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    [00:00:00] Dr. Sharp: Hey y’all, welcome back to The Testing Psychologist podcast. This is Dr. Jeremy Sharp.

    Today’s podcast is brought to you by Q-interactive. They are back as a sponsor this month. Q-interactive is Pearson’s iPad-based system for testing, scoring, and reporting. You can experience unheard-of efficiency and client engagement with 20 of the top tests delivered digitally. You can learn more at helloq.com/home, and you can also go to the resources page on thetestingpsychologist.com and click the link there.

    Today’s podcast, I am excited about. I have a fantastic guest, Dr. Ellen Braaten. Dr. Braaten has been in the field for many years. She is currently the associate director of The Clay Center for Young Healthy Minds at Massachusetts General Hospital, director of the Learning and Emotional Assessment Program at MGH, and an associate professor of psychology at Harvard Medical School.

    She got her master’s in clinical [00:01:00] psychology from the University of Colorado and her PhD in counseling psychology from Colorado State University. She is widely recognized as an expert in the field of pediatric neuropsychology and psychological assessment, especially with learning disorders and attention disorders.

    Ellen has written the books, The Child Clinician’s Report-Writing Handbook, which is fantastic, and the book that we’ll be talking about today, which is, Bright Kids Who Can’t Keep Up. She’s been at it for a long time and she has contributed to the field in so many ways. So I’m going to be talking with Ellen all about processing speed today. I think you’re going to enjoy this.

    All right, let’s do it.

    Hello everyone and welcome [00:02:00] back to another episode of The Testing Psychologist podcast. I am Dr. Jeremy Sharp. Today, I’m thrilled to be talking with yet another CSU alumni. We’ve had a run of CSU folks over the last four to six weeks but I think of all the folks that I’ve talked to so far, Dr. Ellen Braaten, is the most famous, I don’t know. You’re a published author, would you call yourself famous?

    Dr. Ellen: I don’t know that I would but that’s very kind of you.

    Dr. Sharp: Let’s go with it. So Dr. Braaten, she is the author of Bright Kids Who Can’t Keep Up. It’s a book all about processing speed, which is a topic that is near and dear to a lot of our hearts that comes up in discussion all the time and it plays a big role in the assessments that a lot of us do.

    So Ellen, welcome to the podcast.

    Dr. Ellen: Oh, I’m so delighted to be here.

    Dr. Sharp: Thank you so [00:03:00] much for coming on and I’m really excited to be talking all about processing speed.

    Dr. Ellen: Me too.

    Dr. Sharp: I remember actually when I got the book, back then I was a lot more active on Twitter. I’ve kind of given it up since then, but I tweeted out a picture of the book and said I’m probably a little too excited to get this book right now. It’s a small audience but I think those people who are reading it can really appreciate it. So I’m excited to be talking with you about it.

    Dr. Ellen: Yeah. Well, it’s a topic that is very near and dear to my heart so I love talking about it.

    Dr. Sharp: That sounds great. We can dig into it. Before we totally jump into the book and your work that you’re doing right now, could you talk just a little bit about your training and how you got where you are now and what your day-to-day looks like in terms of clinical [00:04:00] versus research and what your life looks like.

    Dr. Ellen: Sure. Going back to the beginning, I actually started out, my undergraduate degree was in special education, and so I started out as a special education teacher for a number of years before I went back to graduate school. One of the things that was always of interest to me was this intersection of clinical counseling psychology and kids, and because kids are in schools, I was always very interested in how that intersection between school and psychology was.

    And so one of the areas clinical interest for me had always been in the testing realm. When I went off to do, I loved my time at CSU, it’s a such an amazing place to develop your own voice and to figure out where you want to specialize. When I came to Mass General in `Harvard Medical School, I [00:05:00] had the opportunity to focus more on assessment.

    And so that’s been the assessment of learning disabilities, ADHD, autism spectrum, that’s where my clinical interests lie and then also my research interests as well. I’ve been here for 20 years, which makes me sound very old but what I do at Mass General now for about the last 10 years is, I have three parts to my job; one is the clinical work, evaluating kids. The other is doing research. Both of these things, research and clinical work, happen in the Learning and Emotional Assessment Program, it’s called LEAP.

    We are following kids over longitudinally to see a lot of different things. We want to know about resiliency and the trajectory of psychiatric issues along with learning and attention issues. And then another part of my [00:06:00] work at Mass General is also through the Clay Center for Young Healthy Minds and that’s a web-based center where we disseminate information that we are able to do mostly for parents but also other professionals.

    So my days are mixed with research and clinical and doing outreach and media things like this. I think educating the public is an important role that you and I and other psychologists have because that’s … I feel we’re going to make the biggest impact is having a well-informed other clinicians but also parents, teachers, and all other kinds of people who interact with kids.

    Dr. Sharp: Yeah. I’m right with you. It sounds like y’all are doing quite a bit of that. I spend a lot of time on social media, particularly Twitter. You all have a fairly active social media account and you’re working hard to spread the word.

    Dr. Ellen: Yeah. The Clay Center is something that’s relatively new but it’s one of those things. We’ve only [00:07:00] been active for two years, but that is something that we feel pretty passionate about is spreading information. It’s going to make the biggest impact.

    Dr. Sharp: That is fantastic. I would like to talk as much as we can about your book. I’m curious what led you to write this book in the first place, why a book on processing speed out of all things?

    Dr. Ellen: Well, that’s an excellent question. The shortest answer is that I was seeing kids, regardless of their diagnosis, struggle more than others. What I was finding was the kids with the slower processing speed that seemed to be having the most difficulties. I also was frustrated because I felt like we didn’t really know much about processing speed at all.

    I’ve seen a fair number of kids who met criteria for no diagnosis [00:08:00] whatsoever, but who had a lot of trouble in school. And when you looked at their neuropsychological or neurocognitive profile, what you find was slow processing speed sometimes in the context of really strong intellect in other areas and perhaps other areas that were timed test, timed math facts, sometimes timed reading, but maybe they did not have a learning disability in any classic sense of the word.

    I’ve been doing this for 20 years and you start to think like, where are the kids who keep coming back even after they’ve supposedly launched for college? And it seemed to be the ones who had this slow processing speed. So I published two books for Guilford Press and I was talking to my editor at one point, well, it’s time to write another book, what do you want to write about?

    This would be probably close to eight or nine years ago when we first had this idea and ironically, it took us a [00:09:00] very long time to write a book about how long it takes to get things done. I said, well, I’d love to do something on processing speed and she said, “what’s that?”

    This is an editor who all she does is publish books on psychological, psychiatric issues and it’s something she’d never heard of. And she said, what about working memory? That’s much more of a sexier topic. It’s all about working memory. And I said, oh, I think working memory is, yes, it’s interesting but it’s been done a lot and I’m interested in processing speed because we don’t know much about it.

    So I plunged into writing this book. I had a postdoctoral fellow at the time who co-authored it with me. I started on it and as I was producing information that my editor kept saying, I don’t know that you have a book here. I don’t know if there’s enough information here for you [00:10:00] to write about. And so we had to start looking at our own data set almost prematurely because we needed to know more so we’d have more for the book because when I searched the literature and what I wanted to do was search literature and then translate this to child, people who are working with kids, parents and other professionals.

    What I found was there wasn’t a lot to look at and what little was there was done with adults who were losing the ability to process information. So basically adults who were in the process of having dementia. And some of it was applicable, but a lot of it wasn’t. And so we just started looking at, well, what do our kids look like who have this?

    And we’re continuing to look at that now and have been following the same group of kids now for a 10 years.

    Luckily, we did pull together enough for a book. What’s been interesting is I [00:11:00] thought it was just going to hit a nerve for those of us who do testing and evaluations and for parents whose kids had significant issues but what I’m finding is there’s something about it that strikes a nerve to a lot of parents whose kids may just have a bit of a learning or attention difference not even a disability in any sense of the word because our society is so fast that even kids who are normal in this are in the wrong environment, seemingly they’re having a lot of struggles with this.

    So it’s been interesting that I think there’s just this time in our lives where processing stuff fast is so important and relevant. By important I don’t mean like it necessarily it should be important but it’s important if we want to get through a day.

    Dr. Sharp: Sure. Do you think we’ve gotten to a place where it’s [00:12:00] more important or more emphasized than it has been in the past?

    Dr. Ellen: I do. I just think there is so much in a given day that we have to do and whether it’s just remembering 10 different passwords to get through our morning commute, our phone, the email, the bank ATM. There’s so much that we have to process that we just have to churn out a lot.

    And when we’re talking about processing speed, what we’re really talking about is that ability to process the simple stuff. It’s not about how to think big and conceptually and deep, it’s about how to keep track of things, how to write down something quickly, it’s that quick processing that we’re bombarded all the time with.

    Like you were saying, Twitter, Facebook, we could be churning through information as very [00:13:00] quickly, and in order to even, for instance, get through a difficult night of homework. There’s some high school students that have to check five different websites or more from their teachers to find out what the homework assignment is and where to turn it in and uploading this and that. It’s just a lot of stuff.

    And so again, what would have been in a different generation, a normal weakness, it’s now more of an impairment. And for those who have true impairments, it’s really impairing in terms of their ability, especially to get through school.

    Dr. Sharp: Sure. I think that makes sense. We hear anecdotally that education is getting harder and harder and there are higher expectations. I think for kids in particular, it’s like the trickle-down thing, as parents get busier and more frantic that spreads to their kids who are being rushed out the door in the morning and [00:14:00] trying to get things done more quickly and more efficiently. It’s hard.

    Dr. Ellen: It’s really hard. We just have a lot of things that are pulling for our attention. And when you have a limited ability to process that, it makes life harder. I’m not sure that’s necessarily the case once you’re out of school, because you can find, as you grow, the right environment.

    But when we’re talking about students, they don’t have the option of trimming it down, slowing it down and you’re right, everything is upped and we have higher standards, and a lot of times that doesn’t necessarily mean more complicated thinking, it means more stuff that needs to be produced.

    You’re in an AP class, you have to write seven papers as opposed to three. I’m probably just overly exaggerating here but a lot of it means that you have to [00:15:00] produce more. So that is the problem.

    Dr. Sharp: Sure. I wonder if we could zoom out just a little bit. You gave an offhand definition of processing speed, but I’d be curious to hear how you would define processing speed, both in terms of a layperson’s definition but also from a neuropsychological perspective. How would you define that?

    Dr. Ellen: The simplest definition in terms that I say to lay people is that it’s just how long it takes us to get stuff done. It’s how long it takes us to do a particular task in a particular amount of time. Neuropsychologically, the way we measure that is on timed tests.

    Our own research has shown that the best test that we have is coding from the WISC that it correlates so highly with other indicators that we could [00:16:00] almost use it in and of itself as a measure of oh when someone does poorly on coding and this is a gross generalization, but really when somebody does very poorly on coding and it’s a valid, accurate member, there’s a lot of reasons why you might not do well on coding, but they’re probably going to struggle on a lot of different things. Neuropsychologically, the processing speed factor on the on the WISC is a very important measure.

    The other things that I like to use are measures of visual and verbal and motor processing as well. Coding has some motor processing embedded in the task because you’re writing things, Symbol Search, less so, but it has some. But we want to know when we’re looking at a child’s processing speed if there is within the visual, the verbal, the motor, and also the academic realm, academic fluency, if there are areas within there that seem to be more troublesome, because if there are then we can help tailor recommendations to that.

    [00:17:00] So when I’m looking more psychologically within the verbal realm, I want to look at verbal fluency, for example, things like the verbal fluency tests from the D-KEFS or the F-A-S or those sorts of tests. I also want to look at, within the motor realm, even things like being able to put pegs in a board. How fast are fine motor skills? And these are two examples.

    And then I also find that academic fluency tests are really important to include in a neuropsychological evaluation of processing speed. So I like to look at math fluency skills, reading fluency, written fluency and being able to compose a number of sentences in a given period of time, or even being able to compose a paragraph in a given period of time. Any timed test basically is really a measure of processing speed, and we have a lot of timed tests within a typical neuropsychological battery.

    I like to include measures of [00:18:00] academic fluency because a lot of times these kids don’t meet criteria for a particular diagnosis. They might not meet criteria for ADHD or a learning disability yet may still have trouble in the actual doing of these tasks, in being able to do math fluently, or being able to even read a paragraph fluently outside of having a learning disability.

    You find that they’re fine decoders, they understand what they’re reading but yet when it comes time to actually fluently digest information from page, they have difficulties with that. That’s a very practical measure that you want to make sure you get.

    Dr. Sharp: Mm-hmm. Yeah, that makes sense. Let me jump back, what do you like for visual fluency?

    Dr. Ellen: Oh, I love to use the Stroop, for example, and just say that’s a very simple measure of being able to read words on the page. Any test that’s [00:19:00] visual speed of processing, like there are a few on the NEPSY and the D-KEFS, also the Differential Ability Scale, there’s a test of any sort of visual naming.

    I think those are all, it’s a combination of visual and verbal but even something as simple as on the Stroop, I find that kids with processing speed issues often times do poor on the word reading portion of the Stroop where they just have to read red, green, and blue over and over again in different orders and color reading but sometimes they do fine on the actual Stroop part of it where they have to inhibit a response and name the color instead of reading the word. And that’s because sometimes the more complex processing speed, there’s a benefit to being slow and cautious but what I find is that they do much poorer on that visual [00:20:00] processing.

    But then there are also other issues that, once they read well, things like on the Woodcock-Johnson, there’s a reading fluency but then there’s also like a word reading fluency, right? Find two words that match. All of those, even though there’s a language issue, it’s hard to find a good test of visual processing speed without some kind of either visual motor component or a language component, but all of those things.

    Lastly, on the continuous performance tests, many of them have a speeded number that goes along with that and looking at how quickly someone is able to just respond to a particular target that also tends to be a good measure sometimes on like the Conners CPT. The measure of the ability to respond quickly is also a measure of very simple visual processing.

    Dr. Sharp: Sure. [00:21:00] That makes sense. So when you’re talking about coding being a test that’s pretty indicative of processing speed concerns, from your perspective and knowing the research, what sets coding apart from Symbol Search as a predictor there?

    Dr. Ellen: That’s a really good question. Coding has, I think it includes visual processing and also motor processing, whereas Symbol Search is more just visual processing. Coding also has a bit of a working memory component to it, visual working memory. If you’re looking at the top of the page and trying to remember from the top of the page what to write below the symbols and I’m assuming your listeners know about that, what the task looks like but you do better on it if you can quickly get that information into working memory, if you can quickly just get the [00:22:00] pen or pencil across the paper.

    And so there’s something about the complexity of that task, a little bit of visual working memory, a little bit of that knowing where to start even with some of the symbols that you’re drawing. These are symbols that aren’t things that we don’t typically draw. Many of them are unusual little symbols. And so you have to quickly be able to get into that portion of the task.

    And that’s where I find kids with processing speed issues sometimes just, again, it’s that simple thing. This is a great example that parents often give is just something as simple as what do you want for breakfast? Well, how does that relate to coding? It’s like here you need to do to this. There’s not much of a decision-making tree here, but you need to do it and make a decision and move on.

    Coding forces you to one at a time, be looking, discriminating, and [00:23:00] moving on. You can’t go back and redo it. It’s got a little bit of a number of things. It’s one of those tests for instance, Trails B is such a great test for looking at older adults in terms of dementia and their ability to be able to cope with demands in life. I feel like coding is one of those tests for younger students that relates to their ability to do those sorts of things that you have to do when you’re in school which is take notes from the board, remember where you start with your pencil.

    It’s even small things like that, like where do I start on the paper? Coding forces you to figure out quickly, in order to make these symbols very quickly, it’d be better for me to start in this corner of the box as opposed to that corner. I think it taps into those very quick decisions that our brains make when we’re trying to do simple [00:24:00] things quickly.

    Dr. Sharp: Sure. I like that. Even that piece you mentioned about where to start on the page with your pencil, that’s an interesting piece there.

    Dr. Ellen: Yeah.

    Dr. Sharp: Bringing all this together, processing speed is wrapped up in a lot of things, how would you articulate the relationship between processing speed and working memory and attention and executive functioning? Where does it fall in all those terms?

    Dr. Ellen: So the way I think of processing speed is not just as another executive function and it’s always been thought of that. It’s just lumped in that group of planning and organization and working memory and set-shifting and initiation and I think that processing speed is like, if you think of executive function skills as the car, that processing speed is the engine [00:25:00] that allows the car to run efficiently.

    Without good processing speed, I’ve seen many kids with terrific executive function skills in every sense of the word but poor processing speed, and they still can’t use those fantastic organizational skills. Their initiation, they’re able to stick with a task and self-monitor but it takes them so long to get it done. They’re driving a Cadillac or a Mercedes but their engine is more like a Ford Fiesta or whatever or vice versa, you can have kids with very fast processing speed but really poor executive function skills and that comes with a different set of challenges.

    So I see processing speed is without that, we’re not able to use any of the executive functioning skills that we have. I see working memory and processing speed, what we’re finding in our own research, and we’re only at the beginning of this, [00:26:00] is that there definitely is an association between the two. And when you think about it, working memory is that, it’s our brain’s scratch pad. And so we only have so much room on that scratch pad before that information starts to decay. If it’s hard for you to take in that information quickly, then it’s not allowing it to get into working memory so you have that to play with.

    You can have really decent working memory skills but really slow processing speed or you can have pretty good working memory skills but eventually, if you have slower processing speed, it’s going to limit your amount of information that you can get into working memory because I think of it as one of those tapes, when we used to have answering machines, there was always so much tape on that and it would start to erase itself. That’s the way working memory is, and if that tape is playing at a certain speed, you [00:27:00] only have so much room to get on that tape. It’s not the perfect analogy, I guess, but they are related to one another. They’re not dependent on one another completely. It’s not a perfect correlation between the two by any means.

    Dr. Sharp: Sure. I see what you’re saying. I think people totally understand that analogy. That’s it. So for you, it’s a driver. Processing speed is a building block for a lot of these.

    Dr. Ellen: It’s the engine. It allows us, and it’s like some people use this term and I’ll bring this up now because people always ask about this, the sluggish cognitive template. To be honest, neither of these terms, even processing speed, are super well-defined. I tend to think of processing speed as something that neuropsychologically we can measure. We can measure how long it takes people to do certain tasks, come up with a word in a given period of time, to connect dots [00:28:00] at a certain period of time.

    I should have mentioned Trails too when we were talking about Tesla processing speed. There also is another good one, Trails A and B. Processing speed is one of those things where if you don’t have a well-functioning engine, you can’t get from point A to point B quickly. It doesn’t necessarily mean that you can’t get there at all, you can get there just fine, but it might take you a little bit longer.

    Dr. Sharp: Right. I think that’s such a good point. I was doing feedback with a family, I don’t know, four or five years ago, and the dad actually said something that I’ve used many times since then in other sessions. He said, “It was a really big moment for me when I realized that I could be slow and smart at the same time.”

    Dr. Ellen: Oh, I love that.

    Dr. Sharp: It’s great, right?

    Dr. Ellen: Yeah.

    Dr. Sharp: Yeah. [00:29:00] It plays a huge role in many different cognitive functions. I’ll sometimes talk with parents about, it’s only an issue if it’s an issue, like you have to be quick. There is that expectation to move really fast, but if you have the time that you need, it may not show up as much. So let’s talk about ways to address that issue.

    Dr. Ellen: You said talk about ways to address that issue, one thing I think we have to think about, and I really want to get back to this point that you just said, which is how to get kids integrating that into their thinking and into the way that they interact with the world, one of the things we are finding both in our sample but also in a lot of the research that’s going on ADHD is really looking at time perception. We’re finding that kids with ADHD have very poor time perception and that actually may be the case too for kids with slower processing speed.

    And so [00:30:00] when you’re talking about that father that you were just describing that he has this idea that being, how did he say that again?

    Dr. Sharp: That he could be slow and smart at the same time.

    Dr. Ellen: Yes, exactly. In fact, sometimes I think some of the smartest people in the history of the world have probably been slower processors because that’s how they came to different kinds of conclusions because it takes time to think about complicated issues.

    So that’s one thing to just keep in the back of our minds, but a lot of kids with processing speed issues have time perception issues as well. And so helping them develop a concept of time is really important, how long does 10 minutes feel? How long does 30 minutes feel? What can you accomplish in a given period of time?

    I think coming to grips with the fact that you can be smart and it can also take you a long time to get things done, first you have to grapple [00:31:00] with the idea of how long does it take to get things done? And so one of the first things that I will … suggestions that I have for parents is to help them get a sense of what time is because once you value time, you could learn to value your own ability to get something accomplished in a given period of time.

    I find that a lot of times kids who haven’t integrated that sense think like, oh, I’ll get that done. They tend to underestimate how long it will take them to get something done or even underestimate how long it would take the average person to get something done in a task that will take them even a bit longer than the average person.

    So I think helping them to get that concept of time is an important way to help them understand that time is just one function of, I [00:32:00] wouldn’t even say their ability level, it’s just something that you have to learn to manage and use. So that’s an important key.

    Someone asked last week, I was speaking at a conference and somebody asked, why should my child get extra time on tests because they’re going to get in the real world someday and they’re not going to be able to have extra time? I said to them, it’s because they’re not going to be taking tests like that in the real world. What we want to find for these kids is a pathway for them to find the perfect job for them, the perfect way of living.

    And that’s our key. We need to give them accommodations now so that they won’t necessarily need accommodations in the future because they figured out, oh, I need to be in the environment where deeper, slower thinking or the [00:33:00] skills that I have that don’t require me to get through a major amount of paperwork in a day is important. That’s what we’re striving for eventually.

