    Dr. Sharp: Great. It sounds like there are resources out there.

    Dr. Mihura: Yeah. And for anybody who’s making the transition or just learning, we also now have some recommended steps that you do. They’re somewhere on our website, I can’t keep up with everything. We just came up with that recently. I had one that I gave everybody, and then we came up with one that was more formal. So if we have two people, we have a business manager and an information person that you can also email and ask them for copies of things. We’re happy to give people these steps instructions of things that you can do to make sure you become proficient.

    Dr. Sharp: Yeah. I think that that’s helpful for people because there are, I’m sure, many folks who would just jump in and read the [00:49:00] manual and try to do it, but that sounds like a huge undertaking and […]

    Dr. Mihura: And on a ResearchGate, there’s the first chapter of our case book through Guilford that came out in 2018. Myself and Greg are editors. There’s a free chapter for people who want to just have a short introduction to R-PAS on ResearchGate. And because it’s free from the publisher, it’s one of those you can have open. No one has to request it. You can just download it from ResearchGate for free if somebody wants just a brief introduction to it.

    Dr. Sharp: Yes. Okay. I’ll also link to that. Very cool. I might be going out of order here a little bit, but I think we have to talk about the clinical utility of the Rorschach at this point, like what is it helpful for? When would we use it? What can it do?

    Dr. Mihura: Yeah. So I would say that people have different [00:50:00] recommendations depending on their view their clinical, the way they conceptualize. You would think as a test developer, I might be more open and come up with a lot of different ways that can be used, but I’m a little bit more picky. I think, than some of the other people who might recommend things.

    In general, if you think that somebody has either an emerging psychosis or has some problems with their thinking by either schizotypal symptoms or borderline confused thinking that may also be wrapped up in some morbidity and damage objects that they see. So for assessing any range of thought disturbance that you think that somebody might have, it’s definitely good for that.

    And I would say, even though you would can say that I’m biased, it’s the only normed [00:51:00] test of psychosis- the performance test for thought disorder. And it’s also age normed because we know that kids are, they have more of what looks like it’s a thought disorder, of course developmentally their thoughts just aren’t as coherent and logical. And so you also, for younger folks, you need to have those norms.

    Also for a person’s reality testing and that can also be wrapped up in maybe some schizotypal or paranoid symptoms where people are seeing the inkblots. And it’s one of the other main scores other than thought disorder, misperceptions on the Rorschach when people see images that really just don’t look like the thing and have some problems with reality testing.

    Dr. Sharp: Yes.

    Dr. Mihura: There’s also a woman that I’m working with now at the University of Amsterdam, that they’re working with a, it’s [00:52:00] almost you could think of it like a auditory Rorschach where they place sounds that are somewhat like white noise then people that are more likely to hear things, others misperceptions.

    Dr. Sharp: Oh, that is fascinating.

    Dr. Mihura: So this is more like the visual version of it.

    And I would say, for someone’s ability to healthy represent themselves and other people, when you have people who will represent human representations that are damaged, that are aggressive and bleeding and really scary stuff, and so, you know that just in general, these are the kind of images whether they’re aware of it or not, they’re filtering their understandings of human interactions because they’re tending to see these things on the Rorschach.

    It is also true that some people can fake these things and I won’t go into the details about how to do that, but we do have [00:53:00] some a scale now that we’re developing that has a lot of research behind it that I started a meta-analysis, but I’ve just been too busy with lots of things, but there’s a scale for detecting malingering of psychosis on the Rorschach.

    And we also have comparison groups from the Center for Forensic Psychiatry and people who actually do, they’re there for guilty for reasons of insanity or incompetent to stand trial. And there’s several faking studies of people trying to present themselves to see what they do. Present themselves as psychotic or crazy however they’ve been instructed to do it.

    I would also say the other thing is what you get with a person who has taken the Rorschach is you get a sample of how well they’re able to describe their experiences with the assessor. And so there’s been studies looking at it. It’s two of them, [00:54:00] I’m an author and one of them, Greg’s an author on one of them, looking at the relationship to Rorschachiana.