    I’ll say kids with slower processing speed can be doctors. They’re great doctors but they may be more likely to be a radiologist or an oncologist or something where they’re thinking about a fewer number of patients as opposed to an emergency room doctor or the kind of doctor where you need to see many patients in a very short given period of time.

    So I think helping them think through those issues are important. It starts with helping them realize the value of time now and value what they’re capable of doing within that given period of time. It’s really about quality versus quantity.

    Dr. Sharp: That makes so much sense. I like that we’re starting to shift into the accommodation realm.

    Dr. Ellen: I know. I [00:34:00] didn’t know if you wanted to shift through that yet. Everybody’s question after what do we do, it’s how do we fix it?

    Dr. Sharp: Sure. So I could go back and start with that piece about helping them figure out a sense of time. How do you actually do that in practice?

    Dr. Ellen: One of the simplest things you can do as parents or even as teachers is to get a stopwatch and to help them keep track of how long it takes to do certain things. So get a stopwatch. How long does it take us to get to school? What’s the average in a week of how long it takes us to get to school? Is it the same amount of time that takes us to get home from school? Let’s time that too.

    Timing, for instance, for one take 10 minutes, how many sentences can you write in a given period of time, or how long does it even take you to brush your teeth, or take a shower, or eat dinner? All of those things are important.

    The other thing [00:35:00] or fun I should say, and important, and kids usually love doing those sorts of things, and the younger the better, too. And then also teaching them how to read an analog clock. Kids don’t often know how to read a clock. It’s that visual component of being able to see time pass on an analog clock in the seconds, the minutes, quarter hours, half hours, is very important and very concrete.

    And so that’s one of the best things you can do is to teach them how to do that because that’s integrating the concept of fractions and just being visually able to see that time is passing and moving. And then you really can’t teach a lot of those executive functioning skills that happen around calendar use if you don’t really know how much time [00:36:00] passes. We’re always asking kids, plan out your day, if they don’t really know what 10 minutes feels like versus an hour, it’s hard to hold them at fault too, for not being able to keep to that time frame.

    Dr. Sharp: That makes sense.

    Dr. Ellen: I think those are the things that we should do, and that doesn’t mean you shouldn’t be doing that kind of planning out, but you can’t expect them to integrate that until they have a really good concept of time. I would even say, too, even big picture time things like the days of the week, the months of the year, a generation ago, you’d go into a kindergarten class and they’d have calendar time, and they’d be everyday go over the days of the week and the months of the year.

    We’ve gotten away from a lot of that sort of rote learning at the very young ages and I think that’s done a disservice to these kids because they benefit from overlearning concepts so that they’re automatic. That’s another way that you [00:37:00] get faster and another accommodation is to be able to overlearn a concept.

    And so I’ve seen 16-year-olds who are very bright and aren’t sure if Christmas always happens in December and when is December? Is that before or after November? It’s funny how they don’t use time as a way of organizing their world, which then also makes them vulnerable for other disorganization in many other areas of their life. So that’s one thing.

    I think also thinking about making life as efficient as possible is also important. Anytime you can make a task more simpler in terms of the execution of it, the better. So that relates to even things like home routines, class routines, breaking things down into smaller pieces with more deadlines.

    I feel like these kids really benefit from showing not just what a completed project looks like before they [00:38:00] begin, but also what different steps of the project look like during the process. I think that that really helps them manage that very limited time frame and know what they can do in that given period of time.

    I also think that we have to keep track of how we talk to kids and to be able to speak in a way that allows them to digest the information. They’re typically not the kinds of kids that you can say five different things and sometimes that’s also the working memory at play, but sometimes it’s not, it’s just that they’ve heard too much information too quickly and it’s hard for them to take it all in. So we have to be careful of that as well, how we present information.

    And then also when you’re talking about accommodations, the most common one is extra time. [00:39:00] Providing extended time for tests and for homework when it’s appropriate, even being able to allow them to do less homework and judge more on the quality than the quantity, it could be very much a game changer for them.

    Dr. Sharp: Sure. That makes sense. I’m glad you answered that question of, when parents ask, well, what’s going to happen when they get in the real world. I get asked that a lot. And so just being able to say, we’re preparing them for the real world. We’re giving them the path to the real world where they can be successful.

    Dr. Ellen: Yeah. And like I said, luckily they won’t have to take the SATs in the real world and it’s our job to help them figure out a job and a career where taking the SATs, there are some jobs where you do have to do a lot of paperwork that maybe that might not be the best path forward for them, or if it is, they need to have their eyes wide [00:40:00] open and know what kind of accommodations they, at that point, as adults, we have to figure out how to accommodate ourselves. And so that’s the whole idea behind this.

    Dr. Sharp: Mm hmm. Yeah, of course. I think a lot of what you’re getting at is the idea that parents need to adjust expectations to some degree and know their kid as much as they can and know that as much as we would like, and I’m guilty of this, of course, I would like my children to get at the door as fast as humanly possible but that’s just not always doable.

    Dr. Ellen: No, I’ve had a lot of parents come in my office and I’ll explain the profile and a number of times they’ve said to me, oh, so it’s just going to take longer to get them to do a lot of stuff like, for example, what’s he going to have for breakfast in the morning, it’s Pop-Tarts or Wheaties, and [00:41:00] that’s the only choice, so just pick one. So knowing that it’s going to take longer for them to get stuff done just makes everything easier.

    It’s funny how knowledge leads to change in our behavior and our feelings about what we’re able to accomplish. And that’s, I feel like as neuropsychologists, it’s one of the best things that we can do is to help parents know their kids better. If we’ve done that, then they’re ahead of the game. The whole point of adulthood is not the point, but that process of adulthood is one of being able to know ourselves. And so the earlier we can jump on that, the better.

    Dr. Sharp: Absolutely. So let me throw another question at you that parents ask me a lot, which is, how do we fix low processing speed?

    Dr. Ellen: Oh, that’s the worst question because I don’t have a good answer to that question. I was at a [00:42:00] conference and just talking to some major researchers, psychiatrists who really are at the forefront to Joe Biederman and Tim Wilens and Tom Spencer. We were all talking about whether or not processing speed can be fixed at all with any of the medications we have. None of us are finding that as a rule, the medications that we have don’t really work very well at speeding up processing speed. There’s really nothing we know of that can actually speed things up with the exception of when we were talking before about making life more efficient.

    What I found in my own research is that there are some kids who do get a little faster compared to peers and I think that might be due to the fact that we don’t really know what’s [00:43:00] causing, it’s just processing speed is one of those normally distributed things that are within the population.

    Some kids I do find do get faster. They jump the curve in some ways. I think maybe they’re the ones who we’re talking about more of a, maybe a white matter issue that has just been delayed, maybe white matter process or myelination process that may cause them to, oh, they’ve caught up but for most it doesn’t.

    I mentioned being more efficient. I also think helping them practice a specific skill is really helpful. And you have to find that sweet spot between not getting caught up in the nitty-gritty of practicing, overwhelming them with that, but also helping them practice something that it becomes more automatic. And then also work on that planning, time management, organizational skills.

    And then also, [00:44:00] there are many kids who have processing speed issues and other comorbid issues, and many of them have more than one. For instance, they may have ADHD and anxiety, or they may have ADHD and a dyslexia. I think making sure that you are treating those comorbid conditions as best you can and intensively as you can is really important.

    And when I see a child with dyslexia, for example, also has slow processing speed as part of their neuropsychogical component, I will recommend that if I’m thinking like, oh, they should get tutoring two to three times a week, if I see the slow processing speed, I might say, let’s try three to four times a week.

    If I see a child with ADHD and slow processing speed, I might say, we might want to try medication to treat the attention so that we can maximize some of these other accommodations for the processing speed. When I see that as part of a child’s neurocognitive profile, I’ll usually [00:45:00] say, let’s go a little bit further with the possibilities sooner, because I feel like these kids are at increased risk for not doing as well over time. So we need to intervene as quickly and as intensively as possible.

    Dr. Sharp: Yeah, absolutely. I have two questions. I know we’re getting close time wise but I wanted to ask you about the relationship to ADHD and processing speed and if there, well, we’ll just leave it at that. The relationship there. Let’s start with that.

    Dr. Ellen: So our research shows that there is, it’s funny because before I started thinking about this, I just pretty much thought if you had slow processing speed, you had ADHD. What we’re finding is about 61% of the kids in our sample with slow processing speed have ADHD. So [00:46:00] there’s a strong relationship here, but it doesn’t explain it all.

    And so there are definitely kids who have slow processing speed who have attention issues. There are also kids who have slow processing speed and very good attention but they have trouble getting it done. Basically what we’re finding so far is there’s a relationship between the two. It’s not a perfect one.

    I think there’s a lot that needs to be done but we also know that the kids who have that as part of their ADHD profile probably are at greater risk for school failure, for other kinds of delinquency and those sort of things that come along with ADHD than if they didn’t have the slow processing speed.

    Time will tell but they’re at just much more risk of getting in trouble for things sometimes that they didn’t do [00:47:00] because they’re late in the game to figure it out. And when I’m talking about that, I’m really talking more about as they’re getting into adolescence, high school.

    And again, just watching these kids develop over time, we just find that if they haven’t had that early intervention, that we need to still intervene as intensely as possible but they are at greater risk.

    Dr. Sharp: I got you. I did want to ask you too, how you see the relationship between anxiety and depression and processing speed and I think maybe more importantly how you would tease out “innate” processing speed weaknesses versus anxiety-driven.

    Dr. Ellen: Anxiety, I think a good neuropsychologist can usually figure that out in terms of a lot of that is behavioral observations when we’re looking at a child in particular with anxiety and processing speed and we’re looking at how obsessive they are. [00:48:00] There’s a big qualitative issue here when we’re diagnostically trying to tease that out in a particular child.

    What we have found is that anxiety and processing speed have a very strong relationship at either side of the curve. That kids with high levels of anxiety are more likely to have slower processing speed and higher processing speed. So there’s something about anxiety and the relationship being, it’s this bimodal distribution.

    It’s interesting to think about that if you’re at risk, if you’re a really fast processor, you’re at higher risk for anxiety, which may come from, I don’t know, it’s a chicken and egg thing. We only know it’s a relationship but does a faster ability to get things done make you more anxious that you’re not getting things done or, we don’t know but then we just know right now it’s an association.

    The association between depression and processing speed, we’re also finding high correlations with that. [00:49:00] It’s hard to know with that as well, is it a chicken or an egg thing? There’s some evidence that shows that when you’re significantly depressed, you have slower processing speed. It’s part of depression for a lot of people, significant depression in particular.

    But what we’re really talking about when we’re looking at kids is, in our research, we’ve tried to take out the effects of psychiatric issues to look at this issue of processing speed in and of itself and there’s still variability left over once we control for some of these other issues but when we’re looking individually at a child, I think it really still gets down to a good evaluator looking at the ability and the differences on different tests of processing speed.

    Typically kids with depression, you’ll see that psychomotor retardation. That’s just there. [00:50:00] That slowing that’s there that goes beyond what we see in a child who’s just having trouble getting their pen across the paper.

    Dr. Sharp: Sure. Yes, I’m with you. We have covered a lot of different things and this is all great information. Let me ask you, I’m going to throw in an extra question before I ask about resources and things. Do you diagnose kids with anything if they only have slow processing speed and you genuinely can’t find any other mental health concerns or even a learning disorder?

    Dr. Ellen: This is such a tough question and sometimes what I find, because the whole issue here is trying to get them accommodations at school under IDEA. I used to diagnose them with a learning disorder not otherwise specified in DSM. [00:51:00] But now in the new DSM, we don’t have that opportunity.

    So what I generally try to find is, I really feel like it’s important to look at that academic fluency, because we actually can use that as a diagnostic criteria, that they have specific learning disability with an impairment in math fluency. It’s not a typical learning disability but it does meet criteria for DSM and also in most school systems will say, yes, that will allow them to get services.

    So that’s generally what I do but I also explain to parents, this is not a learning disability in any real sense of the word. The hard thing, and I think this is what you’re asking is, what about those kids who even academically, they’re bright, they can do almost anything in two or three minutes, which is most of these tests we’re talking about, and how do we get the accommodations for them? I think that trying to use an executive function issue but that’s [00:52:00] not a diagnosis.

    Those are the hardest kids and I think then it’s really about just explaining their neurocognitive profile. I’m finding that if you give them enough tests of academic functioning, you’re probably going to find where the rub is for them, where it’s crossing the line for them to actually have some sort of functional impairment and that’s what I will try and get at is where’s the functional impairment with this. Is it in math fluency? Is it in writing fluency? Is it an ability to take a test like a Nelson-Denny Reading test in high school? Sometimes that’s where it all falls apart is when things get more complex.

    Dr. Sharp: Sure. That all makes sense. I’m so appreciative for all of the knowledge that you have shared here. If there are folks out there who would like to learn more about processing speed or accommodations thereof, I will certainly have your book in our show notes which is fantastic by the way, I highly recommend that [00:53:00] people go check it out. Other resources that you’re aware of that might help folks who want to dig into this a little bit deeper.

    Dr. Ellen: There are two websites that I would recommend. One is the mghclaycenter.org. We have a lot of information on processing speed and some videos, some webinars. We have a video on processing speed that we did that talks about this teacher perspective and parent perspectives and parent stories there.

    And then I also think that understood.org, which is another great resource, has a lot of information about all kinds of aspects of processing speed. A lot of the topics that we talked about. And even though both of these websites are really written for parents, I still find it really helpful as a professional to look at these sorts of issues.

    They really provide a lot of information.

    A lot of times as neuropsychologists and psychologists, we’re really [00:54:00] trying to provide information to parents and both of those websites are great for looking at processing speed among other things.

    Dr. Sharp: Fantastic. Those are great. I’ve definitely been on Understood. We will link to those in the show notes as well. Well, this is awesome, Ellen. I really appreciate it. Thank you so much for coming on and talking to us through processing speed. I know we just scratched the surface, it feels like. I have all these other questions I was writing down but there’s a lot to explore here. I appreciate everything that you’re willing to share.

    Dr. Ellen: Oh, it’s delightful. Thank you so much.

    Dr. Sharp: If people want to learn more about you or get in touch with you, what’s the best way to do that?

    Dr. Ellen: Probably through the mghclaycenter.org website. There will be a little link that they can click on and they can send an email or questions through that, that’s probably the easiest way to reach me.

    Dr. Sharp: Okay. [00:55:00] Well, that sounds great. Once again, Dr. Ellen Braaten, thank you so much for your time today.

    Dr. Ellen: You’re welcome.

    Dr. Sharp: All right, y’all. Thank you so much for listening to my conversation with Dr. Ellen Braaten. I’m going to have a lot of links in the show notes certainly to Ellen’s books, which are both amazing. And those aren’t all of them. She’s written a few books but the two I’ve seen have been great. So I’ll have links to those, to the places that she works and some of the resources that she mentioned.

    As always, thank you so much for listening. If you have not joined us in the Facebook group, you can search for us on Facebook, obviously at The Testing Psychologist community, we would love to have you. We talk about testing and all its forms and fashions, the business, the clinical part, and everything related to testing. We’d love to have you in the Facebook group.

    And if you have not [00:56:00] subscribed to the podcast, I would be incredibly thankful if you were to do that. It takes 15 or 20 seconds, wherever you are listening to your podcast, you can go in and click the little subscribe button and that helps get the word out about the podcast and help more people discover it and help me find more resources to continue to do this and bring these great guests to you. So thanks again. Y’all take care. Thank you so much for listening. We’ll talk to you next time.

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  • 49 Transcript

    [00:00:00] Hey, good morning, y’all. This is Dr. Jeremy Sharp, and this is The Testing Psychologist Podcast episode 49. Today, I’ll be talking with you all about medical necessity and how to increase the likelihood that you will get pre-authorization for those testing hours. Let’s do it.

    Hey y’all, this is Dr. Jeremy Sharp. Welcome back to another episode of The Testing Psychologist Podcast. It’s great to be back doing some episodes. I had a run there where I recorded quite a few interviews and released them slowly over time. So it’s been a while since I was here in front of the microphone. It feels good to be back.

    Today is a solo episode. I’m going to be talking with you all about medical necessity, pre-authorization, and how [00:01:00] to get those hours approved for testing.

    Now, I should say here at the very beginning that none of these guidelines are meant to be set in stone. Nothing that I tell you is meant to be a guarantee that you’re going to get prior authorization or be approved for all of the hours that you’re asking for, particularly those of you like myself who tend to do pretty thorough evaluations. So just know that, but the things that I’m going to talk with you about are taken from my years of experience, research, and some trial and error in figuring out what works for getting pre-authorizations approved and getting the most hours that you possibly can for testing.

    If you take insurance, this is definitely an episode you want to listen to. If you do not take insurance, then this might be one to skip, but if you have any plans of taking insurance or just want to know how this works in the insurance world, stick [00:02:00] around.

    Let’s dive into it here.

    First off, when we’re talking about this topic, it’s helpful to know a little bit of background about medical necessity, why this is even a thing in psychological testing, and why we have to request pre-auth.

    The short story is that insurance companies across the board want to keep their costs as low as possible. Part of doing that is not authorizing or paying for services that are not “medically necessary.” This goes across the board for other healthcare professions and other fields as well: cardiology,

    physical therapy, family practice, or anything where you’re doing a procedure or asking to do a procedure that falls outside routine care.

    The basic deal is that insurance companies don’t want to pay for these services that [00:03:00] aren’t going to contribute significantly and specifically to a patient’s care. That’s where medical necessity guidelines come into play in general and why we have to ask for pre-authorization for some plans to do psychological testing.

    Whereas some insurance plans consider psychological testing or neuropsychological testing to be part of that routine care and they don’t require pre-auth, I find that, for me, it’s about half and half in terms of the panels that we’re credentialed with. So the likelihood is that you’re going to run into a pre-auth request sooner or later in your practice and many insurance companies require it.

    In our world, medical necessity means that the testing is going to contribute in a very specific way to the client’s care above and beyond what is already available in the mental health world. For us, that means[00:04:00] anything that could be accomplished through counseling, through a typical diagnostic interview, or through, in some cases, psychiatric care. Generally, we have to document that testing is going to add something above and beyond what is already available for the client in their mental health coverage.

    Let me give some guidelines. These are coming from a document that I found from the Tufts Health Plan. It’s a health plan over on the East Coast but the document is one of the better ones that I have found that walks you through the coverage criteria for psychological testing, what medically necessary means, and the limitations for psychological testing. I think this will drive a lot of the discussion today. I will link to this in the show notes. Like [00:05:00] I said, this is not meant to be representative of all insurance plans by any means, but it is pretty comprehensive and runs through a lot of the scenarios when we might have to ask for pre-auth for psychological testing.

    In terms of their guidelines, when they think about medical necessity, there are a few things that have to be met to demonstrate medical necessity and we have to provide the documentation to demonstrate medical necessity in the prior authorization or pre-authorization form. These criteria are all going to map onto information that you have to provide in the pre-auth form for your specific insurance company. Those forms can often be found by going to your insurance panel’s website and you can search within the site for psychological testing prior authorization, or neuropsychological testing prior authorization. You should be able to find that pretty easily.

    [00:06:00] Getting to the criteria. Here are some things that we need to keep in mind when we’re considering medical necessity.

    One of those is that the patient has already undergone some type of mental health evaluation. That could have happened through their physician. It could have happened through a psychiatrist. It could be another therapist. It could have even been the diagnostic interview that you did with them as part of your evaluation. Basically, the patient should have gone through a prior interview or a diagnostic interview rather, and at the end of that diagnostic process, there should still be some questions that exist that cannot be answered through that diagnostic interview or history-taking process.

    So that’s one piece is that you have these remaining questions even after you’ve done a diagnostic interview with the client. In many cases, this would [00:07:00] rule out the need for testing for anxiety, depression, and many mental health diagnoses particularly emotional or personality concerns. So there’s that piece that you should still have questions even after a pretty thorough diagnostic interview.

    The second part of that that’s somewhat related is that the patient, hopefully, has gone through some amount of evidence-based treatment, therapy, counseling, or whatever it may be, medication if that’s an evidence-based treatment for what you’re testing for. So the patient should have gone through the evidence-based treatment and still has symptoms that are significantly impacting their life.

    Basically, you need to be able to say that the patient has participated in evidence-based treatment and yet symptoms remain or they’re getting worse or you’re [00:08:00] seeing other symptoms that are not being addressed by that particular treatment. You need to be able to document those things.

    Now, if you can document both of those pieces, and I should say, when you are documenting those things, you don’t have to be… the attempt at treatment does not have to be incredibly specific. The person does not have to have had 20 sessions of CBT exposure and response prevention, or a thorough course of treatment. As long as you can document that they have met with some other professional, even just their physician, and that a question remains outside or beyond that diagnostic interview with that medical or mental health professional, then that will go a long way toward demonstrating medical necessity.

    Once you’ve documented those things, then we get into [00:09:00] asking for the assessments that you’re trying to do. 

    Again, medical necessity is demonstrated when the tests or assessments that you have identified are “targeted to the identified referral question.” Okay? And then the second part of that is that once you answer that referral question, it’s going to lead to very specific recommendations and identifiable steps or changes in the treatment plan that will modify what’s currently being done for the better.

    So, there’s a lot involved here. These two criteria map onto a big part of the prior authorization forms that we fill out. Two pieces. One piece is that you, first of all, have to have an identified referral question. I have found that [00:10:00] insurance companies like when you’re very specific. So instead of saying, the referral question is, does this client have any cognitive concerns that might be impacting functioning? That’s vague. That’s pretty vague in general. And it’s not mapped to a specific diagnosis by any means.

    I have found that insurance companies respond a lot better when you list referral questions like, does this client have autism? Does this client have ADHD? Does this client have cognitive impairment secondary to birth trauma? And then put the birth trauma in parentheses, a hypoxic event, or whatever it may be. So getting as specific as possible with your referral questions and mapping those onto specific diagnoses I think will be very helpful.

    Once you identify that referral question, then you have to identify the tests that go along with it. [00:11:00] Here’s another place where I think people get tripped up and get rejected. For better or for worse, we have to be realistic about the standard of administration and report writing time.

    The insurance company is not going to reimburse for excessive time to administer, score, and write a test. Now, you might write a really thorough, amazing interpretation with these very specific recommendations and that is fantastic. I would say that our practice leans in that direction as well. But if you’re doing that and you’re billing insurance, there is a responsibility to try to do that in as efficient a way as possible.

    For example, if you are going to administer WISC core subtests, you cannot ask for four hours to do that. The industry standard [00:12:00] is going to be closer to two hours if that. They would ballpark an hour to an hour and a half to administer and score, and then maybe a half hour to put those scores into the table and your report. So that is something to keep in mind. Just make your request very realistic in terms of the actual time for each specific test that you request. Most of these pre-auth forms will require that you spell out the test that you’re going to administer and how much time you request. So that’s one piece.

    The other piece of that is that you are only requesting tests that map onto your referral questions. Again, I know there’s a lot of discussion around comprehensive evals and doing evals to rule things out versus more limited evals to just answer one specific referral question. In this case, it is going to help you to [00:13:00] tailor your prior authorization request to fit the specific referral question. Insurance companies are not fond of reimbursing for many tests to do exploratory testing to rule out other things that might be comorbid.

    For example, if you identify your referral question as, does this client have ADHD, then it would not make any sense to list on your test request form an ADOS or an SRS questionnaire, for example. That’s probably going to get rejected. Now, if you list, does this client have autism as an additional referral question, then that would completely make sense.

    But again, these insurance companies are very specific about what they are going to approve. They employ licensed psychologists to review these requests and those psychologists know what they’re looking for and know the standard [00:14:00] time for each test and which tests are going to be appropriate for which referral questions.

    So if you want to do a comprehensive battery, make sure that you list all of those specific referral questions in your pre-auth request. If you list all those referral questions, you also need to make sure to list all of the specific symptoms that are leading you to devise that referral question. So, that’s another piece.

    The second element of that is that when you answer those referral questions, that’s going to somehow lead to specific recommendations or some direct impact on the treatment. So you also need to be able to demonstrate this.

    For example, a lot of the pre-auth forms will ask what will be the outcome or value of psychological testing. That’s where you need to be able to say, psychological testing will be used to guide treatment choice. And in that sense, you can put in parentheses [00:15:00] cognitive behavioral therapy versus group therapy versus social skills training versus any number of other options that might be considered. You can also say that it might be used to guide medication choice, and you can specify that the testing information will be used to guide, certainly, if you have a medical question, head injury, serious illness, or something like that, you can put that in there as well, that it will guide where to seek medical treatment or course of treatment for those medical concerns.

    Again, you want to map those referral questions directly to the tests you administer, and then map those testing results directly to treatment recommendations, treatment of choice, and how that might change what’s already been happening with the client.

    So that covers a lot of the [00:16:00] pre-auth form and what you’re going to have to be required to list on the pre-auth form. While you’re going through this process, there are a few things to keep in mind. Cases where it’s almost impossible to get testing approved. The biggest one that we know about is probably learning disorders. No insurance company that I know of is going to reimburse testing for learning disorders as a primary diagnosis.

    Now, in our billing podcast with Jeremy Zugg, he detailed that you can administer academic measures in the context of a different primary diagnosis. So if you administer some academic measures that you can in good faith, say, are contributing to your assessment of ADHD, for example, then that’s a different story, but no [00:17:00] insurance company is going to reimburse for educational testing as the primary diagnosis. Other exclusions under there include vocational testing, legal or forensic testing, substance use evaluations, adoption evaluations, and things like that.

    Many insurance plans will also exclude testing for what they call uncomplicated ADHD. When I say uncomplicated ADHD, that means, if there are no suspected comorbidities, if the data is pretty straightforward from questionnaires that may have been administered by the physician.

    So if you are requesting psychological testing for ADHD, to be on the safe side, I would suggest that you make sure that you have some documentation that it is complicated ADHD by which I mean there is a suspected cognitive issue going on, there is a suspected emotional disorder going on, there is [00:18:00] a suspected autism spectrum disorder also comorbid. So again, making sure that as much as you can get the symptoms and the documentation to suggest that this is above and beyond what can just be determined by a typical interview.

    Other exclusions are if you’re administering any tests that don’t require a licensed psychologist to administer or interpret the tests, testing that is requested only to guide medication or dosage of medication. I think there is a difference between choosing a type of medication. That is legitimate. But if you’re only doing testing to figure out how much medication should be administered or what the dose should be, that doesn’t typically count.

    Let’s see. If there’s been a recent evaluation say within the [00:19:00] last six months to a year, and there has not been any significant change in the person’s functioning, then a lot of insurance companies are going to say, why are you doing testing again? We’ve already had this full evaluation.

    Let’s see. The other situations are when, we touched on this, but if the amount of time requested includes way too much time for the presenting concern.

    The other piece is when, this is a big one that comes up, is when testing is considered experimental or investigational for the diagnosis. So this circles back to that need to have a specific referral question so that you’re not just “seeing what’s out there”. That for an insurance company is a big red flag to say that we’re probably not going to approve this because, in theory, you could do as much testing as you [00:20:00] wanted to explore all these different diagnoses. So as best you can, try to nail it down and identify a very specific referral question that you are trying to answer or several referral questions. That’s totally fine.

    That is my rundown of medical necessity. Quick and dirty. I know there’s a lot more to it, nuances that we could get into, but this has been a really popular question in the Facebook group and I wanted to put something together to try and elucidate this process a little bit.

    Quick rundown again when you’re trying to seek prior authorization for testing:

    One, you want to make sure that you can document in some form or fashion that this individual has already participated in a diagnostic interview or even better for our purposes that they have participated in treatment that has thus far been unhelpful or ineffective. You want to be able to demonstrate that [00:21:00] symptoms remain despite treatment and you want to be able to demonstrate that the symptoms present are more complex than can be sussed out via a clinical interview. All you have to do for that is to say this person has participated in such and such treatment or interview and symptoms remain confusing or unresolved.

    The other piece is that when you want to request the tests, you have to make sure that the tests you request match your referral question. So you have to have a very specific referral question. Typically, in my experience, it’s been diagnosis-based that is the most likely to get reimbursed. So does this client have ADHD? Does this client have autism? And then you want to request both the tests and the number of hours for those tests that are reasonable to answer those referral questions. Don’t exaggerate or inflate.

    The third part of that is that you want to then document how [00:22:00] answering those referral questions will guide treatment. So talk about how the testing results will help choose a treatment approach or a medication or a medical intervention or something like that.

    Otherwise, we talked about exclusions. I will let you go back and read for yourself all of those exclusions but just know that educational testing as a primary diagnosis is not typically covered and any other situation that you would call exploratory where you don’t have a specific referral question is unlikely to be covered

    As we sign off, I should say that a lot of this has happened through trial and error for me. I have found that there are some insurance companies who require pre-auth for psych testing, so 96101, but not for 96118, which is neuropsychological testing. I have found that some are the opposite. I have found that [00:23:00] some require pre-authorization if you exceed a certain number of hours, but they will grant you a certain number of hours without prior authorization. I found that some insurance companies will only reimburse eight hours in a day, but if you stay under that limit, you can bill up to 16 or 20 hours for an evaluation. So some of this may take some trial and error on your part to figure out what the insurance companies dictate that you are actually in network with.

    Above and beyond all of this, there’s the discussion about the balance billing statement, and that can help quite a bit. If you get permission from your insurance companies that you can balance bill, then you can take that and go back to the client and explain that balance billing process and what that means, and why you do that and get their signature on a balance billing consent form, then that can help circumvent some of these [00:24:00] problems with only getting a few hours of testing approved.

    We’ve done some other podcasts about balance billing forms and it’s been discussed at length in the Facebook group. But if you have questions about that, reach out to me directly, I’m happy to talk with you. You can also search in the Facebook group for balance billing and prior authorization or pre-authorization. There’s a lot of good info in there.

    Thanks as always for listening. I hope that everybody is doing well. We are headed into the springtime here in Colorado, which is awesome. I’ve talked about being a summer-spring person on the podcast before. I grew up in the South. It’s really hard to sit through winter in Colorado. This is about the time of the year when I start to get pretty antsy and thankfully we’re having a nice run of 50 to 60 even 70-degree days here lately and it is [00:25:00] just gorgeous. We’re starting to get a little rain. The grass is starting to turn green, which is fantastic.

    I hope that y’all are all doing well and maybe enjoying some of that spring weather as well, and I hope you will stay tuned to the podcast.

    As always, if you have not subscribed or rated the podcast, I would love it if you did either of those. Subscribing is fantastic. Rating is like a thousand bonus karma points. So if you haven’t done those, I would appreciate it. And if you have not joined us in the Facebook group, we’d love to have you there as well. That’s The Testing Psychologist Community. We just keep growing. I think we’re up to about 800 members now and we just talk testing. So jump in there. If you have an interest, we’d love to have you.

    In the meantime, take care. I will see you next week. Bye bye.[00:26:00]

    Click here to listen instead!

  • 48 Transcript

    [00:00:00] Dr. Sharp: Hey y’all, this is Dr. Jeremy Sharp. This is The Testing Psychologist podcast episode 48. Today, I’m talking with Jeremy Zug, who’s the co-owner and founder of Practice Solutions.

    Practice Solutions is a mental health billing service and Jeremy is going to talk with us today all about the nuances of billing insurance for testing services.

    I think you’re going to enjoy this episode. We dive into some of the details that are very specific to testing practices and he gives us a lot of great information. So here we go.

    Hey y’all, welcome back to another episode of The Testing Psychologist podcast. I’m Dr. Jeremy Sharp. Today you get a double dose of Jeremy. I have Jeremy Zug, who [00:01:00] is partner and co-owner at Practice Solutions here to talk with us all about billing in the mental health world and specifically billing for testing services.

    We’ve talked a lot about testing and billing in the Facebook group and I get a ton of questions in individual consulting as well about how to bill insurance for testing services. And that’s our main game today.

    So Jeremy, welcome to the podcast.

    Zug: Hey, Jeremy. Glad to be here. Thanks for having me on.

    Dr. Sharp: Thanks so much for coming on. I know the listeners have heard of y’all, before you sponsored two months of podcasts last fall, and I really appreciated that, but I feel fortunate to have you here in person so we can actually run through a ton of questions about how to bill insurance for testing services. So thank you so [00:02:00] much.

    I know we have a lot to get into but I’m curious, so many people hate billing to be honest, what led you to start a billing company?

    Zug: That’s a great question. I got involved in billing in Chicago when I was billing for two group practices and actually liked the puzzle. I liked being able to put together all the necessary guidelines of what equals reimbursement. I found that without billing, effective care can’t be delivered to patients a lot of the time, because you have to keep your lights on and people need to get paid and so that was the fascinating part of the gig as far as private practice. And so that sparked a passion for navigating billing in the murky waters of insurance.

    Dr. Sharp: Got you. I like how you phrase that. It is a service to patients [00:03:00] ultimately, because if we’re not making money in our practices, that makes it really hard to continue serving folks.

    Zug: Yeah, that’s right. If clinicians aren’t delivering quality care to patients, ultimately the society suffers as a whole. I view the role that we play as bigger than just CPT codes and diagnosis and EHRs. It’s serving society as a whole. It’s much more global than a lot of people think.

    Dr. Sharp: Yeah, I think that’s true. Gosh, there are a lot of ins and outs to it and there’s a lot of technicality, but yeah, sure, underneath everything is just, how do we make sure to keep doing good work and provide access to people?

    Zug: Yeah, and ultimately it’s about managing expectations to what the reality of the situation is, because it is complicated and it can be very frustrating to deal with insurance and hopefully Practice Solutions [00:04:00] exists as an antidote to the frustration that exists between health plans and billers and clinicians in private practice and you all have enough to think about already. So we’ll think about this.

    Dr. Sharp: Yeah. Right. Exactly. We’ll talk at the end more about what Practice Solutions does. I think that y’all are offering something great. I want to focus today on some of the ins and outs of insurance billing so that we can do as much as we can on the front end to either do some of your own billing or make it easier on the billing company if you end up going that route.

    Let’s just jump into it. A lot of these questions, honestly, I sourced from the Facebook group and from questions that my consulting clients have [00:05:00] asked. So I have a lot of rapid-fire questions. There’s going to be a lot of data. Does that sound okay if we just jump into it?

    Zug: Yeah, let’s just do it and see where it goes. It’ll be fun.

    Dr. Sharp: Okay. If you say so. All right, so first things first, starting at the initial interview, a lot of people ask how to account for an extended interview. So my question is, can you bill two units of 90791, the interview code and if so, how do you do that?

    Zug: Sure. Generally, you can’t bill 90791 more than once per day and not on the same day as an evaluation and management service. So if they see their physician and they have evaluation and management service, your 90791 will deny. So if you [00:06:00] bill a 90791 once per day per patient, that’s all you get.

    And so there aren’t extension sessions. So physicians have the option of adding time onto their codes, which I think is where some confusion here comes into play where it’s like, well, I know that some people can do additional time but for this code in particular, you can’t. It’s 90 minutes total for the session and then you have to add on an interactive complexity code or change it into a crisis session. And that’s your only other option for a mental health provider.

    Dr. Sharp: It sounds like you could bill 90791 more than once but it would have to be on a different day. Is that right?

    Zug: Correct. The most common use, I suppose, when I see this in clinicians is they’ll do a 90791 [00:07:00] and then do three or four therapy sessions and then bill it again to look back at the progress and see where the patient was in treatment before and where they’re progressing.

    Dr. Sharp: Okay.

    Zug: So that’s the most common but you get one 90791 per day per patient.

    Dr. Sharp: Okay. Got you. Thinking about, let’s just say, a theoretical situation where someone, I know a lot of folks in the group do testing with kids or testing with adults where there might be additional parties interviewed or something like that. So let’s stick with kids though, to keep it simple. So for example, in my practice, I will meet with the parents first for two hours, and then I will interview the kid separately for usually an hour, maybe more than that on a different day. [00:08:00] So with that scenario, what would you consider the ideal billing setup?

    Zug: According to what you just described, I would bill the evaluation as a 90791 and then I would bill the session separately with the child on a different day because it’s a separate procedure. How long are you seeing the child for normally?

    Dr. Sharp: Usually an hour, maybe an hour and a half.

    Zug: I would bill the 90791 again if you’re doing an hour and a half because essentially the child is a dependent on the insurance. So meeting with a parent or the parents for a psychiatric evaluation can we billed on their policy and then you can go over to the child’s policy with the insurance and bill a 90791 because you’re essentially doing the same service just with different individuals.

    Dr. Sharp: [00:09:00] Oh, that’s interesting. I know y’all work a lot with TherapyNotes, would you put them into the system as different patients?

    Zug: Correct, yeah, I would, for sure because that’s the most accurate… The thing we have to keep in mind with coding is it’s not about reimbursement. It’s about accurately reflecting the services that have been rendered because billing for the highest reimbursement is a fancy word called fraud. And so we don’t want to do that. We want to accurately represent the services being rendered.

    So if you’re meeting with a parent, for example, for an hour and a half and you’re honest to goodness doing an evaluation, then you would bill that. And then if you meet with the child on a separate day, and you do the same service, then we should be billing the child’s insurance for 90791.

    Dr. Sharp: Okay. That’s good to know. All right, so we’re off to a running start here. I’m already learning [00:10:00] some things. That’s great. Okay, so we got the initial intake down. So then from that point forward, we get into the testing codes. So as we get into testing codes, I think it’s worth talking about preauthorization and guidelines there.

    So generally speaking, do you have any idea why the guidelines for preauthorization are so different among different insurance companies and why there’s such wide variation between what they approve or don’t approve?

    Zug: Yeah, and that is an economic factor there. So the reason why some insurance companies say you need pre-authorization for psychological testing is because it’s expensive. They want to know and be able to budget and make sure that [00:11:00] they:

    1. Can pay for it.

    2. They want to ensure that it’s necessary because fraudulent abuse are prevalent in medical billing. People defraud the government and other insurance companies all the time by billing for services that were actually never rendered. And so that’s their precaution protecting against fraud or abuse as far as billing goes.

    And so that’s why it varies from time to time and within the guidelines that Medicare sets forward, it’s up to the payer to set forth their own guidelines and then add it on to state and federal law. And so between state federal law and then your payer or whatever insurance company you’re in network with, you need to line up those guidelines in order to make sure everything’s being done properly.

    Dr. Sharp: I understand that need to limit fraud. [00:12:00] It gets so frustrating for a lot of us when one insurance company doesn’t require pre-authorization at all for anything and then others require extensive pre-authorization for nearly everything. And then there’s a lot in between too. It’s hard to pin it down.

    Zug: Yeah. Right. Some payers want to make sure their members are getting the best deal. So it’s like the Cadillac of insurance plans because they don’t refer to these as plans. The last time I spoke with a health director, he refers to all his plans as products. You know what I mean. This is that product and that product.

    And so if we think about it as a product, some insurance companies offer a better product. It’s like, well, do you want to drive a 68 VW Bug or a Lamborghini or something? It’s like some plans offer a better product than others. And so that’s part of it as well, they want to offer a good product to their [00:13:00] market.

    Dr. Sharp: Got you. Just thinking generally, when we’re looking at pre-authorization, there are those magic words, medical necessity. How does that apply to testing and do you have any thoughts on how to word a pre-authorization in a way that might be more likely to be approved based on medical necessity?

    Zug: That’s a really good question. Practice Solutions is not involved a lot with the medical necessity part or even obtaining the prior authorization piece because they require clinical information. I do have several resources that I’d be more than happy to email or offer to folks that help with medical necessity.

    I know there are some software out there where you can log in like EHR and have access to physicians that can review your pre-authorization so that you establish medical necessity faster. [00:14:00] Those tools do exist actually. I think they’re quite helpful because it’s physicians looking at other physicians’ work and making sure that you avoid denials and get those pre-authorizations.

    I know that’s a limited answer. I’m not too well versed in obtaining an authorization piece or how to word it even but I’m certainly more than willing to offer some resources into the different tools that can help with navigating the medical necessity world.

    Dr. Sharp: That’d be great. So you said that some EHRs offer almost a peer review before you submit the pre-authorization.

    Zug: Correct. Right. Some EHRs do offer that. And then there are some standalone services where you can buy a one-time license. What happens is you essentially have a login and [00:15:00] then it gets peer-reviewed. You’re right. And that gets reviewed by other clinicians within your space and they offer feedback in general.

    And those are becoming a lot more popular. And those are becoming endorsed by health plans across the country, those kinds of software tools or even consulting ones because it helps everybody. The patient needs the care and so going back and forth on a pre-authorization is not good for anybody.

    Dr. Sharp: Right.

    Zug: So those services are coordinating their efforts with the health plans in order to meet the medical necessity guidelines.

    Dr. Sharp: Okay. That sounds great. I’ll list those resources in the show notes if you’re willing to send them to me. I think people would really get on board with that.

    Zug: Sure.

    Dr. Sharp: Now that we’re getting into the testing and the testing codes, can you talk at all about the difference of 96101 versus 96118?

    Zug: Yeah, absolutely. So a [00:16:00] 96101 is obviously psychological testing which includes like an MMPI

    type of test per hour of the physician’s or a psychologist’s time, both face-to-face tests to the patient and time interpreting the test results and preparing the report. So that code, 96101, is geared toward the psychologist. Nobody else can administer that test; computer or psych technicians.

    But then 96102 is the same, it’s worded the same except for, it’s administered by a qualified health professional; interpretation of the report and administration but not preparation of the report. They leave that out. So they say the administering of the report and the interpretation but not preparing the report. And then 96103 is [00:17:00] administered by a computer.

    Those are the big ones but then we jump over to 96118 which is a neuropsychological test which involves, you would know the different tests that fall within that type of test or the different tools that you use. And then again, is a psychologist’s time; both basically administering, interpreting and preparing the report.

    And then you have 96119, which is a qualified healthcare professional, which is fairly ambiguous. And then a 96120 which is a computer administering the report.

    Dr. Sharp: Well, there are a lot of nuances in there, let me dive into some of that. So the first question I have is, is there anything to distinguish neuropsychological testing 96118 from psychological testing 96101 because I tend to use those interchangeably, to be honest, because I haven’t found anything that [00:18:00] distinguishes them explicitly. So I’m curious if you have other information on that.

    Zug: The only information that your biller knows is what’s listed in the code book. So neuropsychological testing, all they have is a parenthesis, for example, a Halstead–Reitan and then a Wechsler Memory Scales and a Wisconsin Card Sorting Test; that’s what your biller knows.

    So if you have that type of billing model where you send the medical record to your biller and they see any of those listed, that’s what they’re going to code but a 96101, all they say here is it includes a psychodiagnostic assessment like an MMPI or it’s Rorschach, right?

    Dr. Sharp: Rorschach, yeah.

    Zug: Or a WAIS report.

    Dr. Sharp: Oh, that’s wild.

    Zug: Those are the only ways your biller knows how to distinguish those two.