    So basically what someone’s doing on the Rorschach is you get a sample of them being able to tell you why it looks that way and what it was about what they saw; what was on their mind and what led to the response because you’re asking them, tell me why it looks that way? What about the inkblots? So they have to say, color, shape, shading, whatever they thought it looked like. It was moving and whatever. And so people who have like Alzheimer are really flat on that. It’s just like, well, here’s that wing. And they don’t even realize a lot of times that what they’re seeing is not really the image of that. It just kind of concretely, well, that’s a wing and that’s ahead.

    And so you get the ability to see how well can somebody work in a kind of therapy where they are going to have to be doing this thing, noticing what is on their mind and what led to their reaction or their thoughts, and to also work collaboratively with another person in therapy. So somebody who [00:55:00] can work in a more complex therapy where they’re working on processing their emotions, and being able to take a reflection back and think about why they thought about something or what does the psychologist need for them to know what it looks like for you so they can take some type of perspective.

    And so mentalization, there’s actually really interesting several studies that have looked at the mirror neuron system in relationship to human movement responses on the Rorschach. And there’s two groups of people in Italy who’ve worked in this area who’ve done like EEG and FMRI and they’re also doing eye-tracking research. And so they’re doing a lot of the brain behavior research with the Rorschach showing that people who have, how likely is it this person is going to be able to mentalize.

    And so one of the things we’re really looking for more help with research is [00:56:00] with the Autistic Spectrum Disorder, because you also get some odd thinking and some words that aren’t real words. So far the literature that I’ve reviewed, the one thing that stands out that’s the difference between the thought disorder of psychosis and of Asperger’s or Autism Spectrum Disorder, depending on when the study was done, is the logicality and thinking is more common for people who are psychotic. It’s more related to delusional kinds of thinking.

    Also people use the Rorschach for lots of other reasons, but those, I would say, are the main reasons that are really supported by the literature and that I think would be really helpful for either diagnosis or doing psychotherapy with the person.

    Dr. Sharp: I see. So just to recap a little bit, the [00:57:00] research support, it sounds like is pretty solid for psychosis, thought disorders, suspected disorder thinking, like you said, borderline thought processes, reality testing, so forth. And maybe, this might be the wrong term, but just gauging insight or intuition or ability to…

    Dr. Mihura: Say psycho mindedness.

    Dr. Sharp: Yeah.

    Dr. Mihura: Social cognition as well. So understanding of yourself and other people.

    Dr. Sharp: Yeah. I wanted to ask… I’m glad you brought up the autism issue. I just wanted to ask explicitly if there is some clinical utility there that’s born out there in the research so far, that is it helpful in diagnosing autism versus distinguishing between…

    Dr. Mihura: One example that I gave you has, this is an [00:58:00] area of much needed research and people have asked this question many times and I have even put it out there to our users that we need some, if you have a sample of people who have taken the Rorschach, even the Comprehensive System because it can be scored by R-PAS. Like if you could share your data or do a research study yourself, we are looking actually for research in this area. There are studies out there in this area and one of the things that I just summarized as the distinction between the two is this illogicality, it’s called peculiar logic on the Rorschach. Illogicality on some other disorder measures is more likely to be a psychotic process.

    Dr. Sharp: I see.

    Dr. Mihura: I would also say, although there’s not research in this area, a particular [00:59:00] benefit would be to able to see if the person was able to accurately mentalize other people with the human movement responses that fit the contours of the block that are based on reality testing. But that’s just hypothetically. I don’t know of research that’s looked at that, but it’s definitely something people have expressed interest in. And it would be really great if we could have more. Like I said, there are four studies out there now that can be summarized, but because they used to use different samples in different ages like ones with children’s illness and two with adults, you are going to get different levels of thought disorder and whatever. So we need more studies out there.

    Dr. Sharp: Got you.

    Dr. Mihura: And for anybody listening who has any sample or knows somebody in your practice or something that could help us out, let’s share.

    Dr. Sharp: Sure. Well, that might be a nice time to ask what the best way to get in touch with you is if [01:00:00] folks want to do that for any assistance.

    Dr. Mihura: Yeah. Sure. I should also say there’s a forum on our website for people who are users. It’s a very active forum. We have research assistants who answer scoring questions and everything on there. So sometimes people will ask questions on that forum. It’s like a broader question, but if you want to contact us about, there’s also a research section in there, but if you want to contact me you can do so with my Gmail account. It’s jlmihura@gmail.com.