    Dr. Sharp: Okay. Yeah, [00:19:00] even talking through those, it seems like there’s a lot of overlap. I would certainly consider a WAIS getting at cognitive functioning, which you could consider neuropsychological. It sounds like there’s nothing, at least from a billing standpoint, from the billing manual to say that, yes, these particular tests are 96118, and these particular tests are definitely 96101, and there’s no crossover.

    Zug: Correct. I wish they gave a bulleted list; they give those examples. I think they do that in order to leave it to the clinician’s discretion as far as what is medically necessary and what you’re actually going to be billing with. So what do you think is the most appropriate code for this service?

    Dr. Sharp: That makes sense. So then we have this question of the [00:20:00] psychologist code versus the technician code or assistant code. And you have both of those with psychological testing and neuropsychological testing. Can you speak to what makes a psychologist versus a technician?

    Zug: Yeah. And this is such a moving target, Jeremy. This is where knowing your state and health plan regulations come into play. I think if you’re a licensed psychologist from an accredited university, you fall into the psychologist category, which to me seems unambiguous; a psychologist is anybody with a PhD or a PsyD from an accredited university that has passed licensure. That’s pretty universal. Actually, I’ve yet to come across a state or a health plan that says that’s not a psychologist.

    Dr. Sharp: Okay.

    Zug: But when we get into a qualified health professional, [00:21:00] that’s where it gets really sticky because these code books aren’t written to just the private practice world, they’re written to a variety of settings with a variety of applications. So here’s the general principle; a board-certified psychometrician can be used for the administration and scoring of the tests under the supervision of a clinical psychologist or a clinical neuropsychologist. If I had a master’s degree or something and I were a board-certified psychometrician, that word is so hard for me, psychometrician.

    Dr. Sharp: It’s hard for everybody.

    Zug: It’s too many syllables. I couldn’t just create a practice doing that on my own. I need to be under the supervision of a clinical psychologist. And so there are qualifications for what makes a board-certified psychometrician but basically, it varies by [00:22:00] state. A physician assistant would be considered somebody who’s qualified to do that. They’re required to accept assignments for payment and they’re required to follow the same guidelines as a clinician would.

    So that’s what I would say is definitely check your guidelines for your state regulation but not everybody passes muster on that. There are some community college courses you can take and then take a test but generally, there’s a test associated with that qualification.

    Dr. Sharp: The psychometrician qualification.

    Zug: Correct.

    Dr. Sharp: Okay. I know that a lot of folks use, I do this as well, I have graduate students, PhD students to administer tests and can bill or have billed that under [00:23:00] the technician code. Is there anything to say that that is not appropriate?

    Zug: There’s not. I haven’t read much about that but I believe that there are guidelines for a PhD student would be the same as you providing supervision for somebody in therapy. As for the literature and the folks I’ve asked; the principle remains the same. That’s a good question, actually. I’ll have to clarify that a little bit more but there’s nothing to suggest that that would be inappropriate.

    Dr. Sharp: Okay. And what about states that have master’s level licensure for psychologists? There are some states, maybe even Michigan, that’s where y’all are.

    Zug: I know Arizona for sure. And those are becoming more common but there’s certainly not there, the [00:24:00] rule.

    Dr. Sharp: So could those folks bill a 96101 or 96118 or does it have to be PhD level?

    Zug: What I’ve read as far as the qualifications goes by state and by health plan, I think it does have to be a PhD level clinician but if you are in one of those states, I would absolutely check because there may be a provision since that’s not very common, that maybe the health plans in those states have altered their policies. Those policies change every year. So you definitely want to stay current but in general, the principle is a PhD or PsyD, is considered a psychologist.

    Dr. Sharp: Yeah. Got you. There are so many nuances, it sounds like, with state regulations and different …

    Zug: Yeah, you’re absolutely correct. It’s pretty incredible actually, because you could spend a [00:25:00] whole lifetime learning this stuff and still not hit the end of it.

    Dr. Sharp: Right. Well, thank goodness other people are doing it. I don’t want to have to spend a lifetime on it.

    Zug: That’s right.

    Dr. Sharp: So we’ve got all these different codes; we’ve got psychological testing, neuropsychological testing, both with and without a technician, can you bill those codes on the same day for the same patient?

    Zug: You mean a 96101?

    Dr. Sharp: Yeah. Like say, what if my …

    Zug: Oh, sorry. Go ahead.

    Dr. Sharp: A scenario might help. What if my technician administered, let’s say, three hours of tests and then I jumped in and administered two more hours, could I bill both the 96101 and the 96102 on the same day?

    Zug: Oh, good question. I believe that it has to be [00:26:00] contiguous. My understanding of the general principles of how these things are laid out or best practices is that if you’re going to do the testing, 96101 should be brought to completion by the psychologist or 96102 should be brought all the way to completion by the psych technician or the qualified health personnel.

    And so that’s what I would say just to stay safe because the risk that you run there is when you get audited, it’s like, well, who is the rendering provider on this? Well, the psych tech was doing it and then I jumped in. And then that makes billing and audit trail pretty fuzzy, I would say, because then at what point do you say that you jump in versus your psych tech or whatever?

    Dr. Sharp: Oh, let me clarify a bit. Sorry, maybe I worded the question kind of good. Let’s say the technician does three hours of testing. They wrap up and then the [00:27:00] patient comes down to my office for two more hours of additional testing. Does that make any difference?

    Zug: Oh, yeah. You have to bill those as two separate procedures.

    Dr. Sharp: Okay. And you can do that on the same day?

    Zug: Yeah, there’s nothing in here that says you can’t for sure.

    Dr. Sharp: Okay.

    Zug: The book or the guidelines doesn’t give any direction as far as not being able to bill those on the same day. They have to do though, is that if you do that, you may have to append a modifier to the claim to show that, look, these were done on the same day but they were different and medically necessary.

    It’s like if I were to do a 60-minute therapy session and then the same day they come in for a crisis session;

    crisis session is getting an add-on code because there was already a [00:28:00] mental health code being billed that day. And so the insurance company needs to know, was this separate? Was it separately identifiable procedure that we have to process?

    And so I would say if you’re going to do that kind of thing where somebody in an upper office is going to see them for that code and then they’re going to come down and see you, you’re going to have to append a modifier to that claim to show that it was a significantly and separately identifiable procedure and therefore falls under, they’re going to look at those as two different things.

    Dr. Sharp: Okay. That makes sense. These modifiers, that’s a whole other world that’s relatively new.

    Zug: It is a whole other world.

    Dr. Sharp: I’m just making a note here. I think it’d be helpful to maybe give a resource for finding modifiers as well because I think we don’t deal with that a whole lot in testing but there are these occasions where it might come up.

    [00:29:00] Zug: Modifiers are slippery because different health plans are going to require different modifiers. Modifiers, they distinguish procedures but then that shouldn’t be confused with a modifier distinguishing education level. There are certain health plans that require you to put a modifier to show that you’re a clinical psychologist versus a master of social work but that’s not everybody. And then there are modifiers to distinguish between procedures.

    Dr. Sharp: Yes. Gosh, that’s all I want to keep track of. Thank goodness you’re out there.

    Zug: And the modifier that you’d want to put there for the scenario that you just described is 59. So Modifier 59 distinguishes between two separate procedures.

    Dr. Sharp: Okay. That sounds good. I’ll put that [00:30:00] in the show notes as well.

    Zug: Perfect.

    Dr. Sharp: Great. One more question with billing codes on the same day. Can you bill a 90791 and a testing code like 96101 and/or a therapy code like 90837 all on the same day?

    Zug: So the 90791 can’t be billed on the same day as a 90837. Most likely those will get denied. The coding book distinguishes between psychotherapy codes and testing codes. So it is very likely that you could do a psychiatric diagnostic evaluation, 90791 with a 96101 in the same day.

    When they don’t like codes billed in the same day, they’ll say [00:31:00] that, they’ll say, do not report a 90791 in conjunction with these codes. And indeed, a 90791 does not have that distinction, so you can fill a 96101 with a 90791.

    Dr. Sharp: Okay, that’s good to know. I think that’s a fairly common model where folks will do the interview first in the morning and then do testing throughout the day. So just making sure that’s okay to bill both of those on the same day. Great.

    I’m just looking through; I know there are a lot of things to get at. What about this question, people ask a lot about, can I bill on a day that I’m not actually doing the work? The example here is with report writing, [00:32:00] can you bill that 96101 for report writing on a different day than you actually sat down and wrote the report in front of the computer?

    Zug: Yeah. Just to clarify your question, so it’s like you did the testing and then report writing and then something happened and you had to come back and continue to prepare the report. Is that what you’re asking?

    Dr. Sharp: Yeah, something like that where some report writing happens on a different day than the actual appointment on your calendar or in your EHR.

    Zug: All the guidelines really say are that you prepare the report with that code, so whatever time you spent preparing that report, it doesn’t say on the same day. To the best of my knowledge, you can start a psychological test this afternoon and then finish the report over the course of a week and then bill it that way

    as long as those are coded to that date of service.

    [00:33:00] I think that’s the real key there. People get confused about, well, do I have to do 72 hours of report writing on today? It’s like, well, we know that’s just not possible. So the date of service is when the report was administered.

    And then you also bill the time spent preparing the report, which can take time and the authors of the code books know that. They know that if you see three testing patients today, it’s going to take you a long time to write those reports. They expect you to have a life in some ways.

    Dr. Sharp: Oh, well, that’s nice. Wow. Thank you coding book authors. That’s really tough.

    Zug: Yeah, right.

    Dr. Sharp: Okay. That sounds good. I know that comes up a lot in the Facebook group. So what about other, let’s say, common, I guess these are common situations, particularly working with kids but also adults to some degree, what about this question of [00:34:00] educational testing? How do we bill for educational testing? Is there a way to bill insurance for it or is that a no go or what?

    Zug: Educational testing, you mean like doing tests in a school? Is that what you mean?

    Dr. Sharp: Well, that’s a good question. All I know is that a lot of the guidelines mention educational testing and don’t really give a whole lot of detail as to what that actually entails. So maybe I would turn that back to you to see if there’s anything that specifies what is educational testing and when is it covered? When is it not covered?

    Zug: Right. The terminology in the code book is essentially just a psychological test and a neuropsychological test. And so there’s nothing in the code book, there’s no verbiage to say, this is an educational test and this isn’t right. And so my understanding of the guidelines is that the school pays first for psychological testing. My [00:35:00] understanding additionally to that is that schools won’t test unless it’s absolutely necessary or in an extreme case. So in my estimation, it’s up to the clinician in a sense.

    In some of the other articles I’ve read or whatever, say that any tests administered for educational or vocational purposes that do not establish medical management performed when abnormalities of the brain or emotional function are not suspected, are not considered reasonable and necessary. And so I think that you run a risk there as far as educational testing. And of course you can always ask or refer to your contractor or whoever you’re in network with, but generally not considered reasonable and necessary. It has to be paired a little bit with medical management, it seems like anyway.

    Dr. Sharp: [00:36:00] Sure. I know that we’re getting into the weeds a little bit with this, but I think it’s important where, my understanding is that if you are doing testing solely to determine the presence of a learning disorder, which is meant to be under the purview of the school system, then that is really never okay to bill to insurance but if you include some academic testing in the context of a larger neuropsychological evaluation where there is some suspected medical management issue or neuropsychological problem, then that might be doable. Do you have any sense of that?

    Zug: Yeah, I completely agree with that, because then you’re doing the educational test within the scope of a greater medical management. By medical management, we don’t mean like [00:37:00] pharmacological management, it’s just behavioral disorders. And if the educational test falls within the scope of the behavioral disorder, then I think it would be fine to do according to most regulations.

    Dr. Sharp: Okay. I think that’s a really important distinction but that also raises the other question of, if we are only testing for learning disorders, we know that that’s the primary diagnosis. That’s the only concern the parents have or the adult has, then that’s a case where we can’t bill it to insurance and we have to bill out of pocket for that.

    Zug: Yeah, correct. You can always bill insurance but if they deny and you’re in network, you can’t balance bill the patient. And that’s why it’s really important on the front end to know what codes you’re going to administer essentially, and then see if that’s covered by [00:38:00] the company you’re in network with, or if their health plan covers it. So if the product your patient has doesn’t cover it, then that’s something to discuss. That’s something to look into.

    Dr. Sharp: So where does the burden of proof lie? Does it lie with us to not try to get reimbursed for things that we know aren’t reimbursable or does it lie with the insurance company to verify that? Because like you just said, it’s psychological testing or neuropsychological testing. How do they determine if someone does this bill for a learning disorder evaluation through insurance?

    Zug: So burden of proof …

    Dr. Sharp: I’m not sure if that’s the right term.

    Zug: That’s a tough term to use but I understand what you’re trying to say. So it’s up to the clinician to bill to the greatest degree of accuracy, what was administered. [00:39:00] And then if that’s not what you’re doing, then the insurance company has the legal bounds to come in and actually check, to actually verify or audit what was done. So it’s really challenging, Jeremy.

    If you know you’re doing a strictly psychological test that the insurance doesn’t cover, if you’re out of network, I would just say bill it and then whenever they deny, you balance bill a patient because you can do that kind of thing. But it gets really tricky when you’re in network because like, what if they don’t cover it and you’re in network and you submit a claim and they deny and you can’t balance bill the patient. Well, then you just did a ton of work for no money.

    So it’s really up to the clinician to do as much work on the front end as possible to ensure that the health plan will cover it or at least applies to the deductible.

    Dr. Sharp: That makes sense. So it is on our shoulders to [00:40:00] not misleadingly bill. We need to know.

    Zug: Yeah. That’s a good way to put that. So it’s up to the clinician, but ultimately it’s up to the patient to know what their health covers.

    Dr. Sharp: I see. Yes. Gosh, I think that’s a place we all get stuck. I think very few of us are willing to put that back on the patient. We assume it’s our responsibility to know that, which is good customer care to some degree. And that’s important to keep in mind that ultimately, it is the patient’s responsibility.

    Zug: Yeah. I totally agree with you but as far as who’s eating the cost, it’s the clinician’s responsibility.

    Dr. Sharp: Right. You bring up this idea of balance billing and especially in network balance billing. So this is something that we’ve talked about a lot and something [00:41:00] that happens even in our practice that I’ve advocated is this, if insurance denies a service and calls it a non-covered service, can you still bill that patient additionally, if they agree to that and are made aware of that scenario?

    Zug: Generally, no, but some people clear it with the health plan. If you go to the health plan or your provider consultant for your region, and a lot of the times you can get that kind of thing approved, but in general, Jeremy, if you’re in network and they deny and they say non-covered, what they’ll say on the EOB is, you cannot bill a patient for this amount. And so then they would be considered illegal to balance bill the patient.

    Of course, everybody has their informed consent, then I’m going to bill you for whatever the insurance doesn’t cover. So this [00:42:00] is a case that; I would check with the health plan to see if that’s okay, because sometimes they’ll approve it actually, because we live in a just ask world in a lot of ways. And then I would just check with your state laws to see like, if I have it in my informed consent, then they have to pay for it.

    Dr. Sharp: Yeah, sure. I think that’s important, just to make that clear, in the cases where we are able to do that, I have cleared it with insurance plans that we’re in network with and made it very explicit and sought guidance around what kind of form do we need to have the patient sign to make sure it’s on the up and up. I’m glad you reinforced that to not just go off balance billing but to make sure you got your bucks in a row because …

    Zug: Because you can get in a lot of trouble for that, but if you clear it, like what you’ve done, if you can clear it and prove [00:43:00] that you’ve cleared it and all that good stuff, then I would say go for it. It’s business sense to do that.

    Dr. Sharp: Sure. A lot of plans have the provision I found, where you, in order to be able to balance bill for testing, you have to “inform the client of the reason testing was denied”. They have to be made aware of that before you balance bill them. So that might be, it wasn’t deemed medically necessary or it’s for educational purposes or for exploratory reasons, things like that.

    Zug: Right. You just can’t hit them with a huge bill. That’s not reasonable. Hopefully, people would understand that but not everybody does.

    Dr. Sharp: We haven’t talked about feedback. There’s a lot of back and forth about that. What would you say is best practice for billing for feedback sessions? Is there [00:44:00] any flexibility?

    Zug: Yeah, sure. Absolutely. We get this question a lot too. So feedback sessions, I would call the health plan and clarify if they cover a 90887. The description for that code is the interpretation or explanation of a medical procedure or a psychiatric procedure or even other accumulated data to family or other responsible persons, or even advising them how to assist the patient. So in my mind, that’s the most accurate code for that service.

    So if I’m going to provide a feedback session and I’m going to explain a medical procedure to somebody, hence the word feedback, I would code that. However, if it turns into a therapy session, Jeremy, which is up to the discretion of the clinician, then I would bill a 90837. I don’t know about you, but it [00:45:00] seems like and often a lot of the time those feedback sessions turn into therapy. I don’t know. Does that ring true for you?

    Dr. Sharp: Yeah, certainly.

    Zug: So if that, in your mind, is the more accurate code, I would bill a 90837, but 90887 is the “feedback” They don’t say that. They don’t say feedback; they say explanation of the procedure. And then how to assist the patient and care, whether that be family or other interested parties or the patient themself, then I would bill that code but if it’s turning into a therapy session, I would bill the 60-minute session for sure.

    Dr. Sharp: Sure. That makes sense. Let me ask you about maybe a different scenario, what if the feedback session ends up turning into more of an information gathering session? Would that then lead you in the direction of billing like a 96101 for gathering more data?

    [00:46:00] Zug: Yeah, I would probably put that under a 90889 because you intended for it to be the feedback code or the feedback session and it turned into not that. So 90889 is also another preparation of the report. It reads like this, preparation of report of patient psychiatric status, history, treatment or progress for other individuals, agencies or insurance carriers but it can also apply to the patient itself.

    And it gets a little tricky again because you don’t slide back into a psychological testing procedure because it’s not a separate psychological test, is what you’re saying?

    Dr. Sharp: No, if anything, it’d be almost probably similar to a collateral interview, gathering more.

    [00:47:00] Zug: I would say a 90887. If that turns into therapy in any way that lends itself toward treatment and not just the collection of data, I would bill the psychotherapy session. I would probably always lean back to a psychotherapy session in general because that’s a more accurate code to show that we’re moving toward treatment. It’s not educating you on psychological testing, it’s actually about your treatment. That’s what I would say in general.

    Dr. Sharp: That makes sense. This has been chock-full of great information. I want to be conscious of time also. So anything in terms of closing thoughts, situations that we might get tripped up on that you think we should be aware of as testing folks in particular?

    Zug: No, as testing folks, I think [00:48:00] psychologists are fairly well equipped on the clinical end. I wouldn’t even recommend buying a copy of the new code books, just so that you know, and I know you only need about four pages out of that book and so you don’t need a thousand-page reference but it would be a value to stay informed on the updated regulations because the book changes every year. We always get the updated books and it helps us to stay informed with what’s going on. So that’s what I would say for sure.

    Dr. Sharp: Okay. And what is this book? Where does someone get this book?

    Zug: I think you can get them on the Amazon, but it’s the American Medical Association CPT book, the Professional Version, the 2018 book. It is the entire current procedural terminology for what’s considered a valid procedure code for 2018. [00:49:00] So I would say to get a copy of that and to review the psychotherapy codes as well as the testing codes because what you don’t want to get caught is with like a 2005 book and then you’re billing the wrong thing. That’s not good.

    Dr. Sharp: Absolutely not. I really appreciate all of this. It’s been fantastic. Can you just talk a little bit about your company and what y’all do?

    Zug: Yeah. Practice Solutions exist only in the behavioral and mental health space. We’re a billing company. We are eight employees at this point. So small, I suppose. We exist to provide a high touch feel to our clients and we integrate well with TherapyNotes, obviously, quality care being delivered to patients through effective and compliant [00:50:00] billing services.

    And that’s really our goal is to remain compliant with laws, as well as enable people to get care because it benefits everybody, like we said at the beginning. So that’s who we are, it’s what we do and that’s all we do. We’re not looking to expand to any other niche anytime soon, actually, so we’ll always exist in the mental and behavioral health world, and we’re passionate about that space, and we’ll continue to foster and grow our knowledge in the space so that we can provide services in a more potent manner.

    Dr. Sharp: That sounds great. Thank y’all. It’s a needed service and it certainly helped us a great deal.

    Zug: Oh yeah, it’s great. It’s fun to work with you.

    Dr. Sharp: Good. If people have questions or want to learn more, what’s the best way to find you and get in touch with you?

    Zug: Through our website is always a good way to get in touch with me. [00:51:00] And then I know that there’s a learning page for The Testing Psychologist, and that’s a great way to get ahold of me because those emails go directly to me. I don’t know if you can attach the link to the notes or whatever, but if folks want to reach out, please go through that link and you’ll get a direct response from me.

    Dr. Sharp: Okay. That sounds good. I will put that link in the show notes just so people can make sure to go right to you.

    Zug: Yeah. Great. Well, thanks for having me on today.

    Dr. Sharp: Yeah, of course. Thank you. I appreciate it. I know it’s some time out of your schedule and I think this will be super helpful for a lot of people listening. So thanks so much, Jeremy.

    Zug: Great. No problem. You’re welcome. Thanks for having me on.

    Dr. Sharp: Yes. Bye bye. All right, thanks again for listening to this episode with Jeremy Zug. Jeremy gave us a ton of good information about billing insurance for testing services. I know that this is a pretty [00:52:00] nuanced and detailed conversation but hopefully, you took away some pretty important information. I think that he helped address some questions that we face on a daily basis about how to bill insurance for testing services.

    So stay tuned to the podcast. I have some great interviews coming up in the coming weeks. We’ll be talking with Ellen Braaten who wrote the book, Bright Kids Who Can’t Keep Up, all about processing speed. Also going to be talking with Cecilia Briseno about immigration evaluations and got some other great interviews lined up as well. So if you don’t want to miss a podcast, take 20, 30 seconds and jump into your podcast app and do me a huge favor and subscribe to the podcast. That way you’ll get notifications anytime a new one is released and that helps to get the podcast out there in front of more people and continue to grow the audience and the opportunities here.

    [00:53:00] And as always, if you have not joined us in the Facebook group, check us out on Facebook, it’s The Testing Psychologist community. You can search for that on Facebook and we would love to have you. It’s at this point over 7,000.

    Click here to listen instead!

  • 046 Transcript

    Dr. Sharp: [00:00:00] Hey y’all, welcome to another episode of The Testing Psychologist podcast. This is episode 46. I’m Dr. Jeremy Sharp.

    Before we get into today’s episode with Dr. Serena Enke talking all about bariatric evaluations in your private practice, I want to give you a heads-up about The Testing Psychologist mastermind group. This is a group coaching experience starting March 1st. We’re going to meet every other Thursday from that point forward until the end of May.

    This is a group consulting/coaching experience where you will be meeting with myself as a facilitator and up to seven other testing clinicians who are focused specifically on building testing services in their practices and consulting on issues that are very relevant to testing folks. So if this is interesting at all to you, go to thetestingpsychologist.com/mastermind to find out a little more.

    All right, on to our episode with Serena.

    [00:01:00] Hey everybody. Welcome to another episode of The Testing Psychologist podcast. I’m Dr. Jeremy Sharp. Today, I have with me Dr. Serena Enke. Serena is an old friend of mine. We met our very first year in graduate school and we went through graduate school together at Colorado State in their counseling PhD program.

    I have worked with Serena in graduate school and then we’ve chatted a few times over the years, and at this point, it’s been cool to see she’s in private practice in California and also works at the VA, right, Serena?

    Dr. Serena: That’s right.

    Dr. Sharp: So we’re going to talk all about bariatric evaluations today. First of all, Serena, thank you [00:02:00] so much for coming on the podcast.

    Dr. Serena: No problem. I’m happy to be here.

    Dr. Sharp: It’s good to see you here or talk to you here. I was talking before we got started here about interviewing Rachel as well. I’m not sure when these episodes might air related to one another, but for me, this has been a throwback week to all of our CSU alumni, which has been nice reflecting fondly on graduate school, all those relationships.

    Dr. Serena: I was thinking about that recently because that’s one of the things that we got in graduate school that a lot of people didn’t is a lot of assessment experience and it’s ended up being incredibly valuable to me career-wise for sure.

    Dr. Sharp: I totally agree. That’s funny, right now I have two CSU graduates who work in our practice and we’ve had some conversations too about how our program prepared us well for assessment. [00:03:00] It’s been hard as I’ve hired other folks and read through a lot of applications and reports and things like that. It’s become more clear that we got good training in assessment. I’m super thankful for.

    Dr. Serena: Yeah, agreed.

    Dr. Sharp: Today, we’re going to be talking all about bariatric assessment which is admittedly something that I know very little about in terms of the ins and outs, how you do it, and what it looks like. So I’m super excited to be talking with you about this.

    Before we totally jump into it, can you maybe just talk about what your professional life looks like at this point, how you spend your time, and what your practice looks like?

    Dr. Serena: Sure. I am half-time at the VA, so I do 20 hours a week at the VA. I’m at a CBOC, which is a Community-Based Outpatient Clinic, so I’m not at the main hospital. I’m at a little clinic that does primary care and mental health and that’s it.

    [00:04:00] There, I do a bunch of groups like anger management, and anxiety management. I do an acceptance and commitment therapy group, and then I do some individual therapy, including telehealth. I’m the only person there who does telehealth over the computer for people who can’t make it into their appointments and whatever.

    Dr. Sharp: Did you do a separate certification or training for that?

    Dr. Serena: I did. The VA requires that. We have an online training thing that we do for that.

    Dr. Sharp: Got you. Okay.

    Dr. Serena: It’s been good. The technology’s changing such that there’s a new system that the call quality is a lot poorer. So I’m not that thrilled with it right now, but in general, I’m pretty happy with it though. So that’s my VA job.

    What’s interesting is I did learn bariatric assessment and spinal cord assessment at the VA. Not really though, because I was going to do it there but I knew I was going to do it in private practice. So I had some freedom with my time in that period and I used some of my [00:05:00] VA hours and petitioned people at the VA to teach me.

    So I shadowed them and got materials from them and sample reports and templates and all of that sort of stuff. Even though I never did these evaluations for the VA except while I was training to do them because it wasn’t a part of my VA job and it’s still not a part of my VA job. So at this point, now that I’m not in training anymore, I don’t do for the VA at all and that’s very deliberate. They certainly need people to do them, but I am so incredibly booked at the VA that for me to spend my time on that. So that’s my VA job.

    And then the rest of my time is in private practice. So I’m halftime at the VA, which I do over three short days and then I have two long days of private practice that are typically 10, 11 hour days easily.

    Dr. Sharp: Oh my goodness.

    Dr. Serena: Oh, yeah, and I was back to back for 10 hours, which I don’t know that I’d recommend.

    Dr. Sharp: Well, there’s [00:06:00] something to be said for batching but that might be taking it to the extreme a little bit.

    Dr. Serena: I’m pretty darn efficient with them right now. They used to take me three hours each so doing three in a day was like plenty, and that was a full day for me. I would do my interviews and testing and then write-ups and whatnot. And overall, those three evaluations would take me typically about nine hours, which I’m okay with but I’m more efficient now than I used to be. Now I can pack in four and have a pretty decent day.

    And then if I’m feeling overambitious or to be honest, it’s like this is horrible but it’s pressure from patients who are like, oh my goodness, you can’t get me in for a month and a half. Don’t you have anything sooner? I want to get this done or whatever. I might be like, oh, okay. I’m at the end of my day and I’ll see how my people are scheduled in a row.

    I don’t do that as much now. I try not to [00:07:00] because I now have a better system for filling in canceled spots. So now if I have a day packed full of people but the day before, I have an automated reminder system that people have to confirm their appointments on and they’ll also cancel their appointments. I keep a list of people who want to get in and it’s almost exclusively evaluation people.

    If I see a cancellation, I’ll just go to my cancellation list, text somebody, and be like, hey, there’s an opening tomorrow, ten o’clock, do you want it? And they’ll take it. So now that, I’m less likely to book five evaluations because each of them books for two hours. So I’m less likely to do that now. I’ll just do four and I’ll know that I will see four because I’m going to fill in so anybody who cancels.

    Dr. Sharp: That’s a good system. Do you maintain that yourself or do you have a VA?

    Dr. Serena: Oh gosh, no, I do everything myself right now, everything. I do insurance verification, phone calls, et cetera. I’m trying to move away from this. [00:08:00] I’m working on incorporating. I need to expand. I have way more business than I can handle. I do everything myself and it’s not a good thing right now actually.

    Dr. Sharp: Well, that’s a big can of worms. Maybe we can talk about that another time.

    Dr. Serena: Yeah. Oh, anyway, you asked me how my time is spent though. In my private practice right now, over those two roughly 10-hour days, I do at least half of my time but probably closer to two-thirds doing evaluations and then the rest of it’s therapy. I’m doing mostly bariatric evaluations but I do more and more spinal cord evaluations as well.

    I would say normally each week; I have one full day that’s just nothing but evaluations. Typically, Thursdays are my evaluation day. And then Tuesdays, I’ll have therapy but I typically have one or two or sometimes three evaluations on those [00:09:00] days as well. Right now, I’m typically only seeing maybe four or five therapy patients a week in the private office, that is

    Dr. Sharp: Sure. So it sounds like you’re doing a lot of bariatric evaluations and spinal cord evaluations, but you’re steeped in that world right now.

    Dr. Serena: For sure. I like it that way. It’s low-stress in a way for me. That’s one of the reasons I like them. I can never have anticipatory anxiety about a bariatric evaluation because I don’t know the person. So I don’t even think about it before they come in.

    I don’t have to sit there and be like, oh gosh, what are we doing in this next session? Where are we in this protocol or whatever? No, it’s the same thing every time. The same questions. It’s not like they’re not hard because some are very challenging but I don’t worry about it ahead of time. So it’s very low stress for me.

    Dr. Sharp: That’s great. Low stress is good.

    Dr. Serena: And it pays more too, which I also like.

    Dr. Sharp: Oh my gosh. The magic combination, geez. Well, let’s talk about this then. Gosh, I have a lot of [00:10:00] questions; what does the process look like? Can you give just an overview of how you get from start to finish with a bariatric evaluation?

    Dr. Serena: Sure. I get a referral. It’s typically, I’ll get a little notation that’s faxed to me saying, hey, you’ve got a new referral, but I don’t even depend on that. Every time I’m at work, I log into these two insurance companies’ websites, and I see what my new referrals are.

    I print those out because I keep my phone log for people that I have not seen, they’re not my patients yet. I notate when I’ve called them on paper and I don’t keep that in my EHR until they become my patient, until I’ve seen them.

    So I print that out and then I make a contact attempt. So I call them and try and schedule. Sometimes they call me first. That’s cool too. And then when I get a hold of them, I do a phone screening [00:11:00] which is to say, okay, hey, are you still interested in surgery? They typically are except for the spinal cord patients where a lot of times they’re like, oh, I don’t know. My doctor wants me to do this but I don’t know but the bariatric patients are almost always like, oh, yeah, I really want this.

    And then the big question for the bariatric patients is okay, have you completed your pre-surgical weight loss program? Because I need them to have done that first.

    Dr. Sharp: Is that pretty standard? Other people in the country also want to ask that question or is that specific to the insurance plans you’re working with?

    Dr. Serena: Oh, yeah. It’s pretty standard that most insurance companies nowadays want you to have done six months of a weight loss program before surgery. You can get that shortened to three months if you have other factors. So if your BMI is over 50, that we’re talking people who are pushing 400, 500 [00:12:00] pounds. Sometimes, yes, some people over 400 rather BMI over 50, or if you have a pretty high BMI but a lot of secondary health issues; untreated sleep apnea, uncontrolled diabetes, other things like that, you can get that your requirements shortened to three months.

    I do suspect that it’s actually going to be national because the vast majority of the people that I see are Medicaid or for here in California, Medi-Cal but those requirements are a national thing for the Medicaid patients.

    Interestingly, if they have Medi-Cal, Medi-Cal won’t allow pre-surgical requirements. So if I have a Medi-Cal person, they oftentimes don’t have a weight loss requirement. And that puts me in an interesting spot because I still have to evaluate their ability to make behavioral changes. A lot of times they have gotten exactly zero guidance on what changes to make because they’ve never been through any sort of weight loss program. It’s a very interesting spot.

    I talked with the guy [00:13:00] who got me into this, who’s the director of UM at a local HMO for Medi-Cal and Medicaid. He’s the one that recruited me for this job, if you will. I’m a contractor obviously, but still and he said, I know that we can’t require these people to do this program but that’s one of the big important roles that you play is that you can tell us, hey, yes, this person hasn’t done a program but there’re still reasonably well prepared or no, they haven’t done a program and it’s going to bite them in the butt.

    They really need some help because if I, as the psychologist say, no, they need a program. They really need some help figuring out what to eat, what not to eat. I can put that requirement in, even though nationally, the bariatric surgeon can’t because of Medicare guidelines. It’s pretty much everyone’s going to have that sort of program.

    [00:14:00] It’s interesting because some of the bariatric surgeons totally embrace it and view it as being incredibly helpful. Those are oftentimes the surgeons that have more recently started running their own programs and supporting that. Those bariatric surgeons, to be frank, I actually respect them a bit more. I’m very biased on that, I guess.

    So some of them embrace it and they’re like, yeah, we’re helping these people prepare better for surgery and they provide good nutritional guidance. Some of the surgeons hate it and view it as just some stupid insurance hoop to jump through. They have their patients do really crappy programs, which is typically, the crappy programs is when the patient will do sometimes Weight Watchers and then they have to have a monthly meetings with primary care in order to have it be “physician supervised”.

    The problem though, is that for these patients, first of all, Weight Watchers is not a good pre-bariatric program. It doesn’t help you prepare that well. [00:15:00] Some people do okay with it, but it’s not that great for a typical bariatric patient. And then the physician supervision can be a joke because a lot of these primary care physicians know nothing about helping people lose weight.

    Because what should be happening is they should go to their primary care physician, if they haven’t lost weight that month, because they have to meet monthly, if you haven’t lost any weight or you gained weight, they need to have a conversation with them that’s either like, okay, looking at adherence; have you actually been following this program? If you have not been following this program, let’s work on helping you follow it better. Okay.

    Sometimes the patient will say, no, I’ve been following it. Here’s my food log. I’ve been doing exactly what Weight Watchers says, blah, blah, blah, and they’re still not losing weight. Then the physician needs to go in and be, say, okay, then we need to alter your program. Let’s talk about maybe having you drop your starch level or let’s look at these foods that may be causing you problems. Let’s refine what your nutritional program is so that you can lose weight.

    In reality, people who do this physician meetings once a month [00:16:00] get almost nothing, but this physician also abuse it as a hoop to jump through like, oh, gee, I guess you didn’t lose any weight this month. Well, all the more reason to get you some surgery or whatever and that’s it.

    Dr. Sharp: There’s quite a bit of area.

    Dr. Serena: Really poorly prepared. Frankly, they have a higher failure rate with me for sure.

    Dr. Sharp: Okay. So what do you do? You call them, you ask if they’ve completed the weight loss program.

    Dr. Serena: Right. If they have, then I’ll work on getting them scheduled. I’ll find a spot for them. And then oftentimes we’ll also put them on my cancellation list because I’m usually scheduled out about six weeks, which is longer than most people want to wait normally. And then I will email them a packet of materials, assuming they have email and they have a way to fill stuff out. They need to be able to print stuff.

    If I have someone who doesn’t have a printer or doesn’t have email, then I’m going to typically have them come to the office about an hour ahead of time to fill out all the measures that I want them to do in the office but for most people, I email it [00:17:00] to them and they do it at home and bring it in that way.

    People tend to take their time better with it at home and I get better responses when they fill it out at home than when they come to the office. The exception to that is if I do the MBMD, I can’t send that through email. So that’s always done in the office. But I don’t do that as always right now, I do it a minority of the time nowadays. I used to give it routinely, every single person did the MBMD and now I’m not doing that every time. So now most of it can be sent out through email. So then they come in for the day.

    Dr. Sharp: Can I ask you, Serena, what’s in that initial packet that you email them?

    Dr. Serena: Oh, yeah, that’s a great question. There’s my informed consent document. That’s just my generic one that I send to every single patient. That’s all the basic legal mumbo jumbo. But that does have in it some stuff specific to evaluations.

    And then I also send a before your bariatric evaluation thing; it’s about one page and it says here’s what to [00:18:00] expect, here’s what to bring with you, I want you to bring your food logs, bring your weight logs, and here’s how long it’s going to take, and also remember this is for your benefit, I’m not trying to be a jerk about this, or whatever. Not in that language, but that’s in that one-page document. So those are just for them to read.`

    And then I do what I think of as the full PHQ, I don’t know if you’ve seen this but I’m sure you’re familiar with the PHQ-9, right?

    Dr. Sharp: Yeah, sure.

    Dr. Serena: There’s also PHQ-15. Do you know that one?

    Dr. Sharp: No.

    Dr. Serena: PHQ-15 is a somaticizing measure. It’s 15 questions all about somatic complaints. So the full PHQ has the PHQ-9, and it has the PHQ-15, which is somaticizing. It has, of course, I pulled out the one in Spanish. It has a panic measure that’s mostly like, do you have panic? And if so, do all of these symptoms [00:19:00] go along with it? So it lets you see, okay, is what they’re calling panic, does it meet the criteria for panic? It has a generalized anxiety measure that is very similar to the GAD-7 but not identical.

    And then it’s got some questions about binging and purging, and it has questions about alcohol use. Specifically, it’s not just, do you drink or do you not drink, but does it cause you this and this problem? So I send out a full PHQ. I also send a GAD-7 because the full PHQ, I’m not in love with their little anxiety measure on that. So I send the GAD-7, the PHQ full, and then also I send the DSM-5 Level 1 screener. Are you familiar with that at all?

    Dr. Sharp: No, you can say as much about it as you want to.

    Dr. Serena: [00:20:00] Okay. It’s a one-page thing that came out with the DSM-5, actually. In the DSM-5, when it came out, a bunch of free measures came out that are the level 1 and level 2 measures. So there’s one really broad Level 1 Cross-Cutting Symptom Measure. It goes over everything but it’s super brief. So it’s like, I don’t know if you’ve heard of a PHQ-2, which is only, do you have anhedonia? Do you have basic depression?

    It’s like that but for a bunch of stuff. So it’s 23 questions. It goes over depression, irritability, basic like, is it possible you’re manic? Do you sleep less than usual but have a lot of energy? Do you start more projects and do risky things? That sort of stuff. It’s got three questions on anxiety, two questions on somatic stuff, sleep, et cetera. So it’s very broad.

    And then the whole idea is if they pop up as positive [00:21:00] on any one of those, you do a follow-up Level 2 measure, theoretically, that’s how it’s supposed to work. I don’t know that I’m exactly using it that way but I use it as a really broad screener so that I can see areas that I need to ask more about, does that make sense?

    Dr. Sharp: Yes.

    Dr. Serena: So I think that that is it. 1, 2, 3, 4, 5, boy. I feel like there’s one other thing that I send. I have six documents that I send out to every patient, that PHQ, oh yeah, the DSM thing, informed consent, the GAD, and yeah, no, that’s it.

    Dr. Sharp: Okay. So they get the packet. Let’s assume they fill that out ahead of time and then they come in.

    Dr. Serena: Oh, and sorry. The one last thing is my intake information. So I have my own document that’s, I have a different one for therapy, then I have for pain, [00:22:00] then I have for bariatric. And so that one is all of my general questions plus my signatures that whatever letting me build their insurance company. There’s incorporated into that a little ROI to their bariatric doctor and to primary care. Plus, I ask them to write out their weight loss history on that document. So that’s out there.

    Dr. Sharp: Got you. Nice. Pretty thorough.

    Dr. Serena: Yeah, it is. It’s interesting because this is what I use now that I don’t use the MBMD as much and I’m still pretty happy with it. I keep going back and forth being like, oh, am I not doing enough testing to be legit or not?

    Dr. Sharp: And that’s fine.

    Dr. Serena: But then I was reading up and interestingly, the interview that I give counts as well because it’s considered a structured interview. [00:23:00] That’s the biggest thing that I did when I mostly dropped the MBMD is beefed up my interview further. I’ve based it on the Boston Bariatric Interview, which is a standardized interview for bariatric stuff.

    So I based it on that. It’s not exactly that because I’ve augmented it in a few places, that sort of thing. So I’m doing also that structured interview for my interview then.

    Dr. Sharp: Oh, okay. Got you. So that happens when they come into the office.

    Dr. Serena: That’s right. So then they come into the office, and hopefully, they’ve done their paperwork. If they haven’t, then I hand it to them and they do it there and then I meet with them. I tell them I’m going to ask them a ton of questions and I’m going to be typing. I’m typing throughout the entire interview. I mostly have the vast majority of the report written through the course of that two-hour interview. I’m typically interviewing for two full hours.

    Dr. Sharp: So here’s my question, Serena. I admire that 100% and I have no idea [00:24:00] how you do it because when I try to, so I type my notes during the interview. That’s fantastic. I cannot seem to craft meaningful sentences while I’m also trying to take notes from listening to somebody talk. I can’t write it in the final form that I would publish in the report. So did you find some amazing way to do that or are you just a genius or how does that work?

    Dr. Serena: What’s interesting is, the final thing that’s my words, that part I am writing after they leave, but that’s just the final paragraph, that’s summary and recommendations. I don’t even feel bad being template-driven with that. I do write stuff extemporaneously related to that, but there are a lot of people that deal with very similar stuff. So I’m okay pulling the same language for some of that.

    So I do write that but that typically [00:25:00] takes me about 5 to 10 minutes at most. The rest of it, like I said, it’s a very structured interview. I’m writing their answers to the questions. I don’t have to do that much thinking, if you will.

    So I’m asking them, for example, okay, what do you typically eat every day for breakfast, lunch, and dinner? I’m just typing what they’re telling me, not verbatim. I’m digesting it a little bit but I’m mostly writing what they’re telling me. I’m writing their responses to my questions because that’s how the Boston Bariatric works, is it’s a bazillion question and you’re writing, a lot of times verbatim, actually, their responses to those.

    Dr. Sharp: Okay. Got you.

    Dr. Serena: I don’t have to do that much digesting as they talk. It’s much more what they’re telling me. Another real trick is when I’m doing the [00:26:00] interview in Spanish and I have to be typing the report in English simultaneously, I do that fairly regularly and boy, does that make my brain work?

    Dr. Sharp: Oh, I bet. We forgot to mention that other superpower that you have, which is that you’re largely bilingual, for a clinical purpose.

    Dr. Serena: Yeah, well, it’s interesting. I do these evaluations in Spanish all the time. The one that I cannot manage is I can’t manage to do the interview in sign language and type at the same time. So when I have someone who is going to do sign language for, if I need to be typing the report, if we’re doing that sort of interview, I have them bring an interpreter for that one session because I can’t sign and type. I can’t do it. I’m not that good. I type in English and I speak in Spanish and it works out.

    Dr. Sharp: Oh my gosh. Okay. Well, suffice it to say that’s incredible.