    You can also contact the info person on our website. If somebody feels like, they’ll be like, oh, I’d rather not contact you, I’ll go through your help desk. That’s fine too. It’ll eventually come to us , so you might as well just contact me. Be happy to talk with anybody if they have any ideas about [01:01:00] research or ways they want to help out or questions for me about doing research.

    I also am open to people who are wanting to consult for research study. If you consult about the design or questions about it, I’m happy to do that. If it became really complicated, I would want to charge for it or become an author, but initial consultations would be for free.

    Dr. Sharp: Yeah. Certainly. What other resources might be helpful for folks if they want to learn more about the R-PAS, or I know we talked a lot about training, but are there any other books or websites really?

    Dr. Mihura: It’s the case book I mentioned. So that was published by Guilford in 2018 and it’s also for sale on our website. I think it’s like $40. You asked what ways can the Rorschach be used? That case book is set up [01:02:00] with chapters in which either the Rorschach is helpful to be used in this kind of setting and how would you use it in this setting. So we have an emerging psychosis case in there. We have a neuropsych case with an adult, a neuropsych case with a child. We have a school case for emotional disturbance in there.

    We have a violence risk case and we have a psychopathy case in there, but I will say, the Rorschach is not set up to predict these things. What was being looked at in these cases in particular was some thought disorder. We have a female psychopath in there that has some instances of thought disorder. She’s not schizophrenic but it’s more of a borderline process, but some pretty scary things like snakes coming out of people’s chests and gross, scary, odd [01:03:00] things. So, if people want to check out that book, we tried to write the chapters in a really concise way so they’re not arduous to read. They’re pretty quick reads on each one of them.

    Dr. Sharp: That’s great.

    Dr. Mihura: Yeah. And the resources, like I said, the forum, the discussion list online is good.

    Dr. Sharp: Okay.

    Dr. Mihura: If you are a member on our website and you have an account, we have a whole lot of articles that you can get by request. It’s really an automated request. We don’t have them posted there but you can send a request and you get an email with the article. And online, if you’re not a member, you can look this up, you can search for things, but you can just see the abstract.

    So we’ve posted especially for people in practice who don’t have access to free pdf [01:04:00] through the university. People in other countries who they might, their academics, but their university doesn’t have really expensive packages of journals that they can download pdf. Particularly, we put that there as a resource for people so they could access these articles about our past, but also articles that are preliminary to our past that fed into our development of our pasts are there. And we’ve got it set up with a search where you can look for key terms or certain types of articles, like forensic articles. For people who work in forensic settings, we’ve got some articles there about using R-PAS and forensic settings, for example.

    Dr. Sharp: Yes. Great. So any exciting projects coming up? Any research you’re doing that you’re really in right now?

    Dr. Mihura: Well, right now I am creating a new [01:05:00] area of expertise for myself, which is like a lot of reading. I feel like a graduate student again and don’t know what I’m doing. And the interested, a little insecure about my knowledge, so I’m developing an interest in emerging psychosis. I have two students who are working with me now who just joined to work in this area.

    I submitted a grant, federal grants, who knows how that will go, but the grant is not just about the Rorschach, it’s about assessing emergency psychosis and thought disorder. But we have several articles in the pipeline on using the Rorschach with thought disorder. Three are under review now and one is revise and resubmit. And we’re working on revisions.

    We’re also working on developing a short form of assessing psychosis. So this would be [01:06:00] able to use a 4 card set to assess psychosis only for reality testing scores, which are called form quality scores and the cognitive scores which are the thought disorder scores. They are very similar to the scores that are like on the thought and language and communication, the scale for thought, language and communication in the TLC.

    And so, what that means though is that the administration of the test is much easier because you don’t have to, for people who use the Rorschach, they’ll know what I’m talking about when I say you don’t have to follow up an inquiry on all of the determinants and why people saw it the way they saw it. You ask them questions to get a speech sample, but the people administering it, my goal is so that eventually it can be used in settings where people don’t have to be, they can just be like a psychometrist training. They don’t have to be a psychologist and they can just know how to administer it. We’re working also on a text to speech so [01:07:00] that could help in recording the speech.