    Dr. Serena: Just to walk you through the rest of what happens here is I interview them and for some people, it’s way [00:27:00] shorter. If they have a really short psychiatric history, my interview may be a lot shorter. If they have an extensive psychiatric history, it’s longer.

    If it’s a failure, then it’s longer. I find that when I deny someone, it could easily take me twice as long to do the interview and the write-up than when I pass someone because when I deny someone, I want to document very well why I’m denying them because I do get grievances regularly. When I deny people, people complain, that’s part of the business. So I want to make sure it’s really well documented why I’m denying them.

    And when I get denials, I spend way more time with the patient giving feedback to explain, here’s why I’m denying you, here’s what I need you to do before you get evaluated again. So denials take a million times longer. Anyway, in general, I go through the majority of the new reports, probably two-thirds of it at least, is typically all on eating behaviors. Then I do look at their psychiatric history and their current psychiatric functioning, and social support.

    And [00:28:00] then at the end I’ll say, okay. I’m just going to put in a few things from what you filled out and I point to their packet and that’s where I sit there and real quick, literally while they’re sitting there, I score everything that they filled out and I pop that information into my template in terms of, okay, here’s how they did on these different measures.

    And then sometimes I’ll have some follow-up questions based on some of the things that they mentioned on the testing. And then I sum up and I make real quick notes as to what I’m recommending or what the concerns are, but I do that throughout the interview. So as I’m going through the interview, when there’s an issue that I’m like, oh, that’s going to come up on my summary, or that’s going to be something we need to discuss here, I highlight it in the computer.

    And so as I’m going through and doing my final summary with the patient because I give them feedback right then, as I finish, I write in and I say, okay, I’m going to sum up for you and I’ll tell them whether they passed or failed and I’ll tell them what [00:29:00] I need them to do. And so I scroll backward through this big eight-page thing that I’ve done and look at all the highlighted areas and I incorporate all of those into my feedback.

    Dr. Sharp: You’ve new feedback right there?

    Dr. Serena: I do.

    Dr. Sharp: You’ve done enough of these, you’ve seen the patterns, you know right in the moment what you’re going to say and you can just tell them.

    Dr. Serena: Typically, yes. I summarize what I’m looking for and I usually say I’m looking for three things; I’m looking for how they’re functioning in terms of their mental illness issues and I say, just having some issue with depression, anxiety, or whatever. I’ve had schizophrenic people whom I’ve passed and given clearance to. So having mental illness is not the issue but if that’s there, I want to make sure it’s well managed, well treated, and the person’s engaged in appropriate treatment and the symptoms are not so severe that they’re going to get in the way of them being [00:30:00] successful after surgery. So I’m looking at that.

    And then I’m also looking at how well they understand what they’re getting into because I’m essentially quizzing them on what they know about the surgery and post-surgical life throughout this questionnaire that I’m going through with them. And so I say, that’s another thing I’m evaluating is whether you understand what you’re getting into and that sort of thing.

    And then I say, probably the biggest thing I’m looking at is have you shown that you can make changes to what you eat? Because the surgery will never change what you put in your mouth. You have to be the one to do that, and you have to do it before surgery. So you have to have already dealt with that, and have already made these really good changes to what you’re doing, and you have to prove that to us, and that’s why I go through and do this whole huge questionnaire about what you’re eating, and what changes you’ve made on this program, and how much you lost with that, blah, blah, blah.

    We need to know that you can make those changes and that you have made them in preparation for surgery because one of the biggest predictors of post-surgical success is being able to lose weight [00:31:00] before surgery, which I know sounds counterintuitive, because like, wait a minute, aren’t we giving people the surgery because they’re not able to lose weight? But in reality, a better candidate for surgery is typically someone who can lose weight but has trouble keeping it off, or they can make all the changes they need to make and they still don’t lose weight.

    And I see this regularly, I see people that have made the changes they need to and for a variety of issues, some of them medical, they’re still not losing weight. They’re following the diet they’re supposed to be following, they’re still not losing weight. They will still typically pass. So that’s the biggest reason that people don’t pass.

    I was looking through as I was going through, I said, I was looking at my statistics for over the past year, and for interest sake, I found that I did 101 bariatric evaluations in 2017. Of those, I completely failed 12 of [00:32:00] them and 5 of them got conditional passes where I would say, okay, I’m giving you conditional clearance. That is, you can do the surgery. You do not have to be re-evaluated but prior to surgery, you must complete this and show documentation that you’ve completed it.

    For example, you must complete a minimum of three months of psychotherapy, at least twice a month, that is completing a total of six sessions over three months, and show documentation of that prior to surgery or whatever. So those are conditional clearances, if you will. I will certainly give you recommendations typically.

    Dr. Sharp: I guess that was one of my next questions is, does the report also include recommendations in most cases or if they pass, is it just like, okay, you passed?

    Dr. Serena: Oh, no, very seldom do I have a clear pass where I’m like, hey, you are a good candidate. That’s rare.

    Dr. Sharp: Oh, okay.

    Dr. Serena: If I only pass them, I would [00:33:00] be passing less than 10% of my patients.

    Dr. Sharp: Okay. So you do offer recommendations often.

    Dr. Serena: Oh, very much so. There are some people where I might say, you know what, you’ve done a really good job preparing yourself. You understand the surgery well. You don’t have any major psychiatric issues and your diet is exactly in line with where it should be.

    Way to go, the one thing I’m going to recommend is that you go to a bariatric support group after surgery for accountability, and attend every month, even though you’ve lost all your weight, keep going because maintenance is the hard part. So almost universally, I will recommend to everybody that they attend that support group. But that’s the best case scenario is if they have everything in line, I’m going to recommend that but it’s seldom that that’s the case.

    Typically, I’m also going to give some specific advice on how they can further refine their diet to prepare themselves for surgery. So I’ll say, okay, you’re doing good. You’ve made this and these changes. From what I’m seeing, here’s the other things that need to change. [00:34:00] They’re not so out of line that I’m going to fail them for that reason but I might say, you’ve done a good job but you probably need to switch away from having oatmeal for breakfast and switch to a more protein-based breakfast.

    Or you’re skipping lunch right now, I would recommend that you just have a protein shake because you got to get used to that. So bring a protein shake with you to work and have that for lunch or whatever. So I might give them some advice on how they can bring their diet further in line or sometimes I might say, I’d recommend that you actually start psychotherapy, or I might say, if they, there’s some recommendations that are just like, keep doing what you’re doing. I might say, continue with your current psychiatric care, basically stay on your medicines please and you’ll do okay with that.

    I’m always giving them some pretty clear recommendations, and oftentimes they’re fairly dietary based, or a lot of times I’ll say, you’ve been doing really well but you still have some junk food in [00:35:00] your home, and I know you’re saying that you’re not eating it but I need it to be out of the home because you got good willpower right now but willpower comes and goes.

    Willpower is a crappy predictor of post-surgical success, and what’s a better predictor are these two big things. One of them is, how well can you plan? This is the best predictor of post-surgical success, is people’s ability to plan their food ahead of time. So I need you to know what you’re eating the next day, have everything you need and have thought that out already.

    And environmental management, get the crap out of the house. That’s huge. And so sometimes I’ll talk with them about what needs to leave the house and how they might manage that with family members and that sort of stuff.

    Dr. Sharp: Got you.

    Dr. Serena: Yeah, there’s a lot of recommendations. My goal isn’t just to clear them or don’t clear them. I want them, even if they get cleared, to walk out of my appointment having a better chance of success than they would have if they [00:36:00] didn’t come to me, if they went to somebody else, for example.

    Dr. Sharp: Sure. So let me just run down. I know that both of us are on a little bit of a time crunch so I want to make sure and ask a little bit about the billing and referrals and that kind of thing. So just to be clear, are you doing the MBMD or either, or does the …?

    Dr. Serena: I do it barely at this point. I would say, gosh, part of the reason I moved away from it is, one, I wasn’t feeling like I was getting the information from it that I wanted or it just was reduplicating what I was getting an interview. I was like, well, that’s great confirmation but it takes a fair bit of time, and it’s expensive, and I’m not sure I’m getting any additional value from it that makes it worth that cost.

    And then the other big issue is that my patients had a hard time completing it. I’m dealing with a lot of patients who have very low educational levels and so MBMD is listed as [00:37:00] 6th grade reading level and up. And that’s actually too much for a lot of people. It’s very burdensome. It’s supposed to take like 25 minutes. I would have people that are just slogging for an hour and a half on this thing. And I question the validity at that point. I really do.

    Plus, the other big thing that I wasn’t that thrilled with is the validity measures are too obvious. It’s not like the MMPI, it is hard to lie on. It really is. You’re going to see it. You’re going to see it. Same with PAI. They’re subtle enough that you’re going to get some decent validity measures there.

    The MPMT validity measures, it’s practically, I’m not exaggerating much to say they just ask them, are you being honest right now? Are you answering these questions honestly? That’s the validity measure.

    Dr. Sharp: Very face valid.

    Dr. Serena: So there’s people where I look at them and I’m like, I know that you are bsing me and you’re just saying that you’re answering honestly, but I can tell from the interview that you’re not. [00:38:00] So I’m not giving that the majority of the time at this point.

    Dr. Sharp: Okay. That’s good to know.

    Dr. Serena: And then billing-wise, I am functioning almost exclusively but not entirely exclusively on case rates. So I have deals with two insurance companies right now that pay me a case rate. So I get the same amount no matter how long the evaluation takes me, no matter how much testing I do or don’t do, I get that same amount.

    I originally set that up and it’s more than they were paying their other evaluator. What they did is that, again, they recruited me and said, look, here’s the sort of evaluation we are getting. We don’t like this very much. Can you do better? I looked at what they were getting and it was a one-page thing with no testing at all or maybe like a PHQ, maybe.

    And I said, well, look, this is what you’re paying for. They were paying for a single 90791 and that’s it. And I said, look, if you want [00:39:00] more, you need to pay for more. And they said, okay, great. Give us a proposal. Tell us what you want and what would it cost. And I did that and they took it and I’ve had that case rate since then.

    And what’s happened then is as I’ve gotten more efficient, it’s better for me because my case rate hasn’t changed. So it used to be that each evaluation took me three hours, now they’re usually done in two, which is great. Just barely started branching out into doing these outcase rates but it’s not as good of a rate of pay at this point. I’m not super thrilled with it.

    It’s okay but I don’t need the additional business right now. When I expand and I’m looking at like, hey, I could take even more, I’ll probably do more and more of that because the surgeons that like me want to send me more people. The one that I’ll get a call and they’ll be like, hey, we liked your reports. Can we send you more? What other insurances are you contracted with? Can you do this one? Could we nominate [00:40:00] you to get in with this other insurance? That sort of stuff.

    Dr. Sharp: Are you in network with the insurance companies with these case rates?

    Dr. Serena: Yes.

    Dr. Sharp: Or are these single case agreements?

    Dr. Serena: Oh, gosh, if I had to negotiate a single case agreement for each one, that would be incredibly burdensome.

    Dr. Sharp: Okay, so you are technically in network and they just give you this case rate?

    Dr. Serena: Exactly. So I have the case rate with one of them, I have a general behavioral health contract and I see therapy patients through them as well and I have a separate case rate contract. It triggers the case rate when I bill a certain diagnosis and a certain code. So in this case, it’s like obesity diagnosis and this 90791, those two in combination trigger the case rate and it pulls up case rate instead of my normal behavioral health contract.

    The other company I contracted with, I don’t have a behavioral health contract with them at all. I only have a case rate contract, so it’s very specific. I only do evaluations for them [00:41:00] and that’s that.

    Dr. Sharp: Oh, that’s fantastic. Well, so it sounds like you haven’t had to do much “marketing” to build a practice like this. You were recruited by insurance to do it.

    Dr. Serena: I was recruited by one insurance company that wanted better, more comprehensive evaluations. And that got me started. And then once my evaluations got out to the surgeons, some of them decided that they did not like me because I would deny their patients based on non-psychiatric reasons, there’s some of them that hate that. They’re like, that’s not your job. This person doesn’t have any major psychiatric diagnosis, how dare you deny them?

    Some of them deliberately route people away from me and I’m whatever, that’s cool. But several of them really like my reports. And then what happens is the surgeons call me, not them but their staff calls me. I never hear from the surgeons themselves. Their staff calls me and says, hey, we’d like to send you more people, could you tell us what other companies you [00:42:00] take? We saw this report, can you do more? What’s your cash rate? That sort of stuff.

    Dr. Sharp: It’s good to hear you say that. Anybody who’s listened to the podcast in the past, I’ve talked so many times about how our reports are one of the best marketing tools that we have. And this is just another case where a report can do the work for you in some ways.

    Dr. Serena: It absolutely does. It is the reason I have more and more business. I have people that contact me all the time who say, I saw one of your reports and I really liked it. Can we send you more people? So it does all the work for me, honestly. If I have a good report, then the doctors love it and they want more.

    Dr. Sharp: So before we wrap up, do you have any thoughts on, if someone did want to jump into this, has a good history of assessment, and wants to expand:

    1. How would they go about getting the training and getting [00:43:00] familiar with the measures they need to and the standards for bariatric evaluations?

    2. Do you have any thoughts on how to reach out and market and maybe garner some referrals?

    Dr. Serena: It’s hard because I realized that my story of how I got into this doesn’t help many people because I can’t be like, hey, you should get a friend in UM and have them recruit you. That’s not that helpful.

    It’s like people who are like, hey, how’d you start your business and be so successful? And they’re like, well, I got this huge loan from my dad. Great. What I would suggest actually is get in network with some insurance companies and then market directly to the physicians and say, hey, I want to let you guys know that I’m doing these evaluations and here’s a sample report that’s de-identified or whatever and I’d love to be able to do your patients. Here’s the people that I’m contracted with, or here’s my cash rate.

    I would lean away from cash rates for [00:44:00] most of these patients. They’re oftentimes pretty poor, first of all. And then also if you’re going to do a really good solid evaluation, it’s more expensive, they’re going to be able to get a cheap and crappy one somewhere else. So there’s not good enough competition in that sense. Anyway, I would market it directly to the bariatric surgeons and their staff to say, because they’re always looking for people to refer patients to. I would suggest doing that.

    In terms of getting trained, I have trained this one other person who wanted to get into this business. What I had them do is I had them shadow me on some evaluations that shot. I gave them my template and I said, okay, I’m going to be going through and typing. You look through my template as I go through, take notes, see the sort of stuff that I’m writing down, then I’m not writing down. I had them shadow me for several evaluations and then I gave them some reading.

    There’s some good articles out there on bariatric assessment and that sort of stuff. And then ideally when you start up, I think it’s great to be able to have some consultation. [00:45:00] So to be able to say, okay, I’ve got my first case today. I’m not going to give them feedback today. I want you to please look over my stuff, see what you think, and then I’ll do the feedback over the phone afterward or something like that or whatever, to have someone who knows what they’re doing discuss the case with you, get a little consultation that way.

    Dr. Sharp: Sure. That’s awesome. Well, my gosh, thank you. I feel like you’ve just shared a ton of information with us. I have a decent idea of how I might go about this if I wanted to do that.

    If people want to get ahold of you or ask questions:

    1. Are you open to that?

    2. How will they get in touch with you if they wanted to?

    Dr. Serena: That’s a great question. I am open to people asking questions about it. I am just a little slow responding to emails sometimes, but it’s still not horrible. I would say just look me up on Psychology Today and contact me through that. I do respond. It just takes me a bit.

    I would say, feel free to bug me. If [00:46:00] you don’t hear a response, send me another message. I’ll get back to you. So feel free to be annoying because I need that. I’m pretty easy to find online that way.

    Dr. Sharp: Awesome. Gosh, Serena, thank you so much for your time and for sharing all this information with us. This was really cool and shed some light on an area that a lot of people might be thinking about getting into. Thank you so much for your time.

    Dr. Serena: No problem. Thanks a lot.

    Dr. Sharp: Bye-bye. All right, y’all. Thanks again for listening to my interview with Dr. Serena Enke. Like I said toward the end of the interview, this was fantastic for me. This is not an area that I know a ton about. So to hear Serena talk about it was enlightening and it’s got me thinking about how to integrate these into our practice.

    So just knowing Serena for so many years, I can 100% vouch for the fact that she has done her homework and she is doing things exactly as they should be [00:47:00] done from the clinical perspective. It sounds like she’s got her business practices with it tightened up pretty well as well.

    So thanks again for listening, like I said. Would love to have you in The Testing Psychologist mastermind group. If you don’t know much about mastermind groups definitely, check it out.

    It’s a laser-focused coaching experience in a group format where each member gets a hot seat experience at least once a month, where we take about 20 minutes to focus specifically on whatever burning questions you have. Everyone in the group is focused on supporting and giving advice and answering your questions. So you get at least one of those a month and you’ll be sitting in a room with about seven other testing professionals. I’ll be facilitating and it’s just a cool experience. I’ve done masterminds myself and couldn’t speak for how powerful they can be.

    So if you’re interested at all, go to thetestingpsychologist.com/mastermind. [00:48:00] You can learn more and you can sign up for a pre-mastermind call to talk with me to see if it would be a good fit.

    For anyone out there who’s not a member of our Facebook group, please check out The Testing Psychologist Community on Facebook. We’d love to have you. And if you have 20, or 30 seconds, do me a huge favor, go into your podcast app, wherever you get your podcasts, and take just a second to rate the podcast. That helps me to be able to keep doing this and to spread the word to other testing folks.

    So I hope y’all have a good week. Take care. Talk to you next time.

    Click here to listen instead!

  • 045 Transcript 

    [00:00:00] Dr. Sharp: Hey y’all, welcome to episode 45 of The Testing Psychologist podcast. I’m Dr. Jeremy Sharp. Before we get started with today’s episode with Dr. Brenna Tindall, I wanted to give a shout-out to our podcast sponsor, Q-interactive.

    Q-interactive is Pearson’s iPad-based system for testing, scoring, and reporting. You can experience unheard-of efficiency and client engagement with 20 of the top tests delivered digitally through Q-interactive. You can learn more at helloq.com/home. Testing psychologist listeners get an extended trial offer of 45 complimentary days to try Q-interactive before you jump on board for sure.

    I also wanted to reannounce The Testing Psychologist mastermind group. If you don’t know what a mastermind group is, it is a group coaching experience where you will be in a group with no more than seven other testing [00:01:00] psychologists. I facilitate the group and we will talk about whatever is important to the members that day.

    Three to four people will get a 20-minute hot seat experience during the group where you get to focus specifically on the issue of concern for you and basically get group coaching and support from the other folks in the group. The group starts on March 1st. I think at this point we have four of eight openings left. So if you’re interested, you can learn more at thetestingpsychologist.com/mastermind. We’d love to have you there.

    Today’s guest is Dr. Brenna Tindall. Dr. Tindall is a licensed psychologist, Full Operating SOMB evaluator/provider, domestic violence Battery evaluator, and Certified Addiction Counselor. She has extensive experience evaluating and treating adult and adolescent clients who are [00:02:00] involved [00:02:00] with the criminal justice system.

    She has a number of certifications in this field. You can find her full bio in the show notes, but suffice it to say that Brenna specializes in forensic evaluations across the criminal justice system. She does psychological evaluations, insanity evaluations, competency evaluations, sex offense-specific evaluations, and domestic violence evaluations, she does it all.

    Anything involved with the criminal justice system; she either has a certification, is a trainer, or has presented at a conference on relevant topics in those areas. Particular presentations include sex offender risk assessments, juvenile sex offender risk assessments, cumulative career traumatic stress and vicarious trauma, and the ins and outs of psychosexual evaluations. So I’m really excited to have Brenna on the show today and I think you will enjoy it as well.

    [00:03:00] Hey everybody, welcome back to another episode of The Testing Psychologist podcast. I’m Dr. Jeremy Sharp. Today, I am talking with Dr. Brenna Tindall. Brenna, like I said, in the introduction is a, Brenna, I don’t know, would you call yourself a forensic psychologist or what’s your title?

    Dr. Brenna: Criminal psychologist, forensic evaluator, and then obviously, a licensed psychologist as well.

    Dr. Sharp: Sure. Like I said, happy to have you on today. We’re going to talk all about like you said, criminal assessment, a little bit of forensic assessment, and particularly with sex offenders and that population. First of all, welcome to the podcast, Brenna. Thanks for being here.

    Dr. Brenna: Thanks for having me. I always love talking [00:04:00] about this topic. It usually has a captive audience because it’s a very interesting world.

    Dr. Sharp: Absolutely. I think that’s probably a good place to start because my question at least is, how do you get into this area of assessment in the first place?

    Dr. Brenna: It’s a very good question and I’m not sure of the answer. I always look back and I’m like, oh my goodness, how did I get into this? Just like when people go to medical school and obviously from getting your PhD, the last year of our training, we have to do a residency or an internship for a year. I applied to multiple places and then wherever you match and they match up is the place that you end up.

    I had applied to a certain place because I was interested in getting into more testing. I would say it wasn’t necessarily my first choice. I was a little bummed to have matched there because I was like, no, I don’t want to work with offenders at that point in my life because I had no prior [00:05:00] experience.

    I think they liked my personality because it takes a certain type of personality to work in this field with a criminal. And so after doing my internship there for a year, I obviously fell in love with it and it made it very difficult to do anything other than work with that population. So I absolutely love my job.

    I think a lot of people; they do fall into it. At least our agency that we work at, a lot of interns come over from different graduate programs to get the testing experience really, because when they’re trying to apply for internship, they have to have a certain number of testing batteries and we do a lot of evaluations.

    So I think initially they come in looking to do that and then they get hooked on the subject matter, the interest stays. You can tell right away who’s going to stay and who’s not.

    Dr. Sharp: Oh, I bet. Yeah, because it’s pretty, I don’t know if controversial is the right word, but I could certainly see it being overwhelming [00:06:00] or overstimulating or something like that for some people.

    What do you think it is that drew you in or maybe some of your interns? What is it that makes you love what you do to work with such a difficult population or what I perceive to be difficult? I don’t know if that’s true.

    Dr. Brenna: Sometimes it is, sometimes it isn’t, depending on who’s referring the client and under what circumstances they’re being required to do the evaluation or whether it’s voluntary or not. For me, there’s something about it. It’s a privilege to be able to go in and try to help figure out what is it that is creating somebody to make decisions like that.

    It’s such an amazing opportunity to be able to go in and help figure that out. I think people are not just their crimes, I suppose. I think that there’s a lot more behind it most of the time.

    For me, it’s very [00:07:00] rewarding to be able to look at different types of crimes, whether it’s murder case or sex offense, and figure out if there are issues that are potentially mitigating and can help explain the behavior for the court system to help them make the right decisions when it comes to the level of containment or level of intervention. I feel it’s a privileged thing to be able to do.

    I think right away, with people coming into this field, if there is judgment then it just is not going to work out because it’s the whole, like people who live in glass houses shouldn’t throw stones idea. If we see judgment and you can tell by the language that people use when they’re interns and figuring out if this is going to be the right fit for them or not. Does that kind of answer your question?

    Dr. Sharp: It does because like I said, I perceive this to be difficult work for any number of reasons. And so that makes sense to me, though. It’s a [00:08:00] lot like any other assessment we do or therapy where you get to have this window into someone’s life granted the circumstances are maybe a little more extreme than other people’s lives, but you get that window and you get to see what’s going on for them and what’s driving them, and maybe how to advocate for them or not advocate.

    Dr. Brenna: Exactly, yes. I think going in with objectivity is super important. There’s a lot of times when I try not to look at the news ever, because I don’t want to be tainted, going into it with how a person is displayed in the media, potentially.

    And then also even the police report, sometimes I like to chat with the client before I even read a police report because I want to get a sense myself of who the person is and then you match it up with what is being alleged.

    Dr. Sharp: Absolutely. We can dive into so much of this. There’s a lot to talk about, but let’s back up just a little bit. [00:09:00] Can you generally say what your practice looks like these days, what kind of clients you’re working with, what kind of assessments you’re doing, and maybe what you mean by criminal or sex offender evaluations?

    Dr. Brenna: Yeah. It’s the gamut of evaluation. Like I said, the place that I did my internship, it’s called Treatment and Evaluation Services. Dr. Rick May started the agency. And then I stayed on with him and then I opened up an office in Greeley and then in Fort Collins. So we have the three offices in the state.

    Truly, I tell people I’m rarely in my office, I’m either in court or I’m in prison or I’m in jail or in transition between them. So there’s not a lot of sitting at a desk sometimes. There are four licensed psychologists, and all of us do this work.

    And then we have a lot of, like I said, interns from various doctoral programs, master’s programs, and then several staff members who have master’s degrees in [00:10:00] social work. Some of them have marriage and family therapy. It’s a good mix of people that work for us and get that experience.

    When it comes to the evaluation side of things, there’s so many. Honestly, the only thing that I probably don’t do are neuropsychological evaluations. We’ll do the screens, but refer those out.

    In terms of the process, maybe it would be helpful to explain because people ask what I do and I say, okay, let’s pretend that you get charged with murdering somebody tonight. I hope not, but let’s pretend, that you have the money to hire a private attorney, for example. You’d hire an attorney and then usually the good attorneys will hire experts to either testify about not even meeting the client, sometimes just about facts of a case, or about facts about healthy sexuality, for example.

    The other instances they would hire somebody for what potentially could be a mitigation evaluation. So they’d say, oh, I have no idea what’s going on with this person. I have no clue. There must [00:11:00] be something here. I know they have a history of trauma. Can you go and take a look?

    And so sometimes they don’t even tell you what type of evaluation they’re looking for because they may not know. And then we’ll go with the whole kit and caboodle and figure out once we can meet with them what kind of testing they need; is it cognitive? Do we have concerns about their cognitive, their adaptive functioning? Is there, like I said, a history of trauma? That sort of thing.

    We do some sort of piecemeal psychological evaluations and almost everyone can include different things, which is also a cool process to be able to not have just a blanket assessment. We try to use a lot of different things to do that.

    And so sometimes we’ll be hired directly just to say, this person, we know they’re a low IQ, they had an IEP, whatever and we need a cognitive assessment with adaptive testing and achievement testing and whatnot. Sometimes it’s just hey, we need a general run-of-the-mill psychological evaluation [00:12:00] with a Rorschach and a TAT and that sort of thing, and a WAIS.

    And then also we do competency evaluations. I can talk a little bit about that. And then I’m working on an insanity evaluation right now. So with the competency, the people that do them always, they have to be working for the state hospital. That’s the ones that are court-ordered, but a lot of times I’ll get hired for a second opinion one to say, okay, this doctor found the person competent, we don’t think they are.

    And so competency is about whether an individual understands what they’re being charged with, if they can assist their attorney with the defense of their case. It’s do they understand how the court system works? Do they understand who the prosecuting attorney is and whatnot? I do those on anyone, I did one on a kid who was 10 or 11 all the way up to older folks.

    So that’s another part of that practice. It’s neat to see the [00:13:00] varying levels of comprehension that people have about that. And then you had mentioned the sex offense-specific evaluations. In the state of Colorado, we have probably one of the most well-established management boards for sex offenders in this state.

    Other states are totally following suit now because there’s a lot of evidence and a lot of research on sex offenders that goes on, and so there’s a lot of validated risk assessments. And so Colorado has done an amazing job of setting up a very standardized system.

    If you’re charged with a sex offense in Colorado, you’re required to do what’s called a sex offense-specific evaluation, which is a fancy name for a psychological evaluation light with sex testing in there as well. As I mentioned with the previous murder case scenario, a lot of times, if you’re able to hire a good defense attorney and they know what they’re doing, they will hire an expert to do what’s called a [00:14:00] pre-plea sex offense evaluation.

    What they want to know is they want to get a window into might be there in order to help figure out if this is a case where there are mitigating factors, the client’s a low risk, and then they can use it to negotiate with the district attorney in terms of either getting a better deal in the case or not. So sometimes they use them, and sometimes they file them in their cabinet, and nobody ever sees them, obviously, if they’re not something that’s favorable.

    And then if somebody doesn’t have one that’s pre-plea, they plead guilty, they never have one, they automatically are ordered by the court to do one. So at that point, it’s not voluntary. They have to do it. We can get hired for those from various parties. It can be defense attorneys. It can be probation. It could be the department of Human Services. So there’s a variety of places that the referrals come from.

    I think it’s really important to do work for all parties in order to remain unbiased. If you do [00:15:00] all the work for just referrals from defense attorneys, certainly, there’s concern that maybe you’re writing for the referral source just to get paid kind of thing. I think it’s important to make sure that you’re doing work for all sides so that there is still that objectivity and you’re not getting paid to write an opinion.

    Dr. Sharp: Right. That’s one of my main questions when you first started to talk about this is how do you maintain that objectivity?

    Dr. Brenna: That is a good question. We have checks and balances set up in our office, where we never release a report without at least two of the other psychologists reading it. So I think that that’s great. And then I also have an amazing proofreader that is on staff that she looks at everything as well.

    Honestly, sometimes her opinion is almost more important because she’s a lay person, and whether it’s the language being used or she’s confused about why I’ve come to a conclusion, she’ll let me know. [00:16:00] It’s very interesting because it’s almost helpful to have somebody who’s not involved, but we definitely have checks and balances because it’s tricky.

    I definitely think that there are a lot of people who can be swayed by the person who’s referring them, but in general, people do a nice job of remaining objective because I think we all understand the seriousness of what we’re doing and how much it could change somebody’s life if you do it wrong. That’s why I always say it’s as serious as a heart attack what we do, because if you put…

    I’m not saying that it’s not important if you mess up some data on someone’s IQ and in the normal sense, but it could make the difference what types of risk assessments are used on a client. To give an example, I had a client I did a sex offense-specific evaluation on, and there was no record indicating that he had a low IQ at all.

    And so as I was meeting with them, I was like, oh my gosh, this guy clearly has intellectual disability, but there’s no [00:17:00] records. So I can’t do the specific, there’s another certification that I have that some people have, there’s not a lot in the state where to be certified to do sex offense evaluations on clients with intellectual disabilities.

    So I’m like, oh my gosh, this guy, I know he has one, but there’s no records and so unless I have some records indicating it, I can’t do the risk assessments normed on intellectually disabled clients. I got to use the regular ones. And so if I score the regular ones, he’s coming out as a high risk.

    I’m like, this doesn’t feel right. Ethically, I don’t feel good about this because this guy’s probably going to go to prison because of his risk level. Even though probation referred the client, I contacted their attorney and said, hey, I’ve got some concerns about this client and it could change things for him with regard to the risk level because there’s a very different lens when you’re looking at somebody that has an intellectual disability.

    To make a long story short, we did the testing. His IQ was 65 or something [00:18:00] and very low adaptive scores. So then I have to shift the evaluation to one that’s geared towards somebody with an intellectual disability and it completely shifts where their risk level is at because you’re looking at different factors and making very different recommendations because you have to address accommodations in trying to get them into adult services as well.

    So I think all those things are important. There’s a lot of flexibility that has to come with doing these types of evaluations because there’s so many variables going on at once.

    Dr. Sharp: Absolutely. As you described what you do, it sounds like you don’t have the benefit of what I would usually call a referral question. You get a lot of folks who are just like, okay, I’m here. Even the referring party might be like, we don’t really know what’s happening, can you just check it all out and see what’s going on? So you got to be thinking on your feet and being willing to adapt right in the middle of an interview [00:19:00] or evaluation.

    Dr. Brenna: Absolutely.

    Dr. Sharp: Take some flexibility, it sounds like.

    Dr. Brenna: Yeah. I feel like the way, and you know this with regard to psychological testing, I feel like the court system is giving experts, they’re paying attention to them and what they have to say, because they know like oh yeah, we got to look at the research in terms of how do we make decisions about whether we’re putting them in prison or whether we’re giving them a probation sentence.

    Because again, I think ignoring data about that, obviously, it could create a new victim, for example, and so I feel like even if it’s a defense attorney or a probation officer, everyone’s really looking just to get the right guidance on what to do and to have somebody who allegedly knows what they’re doing is helping guide that process.

    The same is true with the domestic violence world. There’s also a domestic violence management board, and I do those as well. I just got certified to do the domestic violence [00:20:00] evaluations, and that’s been really awesome because usually domestic violence offenders have the highest rate of re-offense of any kind of offender.

    And so it’s been really neat to do those evaluations as well and tease out that risk level. And then as you can imagine, there’s a lot of crossover sex offense, domestic violence individuals. So being able to combine those two lenses and help tease out, is this somebody who’s more of a sex offense risk or domestic violence risk has been a pretty neat process as well.

    Dr. Sharp: Yeah. I can imagine. You’re living in this world that a lot of people don’t tread in. I think about complexity in my population, which these days is primarily kids in adolescents, there’s a lot of layers, certainly.

    It’s like you dive in and you keep peeling back those layers. You have a similar experience, it sounds like, because there’s so much overlap in a lot of the issues that you’re working [00:21:00] with; delinquent behavior, trauma, mood issues, cognitive issues, violence, victimhood, all of that stuff. It’s all tangled up, right?

    Dr. Brenna: Yeah, absolutely. I think that’s why when I’m looking to hire somebody or for somebody to come in for a placement, it’s very important for me to get a gauge of whether they’re able to do that objectively. Especially when it comes to adolescence, I think it’s so important to make sure we can frame what they’ve done in the context of where they’re at in their developmental level.

    The research that they always cite for and the standards related to sex offenders is that kids’ brains are really not even developed until age 26, and so the reason that they’re committing offenses is very different than somebody who’s more established in their identity, emotional, and cognitive development.

    So I think having that lens when we’re doing psychological evaluations or sex offense evaluations on [00:22:00] children or adolescents is really important because I think there’s a much more systemic issue. Like you said, peeling back the layers and figuring out what’s going on with the system that’s creating this person to make these choices.

    Dr. Sharp: Sure. That makes sense. Let’s maybe back up a bit and dive into some nuts and bolts of the actual practice if that’s okay with you, because a lot of folks are probably curious about the whole process. It sounds like you get referrals from a lot of different sources, I’m curious how you connect with those referrals in the first place to have them know to refer to you.

    Dr. Brenna: It’s a good question. There’s two ways, but it’s introducing yourself to different people. So when I first broke into the world in Fort Collins, I remember setting up a meeting with the head of probation. It’s obviously a little intimidating to have to do that and say, hey, [00:23:00] here’s who I am. This is what I do.

    And to have them say, oh, you’re this new person I don’t even know. Plus, I was younger at the time. But obviously, he was amazing and he’s a great person. He gave me a chance and then got on their referral list.

    I think from there, it is word of mouth and the quality of work that people do. It’s a very small world. Even though there’s a lot of attorneys, there’s a lot of probation departments, it becomes a very small world in terms of knowing who to refer to, I suppose.

    I’ve always said to people that are like, why do people hire you a lot for valuations? I’m like, there’s two reasons:

    1. I return phone calls right away.

    2. I respond to emails right away.

    3. I know how to write.

    4. I get my work done on time.

    I know that sounds so basic, but I think the legal system is, a deadline is a deadline. If you can’t spell and write, and things are wrong in a report, it’s a big deal. [00:24:00] I’ve found that that’s how I get a lot of referrals is just because I’m dependable.

    Dr. Sharp: I’m totally with you. I’ve talked about this a lot on the podcast. I’m so glad that you reinforced that, that a lot of our “marketing” is just doing a good job, like responding to people, writing a good report, and staying in contact. I know that takes time, but it’s straightforward, you just do a good job and that helps a lot.

    Dr. Brenna: It is. It’s word of mouth for sure. I can’t remember, with the Department of Human Services, I think they got their hands on a report I had written for maybe an attorney, and then they contacted me and said, hey, we liked your work. Can we set up a contract to have you as a core provider?

    It sounds easier than it is in terms of they’re obviously betting their providers as well to make sure that they’re doing a good job. That’s one way. I have found that the other way, I think direct marketing sometimes doesn’t [00:25:00] work very well. I don’t like the knocking on the door thing. In that case, I had to, but I think as I’ve gotten more experienced, I have realized presenting at conferences and giving training, and getting certifications to make myself have something to offer that somebody else doesn’t have to offer.

    I love coming up with new ideas for training and presentations and whatnot. I think making yourself available to people that need trainers, it obviously gives you that. You’re in front of a captive audience who sees you as an expert, so certainly after anytime I give a training or presentation, I get phone calls from people who are like, oh, I’m going to call you to do this or can you answer a question about this?

    I think making yourself available to answer questions for people all over without saying, okay, now you have to pay me $500 to talk or whatever, is also helpful. So giving training and presentations definitely helps get you out there in terms of people knowing who you are.

    [00:26:00] Dr. Sharp: I would imagine you had to have some amount of training yourself or certification before you jumped into that. This is a very naive question, but is there a national training body or I’m thinking of someone who might be listening right now and they’re like, this is interesting, I want to get trained in this stuff, where do I go?

    Dr. Brenna: Absolutely. In Colorado, it’s a very specific process. The Sex Offender Management Board, what we call the SOMB, it’s very easy to go to the SOMB website. They list what one would have to do to get in this field.

    People are like, oh my gosh, sex offenders, they don’t realize that coming in, it’s actually probably a lot more complicated than they might think, I suppose. It never turns out the way they think it is. So they have to go through, obviously, they get a job with a provider who does it and they start off like an intent to apply to the process. [00:27:00] They have to go through making sure they’re doing the therapy, they’re having supervision and that sort of thing.

    They used to have it where it was like, for me, it was three years. I had to be an associate level provider, they call it, and then I could apply to be what’s called full operating, which is the highest level with sex offenders. That’s what the certification is, but then they’ve changed it now, they call it competency-based.

    They’ve approved a few of us, I don’t know how many, but people had to get approved to be the competency police in terms of we can decide if somebody is competent and make the recommendation to the board that we feel like, okay, they don’t need to wait two years. We’ve seen their work. We feel like they’ve met all of the qualifications for a full operating or to move to associate. And so then we’re able to sign off on them as supervisors.

    And then still the SOMB board goes through, there’s an application review committee, they go through [00:28:00] the person’s application. You have to turn in samples of your reports, treatment plans, trainings you’ve been to. It’s a pretty extensive process because I think that it’s a serious job and it’s important to make sure the providers are well-trained and know what they’re doing.

    The same is true with the Domestic Violence Management Board, the same process. They require certain training, a pretty thorough application, and then a certain number of evaluations that you’ve done that have been reviewed, and a certain number of supervision from people.

    The process isn’t as easy as one would expect, but super rewarding. It’s a great group of people. I always tell people, the individuals that work in the forensic field, they have to be outgoing and they have to have a sense of humor. So there’s a very cool population, whether it’s attorneys or the therapists or the evaluators that work in this field. I don’t think anyone ever minds the [00:29:00] process really.

    Dr. Sharp: That’s funny. I know that you have a certain personality, let’s say, you’re a very dynamic individual.

    Dr. Brenna: I’m not shy.

    Dr. Sharp: Do you think that personality type is more helpful in this field?

    Dr. Brenna: I definitely do. I think one to engage with the client, when you’re meeting with a client too, I think that I’m not what they expect necessarily. It’s disarming and it helps. I do believe that they come in the room very embarrassed and ashamed, or when I see that somebody who’s incarcerated, I definitely make sure that they do not feel judged. I don’t judge them nor do I treat them like an offender, and I think that helps a lot.

    And then in interactions with professionals, you know this, in order also to get referrals, people need to like you and like working with you. So being outgoing, friendly, respectful, polite, and [00:30:00] communicative, that goes well when you have an outgoing personality but that’s not to say that people who are shy and reserved can’t survive in this world.

    Dr. Sharp: Right, for sure. My assumption is that it takes a little bit of ability to just roll with it and like you said, not be super judgmental. I would guess you hear a lot of things that most people don’t hear on a daily basis, so being able to sit with that.

    Dr. Brenna: Yes, definitely, you’re exposed to a lot of things. I think that that might be a good segue into, I always tell people when they’re like, yeah, I want to do this. I think it’s so exciting.

    I’m thinking, okay, I want to make sure they’re not just doing it because they’ve seen Silence of the Lambs and they think they’re going to be a profiler or they watch a lot of CSI because there is a lot of vicarious trauma and then something that’s called Cumulative Career Traumatic Stress that happens to people that work in this field.

    It’s an area of interest to me. I’ve been [00:31:00] presenting and training on it recently just because the stuff to which you’re exposed, whether it’s having to watch videos of things happening, or just to read police reports, or hear clients talk about that stuff; it’s a lot.

    That’s another piece where people have to be able to compartmentalize in order to in order to survive in this world and be able to find ways to manage that trauma because it can be a little rough on people or cause burnout pretty quickly.

    Dr. Sharp: Absolutely. I want to get back to the nuts and bolts of the reports, billing, and all that stuff, but I am curious, I think other people would probably be curious too, how you maybe compartmentalize and not take this stuff home with you or look at your kids differently, how do you do that?

    Dr. Brenna: It was a funny story, but I was talking to somebody the other day, they work in the field and they had their home office. Their kid [00:32:00] has just gotten old enough where they’re starting to read barely. They went into the office, picked up some papers and they were like, no, get out of here.

    Dr. Sharp: Oh my goodness.

    Dr. Brenna: That moment that you realize you can’t have conversations with people in the car about a referral or something with the phone on speaker. You have to wait to be outside of the kids. That is a very interesting area.

    That’s why I said, I started this presentation proposal a little while ago about how working with sex offense-specific populations impacts parenting and also sexual intimacy with your partner. It’s an area that hasn’t been studied as much.

    Bob Emmerich is a researcher that’s looked into it a lot, but I sent out some survey to a lot of people in the field and asked the question, it was very clear from the results of it, whether it was people who were attorneys or caseworkers or therapists or [00:33:00] parole officers or judges, that:

    1. The answer was, yes, it does impact us.

    2. They’ve not talked about it with anybody.

    3. They’d like to.

    4. They wouldn’t know where to go to be able to discuss something like that.

    If you can imagine, what would it be like to walk home to your partner or to go to a playdate with your friends and be like, today, I had to go and watch a video of this murder in process or whatever it was, and then go and have a glass of wine at play date. It can definitely mess with people a little bit.

    You said, how do you compartmentalize? Another funny story, but I had to do that, I had to watch this video to add my expert opinion about something. It was pretty awful. And so then I had to drive to go to my kids’ school. I have six-year-old twins. I drove to their school because I had to go in and I’m the classroom volunteer coordinator or something.

    So I go in, I parked my [00:34:00] car and I wasn’t even thinking. I get to the first set of doors and all of a sudden I was like, okay, hang on a second, that was too fast of a shift to go from this horribleness to this school.

    As I was between the two sets of doors, I spun around like how Wonder Woman does that in the old school, I literally between the two sets of doors, spun around in a circle, imagining that whole Wonder Woman shift, and then walked in and I was like, Sally, okay, we need to talk about the cookies. Let’s get this ready to go. It is because it can be a really big switch.

    What’s been really neat about doing these trainings is we started applying an intervention component of it and trying to help people deal with that trauma, it’s very simplistic and it’s been a neat process to see that even just talking about it with another professional and saying, yeah, this can impact my intimacy with my partner.