    And so my goal is that it can be used in settings where people have emerging psychosis: a college counseling center, maybe a high school counselor, where they can collect the speech and then maybe send it off to be scored by a freshman. We have 3 research assistants who do scoring for less than an actual cost of a psychologist to score it.

    So that’s an exciting new area is that there’s a lot to it, a lot of steps, but we do have the first article that was published in 2018. It’s called A Thought and Perception Assessment System. And we’re also working on a dimensional scale for scoring thought disorder. That’s one of the articles that’s under review right now.

    Dr. Sharp: Wow, that is exciting. I just, well, not just, I guess it’s been a few weeks [01:08:00] now, but I talked with Michelle Friedman-Yakoobian over at the Cedar Center in Massachusetts. And they do a lot of work with emerging psychosis and early onset psychosis. I wonder if y’all’s paths may cross at some point.

    Dr. Mihura: Yeah. I’ve just started this. I’m just submitting some stuff to present it in a conference in Florence in the spring and so I’m looking forward to meeting people. Our paths will cross. I was in Boston for my internship.

    Dr. Sharp: Oh yeah. Very cool. Small world.

    Well, let’s see, we’ve covered a lot of ground, Joni. I admire how you can succinctly describe a lot of topics that could take hours, right?

    Dr. Mihura: Oh, good. I’m glad because I feel like I’m talking too much.

    Dr. Sharp: Oh no, this is great. I can’t imagine how to wrap all of this knowledge into a [01:09:00] small package.

    Dr. Mihura: Well, I appreciate you saying that because it is one of the things I strive for as a way to not use Rorschach language and sound like you’re part of a Star Trek conference or something giving a bunch of sounds and terms that nobody knows what you’re talking about. I find ways to put things that really just make sense to people.

    And I think one of the examples of that is the thought disorder scores or what’s really disordered thinking or disordered speech on the Rorschach. The names of those scores have been used for so long. I didn’t even realize what they were at first. They were called […]. What the heck does that mean? No one knows what that means. And so I have just written a manuscript now that I’m submitting for publication describing what these scores are. Disordered thinking is what they are. They’re all those scores, but they’re called a funny name.

    So it started occurring to me how there’s a lot of things [01:10:00] that we’re doing that you could really put in a language we should be able to communicate it with other people rather than use these odd names of variables.

    Dr. Sharp: I like that. Simplify. Be direct. Well, thank you so much for your time talking with us. I know that we could go into great detail on any number of the topics that we covered today, but hopefully, this is enough for folks. I approached it from a naive perspective just to get a sense of where things are and where they’ve been over the years with the Rorschach and what y’all are up to and how people can get more involved if they want to.

    Dr. Mihura: Yeah. Thank you. I appreciate that. I really appreciate you inviting me to do this. I hope you know that whoever listened to it finds it interesting. But I appreciate the opportunity.

    Dr. Sharp: Of course, I have no doubt that it will be helpful, so don’t be surprised if you get some inquiries.

    Dr. Mihura: Okay. No [01:11:00] problem. That’s good.

    Dr. Sharp: All right, Joni. Thanks so much.

    Dr. Mihura: All right, thank you.

    Dr. Sharp: Hey, y’all, thanks again for listening to the interview with Dr. Joni Mihura. There’s so much more to say on this topic, but we just barely scratched the surface. She gave a lot of resources that are contained in the show notes. The R-PAS website has a lot of great information on it, especially if you register for an account, you can get access to any number of resources that can be super helpful. So check that out.

    Thanks for listening as always.

    If you have not taken a moment to rate and review the podcast, I would love for you to do that. That helps get exposure in iTunes and elsewhere, and it just helps more folks discover the podcast, which is great.

    I will say this in a moment of vulnerability, I have recently found that I’m getting some one-star reviews in iTunes, but none of those [01:12:00] folks are leaving a review. So if you are out there and you left a one-star review, please get in touch with me and let me know what led to that one-star review because it’s keeping me up at night folks.

    All right, y’all, take care. Stay tuned. Subscribe if you haven’t subscribed. There are some great interviews coming up and I would hate for you to miss any of those.

    All right, till next time.

    Click here to listen instead!