    So many people are afraid to say that because, in our field, we have the ethics code where it’s like okay, dual [00:35:00] relationships, boundaries, all this stuff making you imagine walking into a supervisor, if you’re an intern and you’re like, I am thinking about that child porn case today when I’m having an intimate relationship with my partner. So:

    1. That’s a really hard thing to say.

    2. We’re trained so well to keep those boundaries between supervisor and an intern or a staff member that a lot of people suffer alone and they don’t have that conversation and supervisors don’t know how to manage it as well because they’re like it’s not appropriate for me to be talking to this person about their intimate life with their partner, but it may be impacting their work. So what do we do here?

    And so I think even just opening the door to have that conversation has been really neat to see people willing to step out and say, yeah, this is crazy. The other area, like I said, is parenting. We see a lot of people and the survey shows that, some people responded, I’ve never let my kid go to the [00:36:00] bathroom alone in a public place. I will never let my kids have sleepovers. There’s people that say, I would never having kids because of what I do.

    I think when I do present on this, I’m like, it’s so sad because here we are people in this field that we’re supposed to be in the helping profession and understand it’s okay to talk about your problems, and we’re the ones getting the most messed up by it. We’re helping people have healthy sexual lives and get better, and then it’s messing with people’s parenting stuff. I think we’re in a good start of trying to help people manage that trauma and work through it.

    Dr. Sharp: It sounds like it does take a certain amount of work and you have to be deliberate, right?

    Dr. Brenna: Absolutely. Yes, it definitely does. That’s why I tell people not to scare them away, but it certainly requires the ability to compartmentalize but still realize, even if you’re the best compartmentalizer in the world, what ends up happening is more of a slow drip.

    I was talking to someone the other day and they were like, oh [00:37:00] my God, I broke out in the hives and I’m like, I don’t even know what it was from. I was like, remember that training of mine you went to where we talked about Cumulative Career Traumatic Stress and how it can come out like a physical manifestation?

    She’s like, no, but it’s no different than ever before. Nothing happened. I wasn’t stressed. I don’t feel stressed. I’m totally fine. I’m like, okay, hang on a second, let’s go through all the things that you’re doing, blah, blah. I was like, maybe you just didn’t realize that you were having all this stress, and now this is the accumulation of it with no instigating factor right in that moment.

    I see that almost more than anything that people suddenly have, something happened to them randomly; a physical manifestation, marital problems, whatever. They don’t attribute it to maybe the trauma from what we do and how that’s impacting them.

    And so I think having that conversation and making people aware and even myself, every time I give the training, I’m like, oh my gosh, I wondered why I skipped working out yesterday. I always get up early and work out.

    I remember I was giving this training and I [00:38:00] was like, I just skipped working out this morning. That’s the first time in forever. And then I realized I did because I’d had a lot of stuff going on that was very traumatic at work, and that was the manifestation for me. But even just recognizing that as a sign was really helpful and just stopping it right there.

    Dr. Sharp: It sounds like it’s important to have folks that you can check in with or maybe folks that would check in with you more than anything else; someone you trust who could say like, you’re doing all right? Do we need to talk about anything? Just to give that prompt.

    Dr. Brenna: But the problem is that a lot of the people that work in this field and especially, I think there’s a lot of very high functioning people, most of us just suck it up and do what you do. What I’ve heard people say is, we feel bad complaining about being traumatized from this. Wait, I’m traumatized by reading a story about a sex abuse victim, come on, how about the victim?

    [00:39:00] It doesn’t seem fair to complain about my stress from reading it when somebody was actually victimized. So I think a lot of us are just like, suck it up because you can’t complain because people are really getting hurt and people are really suffering and yours is just nothing. I think that component makes us more at risk to have the trauma from it

    Dr. Sharp: Of course. Yeah, that’s a game that we play with ourselves. Just being in this field period, y’all in particular, certainly folks that work with a lot of trauma, that’s ups the ante with that vicarious trauma.

    Dr. Brenna: Yeah, absolutely.

    Dr. Sharp: My gosh. So there’s a lot going on when you’re in this area of assessment.

    Dr. Brenna: Yeah, absolutely.

    Dr. Sharp: I appreciate you putting all that out there. I like diving into the personal piece. I think that that’s just as important, if probably not more important for folks to know about than the technical piece. [00:40:00] You’re stepping into a pretty unique world here.

    Dr. Brenna: It definitely is. It is a unique world but very gratifying, very cool. It’s always very interesting. There’s never a day where I’m bored. And like I said, when you talk about working within a profession where you like everybody, regardless of whether they’re a probation officer or a therapist or an attorney, I find that it’s a really great community. Even though it’s large, it’s very small.

    Dr. Sharp: Sure. Oh yeah, I believe it. I’m conscious of our time and being respectful of your time but I wonder if we could talk a little bit about some of the technical details of this. Do you have to deal with insurance at all from a billing perspective or is this all legally funded out-of-pocket kind of stuff?

    Dr. Brenna: I think the latter. There’s some people that try to get it reimbursed out of network or something, [00:41:00] but we definitely, at least. I know most people that do this do not bill insurance; one, it can be a pain, but I also think there’s a lot of people that don’t want to open the door of confidentiality with their insurance company and a forensic evaluator because I can’t pass off a sex offense-specific evaluation as a psych evaluation for billing codes. It just isn’t ethical.

    And so I think there’s that component where trying to get the insurance company and convince them to pay for something that’s a legal issue, something that’s court ordered is difficult. In terms of how do we get paid, essentially, money is what it is with regard to the state funds and whatnot.

    What happens is whether it’s a probation department or department of human services, they have a certain budget and when you negotiate your contract, talk about okay here’s my rate, and then they’ll say this is what we can pay and then you choose to either take it or [00:42:00] not.

    Dr. Sharp: Is there any negotiating in there or is it just you take what the state will pay.

    Dr. Brenna: I don’t know that question, it’s something that probably people don’t talk about in terms of how much do you get for that or how much do you get. So who knows? The person next to me could be getting $400 more for an assessment, I probably wouldn’t know it. So I think there’s that piece.

    In general, my guess is that they’re all pretty standard in terms of how much they pay providers for specific things, and so it’s all set up in a contract like this is how much we pay for a regular evaluation. Here’s how much more we pay for it being someone with an intellectual disability. So you just set those rates up and then they pay you after you do them.

    What ends up happening now? So the Department of Human Services, they pay for the family in Larimer County and Weld County. I don’t work as much with the departments in [00:43:00] other parts of the state as much.

    They’re so generous with the funding that they have for their clients and especially for the juveniles and children to get them the services they need. So that’s really awesome. They fund all the therapy for the clients and all the evaluations for the juveniles that are involved with them. And that’s amazing. That doesn’t happen everywhere.

    With probation, my understanding, of how it works is if a client can’t pay for an evaluation like I was saying, the sex offense and the domestic violence valuations if they’re court-ordered; if they can’t pay for them out of pocket, they end up vouchering it and give money for it but then that money is added on to the court costs for the clients.

    So then at the end of the day, when they’re finished with their probation or whatnot, they could not finish probation if they haven’t paid off their court fees. One of those items that are tacked on there is, there’s victim restitution they have to pay and then they also pay for the evaluation.

    [00:44:00] To some extent, that’s slanted a little bit towards people that have the money to be able to pay for good representation and experts in terms of if you get charged with something, you certainly have a better chance if you’re able to have somebody that negotiates well and can get experts to do a testing and evaluations and stuff.

    When you get hired by a private defense attorney, it’s definitely a different ball game because you’re coming into court with a lot more ammunition, I suppose,

    Dr. Sharp: I believe it.

    Dr. Brenna: There’s two other kinds of routes with attorneys. So if you meet a certain income bracket and you can’t afford an attorney, and there’s this weird thing because people in the middle have a hard time getting an attorney because people that are indigent or that have a very low income, they qualify for a public defender, which is state-funded and then there’s also the alternate defense council. So a public defender would be assigned to somebody.

    People always think oh, public defenders, they [00:45:00] work for the government. They’re not great but I will tell you that Colorado has a fantastic group of public defenders who are very skilled and very dedicated.

    And then the alternate defense council, if you and I are charged with a crime together and neither one of us can pay for a private attorney, they’d give one of us a public defender and then the other one would have somebody from the alternate defense counsel because the public defenders can’t represent two people in the same case because it’s a conflict of interest.

    So the alternate defense counsel is basically a group of attorneys who’ve been screened and they’re in that group where they, it’s almost like volunteering their time. I think they get paid a little bit, but essentially, they’re private defense attorneys who are setting up contracts with ADC as it’s called. They help out with cases and stuff. A lot of it is that almost like pro bono time. So there’s a few things.

    Dr. Sharp: Sure. We’ve talked a little bit about different batteries and it sounds like it really depends on [00:46:00] what you’re trying to assess, but you have to adjust depending on what’s going on and what happens over the course of the contact with the client.

    Dr. Brenna: I think except for the, sorry to interrupt, but the sex offense specific and then the domestic violence evaluations in particular, like I said, because of the management boards, they have very clear standards of what the minimum requirements are in those evaluations.

    And so that’s really cool to have because there is at least a minimum standard of things that are being looked at that are all evidence-based as being important for a risk assessment item. There’s a very extensive list like on the SOMB website and the DVOMB website that says, here are the things that you absolutely have to have. And then certainly you can do more, but there’s like a minimum standard of battery that has to go on.

    Dr. Sharp: Can master’s level folks do these independently or do you have to have a doctorate?

    Dr. Brenna: Some of the best evaluators in the state [00:47:00] have a master’s degree and obviously, you have to be licensed. If you’re an associate-level provider, you have to have supervision from a full operating and if you’re full operating, you do not. And so yeah, there are definitely people with master’s degrees. They’re not doing the other specialized testing.

    There’s one evaluator who’s just fantastic. Her name is Missy Gursky. She’s great. She knows her boundaries of her competence and she’ll say, hey, I’ve got this client, can I send them to you for a cognitive evaluation? I’m concerned about this, that, or the other. And so then she’ll refer them for like extra testing to consider with her evaluation.

    It’s just people understanding the boundaries of their competence in doing this field because it’s super important. If you don’t know how to score something, you don’t know how to administer testing, it can really be a significant issue with regard to the results and how it affects the client.

    Dr. Sharp: Absolutely. One question about reports; [00:48:00] we talk a lot about reports and falling behind on writing reports and all that kind of stuff, how long is a typical report you might write or arrange?

    Dr. Brenna: Oh, like how many pages?

    Dr. Sharp: Or time.

    Dr. Brenna: Oh goodness. Everybody wants me to shorten my evaluations. I’ve been working on that because I feel like the more information, the better. Some of my psychological evaluations, I’ve been doing this one that’s been going on for the last six months because we keep needing more stuff. It was 30 some pages.

    I would say, in general, 20 pages for a sex offense-specific evaluation. And that’s cutting down a lot of the data about what is this test about and that sort of thing. Like I said, there’s a lot that goes into it in addition to certain tests. Then you have to do the risk assessment.

    The most important part is the [00:49:00] conceptualization and then the recommendations obviously, and making sure that you’re really addressing the needs of the client to avoid another victim, for example.

    Dr. Sharp: Absolutely. Do you find that in the court system, they prefer longer reports?

    Dr. Brenna: It depends on the person. In general, the more thorough people are, the more it’s liked. Certainly, when I was getting my supervision for the domestic violence and for the intellectual disabilities, my supervisors were like, okay, maybe a little bit shorter, taking too long to read your report. For me, I’d rather have too much than too little. I’d always err on the side of having more information.

    Dr. Sharp: I see what you mean, especially in those cases, it seems like it could be helpful.

    Dr. Brenna: Yes.

    Dr. Sharp: Brenna, gosh, our time has gone by really fast and I feel like we talked about a lot of really good stuff and really important [00:50:00] information.

    Two last things; if someone is sitting at home, maybe somebody like me, a lot of assessment training, pretty versed in assessment instruments but I want to get into this field, what are the first two steps to do that?

    Dr. Brenna: I would say probably call somebody that does what they want to do. So if they want to do domestic violence valuations, they should probably get in touch with somebody who does that and find out the nuts and bolts of that process. Certainly, I’m always happy to, for example, people can look me up and email me if they have questions.

    I’m pretty involved in this world that I can probably direct them myself, but if they want to do sex offense evaluations, look up a provider who does it or contact the SOMB person, the training director, and they can get them an application to start the process.

    The one thing real quick, I know we’re out of time, but with regard to people choosing to go into this field or not; realizing that in order to have contracts with those [00:51:00] various departments or whatever, or in order to be on a provider list, there’s background checks and all that stuff.

    And so I think asking those questions, if you’re coming to the table with something in your history that doesn’t necessarily preclude you being on those areas of practice, but recognizing that all of those referral sources have to do extensive background checks in order to approve you, that’s obvious why that’s the case.

    Dr. Sharp: Of course.

    Dr. Brenna: That’s the final thing, but like I said, people are welcome to contact me if they have questions in how to get involved further.

    Dr. Sharp: Yeah, thank you. That’s awesome. If people do want to get in touch with you, what’s the best way to do that?

    Dr. Brenna: Probably through email. Do you want me to give that out now?

    Dr. Sharp: You can if you’re okay with that. I can also put it in our show notes.

    Dr. Brenna: I’m totally fine with that. It’s b.tindall@tescolorado.com. [00:52:00] Feel free to email me. If you guys, anyone listening has questions, I love bringing people into this world because it’s worthwhile and meaningful.

    Dr. Sharp: Sure. On behalf of everybody who’s listening, I want to say thanks. I feel like this was fantastic information and you clearly know what you’re talking about and have been in this world for a long time as much as any of us do, I suppose.

    Thanks so much, Brenna. This was fantastic. Take care.

    Dr. Brenna: Okay. Bye.

    Dr. Sharp: All right, y’all. Thanks as always for listening. I hope that you enjoyed this interview with Dr. Brenna Tindall. I learned a ton talking with her during this podcast and it’s so clear that she is just built for this work. You can, like I said, check out Brenna’s full bio in the show notes. You can get in touch with her if you have any questions. She’s a fantastic person and knows a lot about what she’s doing.

    [00:53:00] Thanks again to Q-interactive, who’s sponsoring the podcast this month. Q-interactive is Pearson’s digital platform for test administration. We’ve used it in our practice. I was a very early adopter. We’ve had it for about five years now at this point, and it’s come a long way over those years, and it greatly improves the efficiency of our practice in many ways.

    Also, a final reminder to check out The Testing Psychologist mastermind group. If you are at all interested in group coaching and like the group dynamic, and would like to zero in and get laser-focused on some issues that are bugging you in your practice and get some support with that; a mastermind group could be a great option. You can learn more at thetestingpsychologist.com/mastermind. Like I said, I’d love to have you, we have a few spots left. Give me a shout if you [00:54:00] are interested in joining that group.

    As always, if you’re in our Testing Psychologist Facebook group, invite your friends who aren’t in there. It’s great to see that community continue to grow. If you have not taken 20 or 30 seconds just to rate and maybe even review the podcast, I would be so grateful if you did that. That’s what helps to grow the audience and sponsorships and bring cool offers to y’all and allow me to keep doing this.

    Thank you so much. It’s great to be here with y’all again, and we will see you next week. Bye bye.

    Click here to listen instead!

  • 44 Transcript

    [00:00:00] Dr. Sharp: Hey y’all, this is Jeremy Sharp. This is The Testing Psychologist podcast, episode 44. Welcome back to the show.

    This podcast is sponsored by Q-interactive, Pearson’s iPad-based system for testing, scoring, and reporting. Experience unheard-of efficiency and client engagement with 20 of the top tests delivered digitally. You can learn more at helloq.com/home. Testing Psychologist podcast listeners get an additional extended trial period where they can try Q Local for free for 45 days. Just go to the link in the show notes to sign up there.

    Now, like I mentioned last week, I have a special announcement just for podcast listeners. This is the official rollout of something that I’ve been working on for the past two months.

    I’d like to formally invite you to apply for The Testing Psychologist mastermind group. Now, if you don’t know what a mastermind group is, it is a [00:01:00] very focused small group experience where you come together with no more than 7 other testing clinicians who are building or growing practices specifically around assessment.

    The group will meet every other week for about 3 months starting March 1st and each person will get at least one hot seat per month. That means that you come in with a problem that you specifically would like support on and for 15 or 20 minutes, the group does nothing but ask questions, support you, give advice, and help guide you through whatever concerns you might be working with. Now, of course, you also get vicarious learning through the other members and you get to participate by offering advice to other folks as well. The group will be facilitated by me and you will have access to a private Facebook group just for group members.

    If [00:02:00] that sounds interesting at all, go to thetestingpsychologist.com/mastermind. You can get more information, you can sign up, you can schedule a pre-group application call with me. I hope to see you there.

    On to our interview for today.

    Today, I’m talking with Dr. Ben Lovett. Dr. Ben Lovett is an associate professor of psychology at the State University of New York (SUNY) at Cortland, where his research focuses on the diagnosis of individuals with ADHD, learning disabilities, and related conditions, as well as the provision of testing accommodations to students with these disorders. He has published over 70 papers on these topics, as well as a full-length book, Testing Accommodations for Students with Disabilities: Research-Based Practice (APA Press). He has served as a consultant to numerous testing agencies and schools on disability and assessment issues, and he is a licensed psychologist in New York.

    I hope you enjoy this episode. [00:03:00] I liked talking with Ben. We got into some of the nuances of ADHD assessment, particularly how to diagnose ADHD with the balance of cognitive versus behavioral measures, and how to write reports that are thorough and will come across appropriately to folks who are reviewing those reports and considering implementing accommodations for them.

    Without further ado, Dr. Ben Lovett.

    Hey everybody, welcome again to another episode of The Testing Psychologist podcast. This is Jeremy Sharp. I hope you’re all doing well.

    I’m thrilled today to have a guest on our [00:04:00] podcast. My guest today is Dr. Benjamin Lovett. Dr. Lovett is very well-versed in the field of ADHD and learning disorders across the lifespan. He has written a book with two co-authors, right? Do you have co-authors, Ben?

    Dr. Lovett: It’s just myself and Larry Lewandowski.

    Dr. Sharp: Okay. Y’all wrote a book recently about accommodations for students and individuals across the lifespan. I’m excited to dive in and learn about some of the stuff that’s in your book, some of your research, and your work these days. Before we do that, though, welcome to the podcast. I’m really glad to have you.

    Dr. Lovett: Thanks very much. Very happy to be here.

    Dr. Sharp: Good. Thank you so much. I think there’s a lot to dive into, but could you talk a little bit about your training, current [00:05:00] clinical research work, and what you’re up to right now?

    Dr. Lovett: Absolutely. I always like to say that testing accommodations were something I did not even know about when I applied to graduate school when I went into school psychology. I don’t think I’d ever heard of them, even through college.

    I got to graduate school in 2002, and my advisor, Larry Lewandowski, was interested in testing accommodations issues, and again, I did not know what they were. Quite frankly, when he explained them, they sounded boring. I thought they’re not going to be answering deep questions about human nature. It wasn’t a direct intervention sort of thing. And so I never would have guessed I would wind up writing a book about them. And quite a lot of my life is around testing accommodations right now.

    I got very interested in the general field of school psychology growing up. Even in high school, I was interested in childhood aggression, school violence, and things like that. And so, after going to Penn State for my bachelor’s degree in psychology, I went on to Syracuse for [00:06:00] school psychology in particular, and even then, my first few years, I was working on other sorts of things. It wasn’t until my 4th or 5th year that I focused on the assessment of ADHD and learning disabilities and testing accommodations for those sorts of students.

    I graduated in 2007, and since then, I’ve mainly been a full-time professor. I worked at a small liberal arts college for several years and now I work at SUNY Cortland at the State University of New York at the Cortland campus. A lot of my work is working with undergraduates as a teacher, but I also conduct empirical research focusing on college students who have ADHD or learning disabilities. I certainly work with them in that capacity.

    I also do a lot of consulting for testing agencies and schools on testing accommodations issues. For some agencies, I review individual case files of folks who are documenting a disability and requesting accommodations. A lot of those are for certification licensure exams, but some admissions [00:07:00] tests as well. I also will consult with schools on general testing accommodations policy issues.

    I do some clinical consulting on individual cases too, but right now, I wish I had more time. I don’t have time to be a full-time or even a full-responsibility primary clinician for anyone at the moment, but hoping to eventually get back to that.

    Dr. Sharp: Sure. I feel like I hear that from a lot of folks in the academic field. I’ll get back to it sometime. 

    Dr. Lovett: Exactly. I keep telling myself.

    Dr. Sharp: Well, there’s a lot to get into, and that’s interesting to me that you do this consulting for testing agencies. I know that I’m already jumping off-script from your book, but this is interesting. 

    I think this is something that comes up for me a lot; doing a fair amount of testing for folks who are looking for accommodations on MCAT or the [00:08:00] LSAT or even our local Journeyman’s Plumbers exam, or something like that, we get in this situation, I think you wrote an article about this actually about what constitutes impairment, particularly in bright folks, it’s this idea, I suppose, of bright individuals, above average IQ, let’s say 115, 120, 130, and then they have maybe academic scores in the 100 range or the 96 range, somewhere around there. From your perspective, how would you handle that if you were consulting on a case like that if someone was requesting accommodations for a “learning disorder”?

    Dr. Lovett: As consultants, there are a number of psychologists who consult for testing agencies. Some agencies have large panels, others have a few folks who they go to, but generally, there [00:09:00] are three questions that the testing agency asks and the consultant ask when reviewing a file.

    One thing is whether or not the client meets the criteria for the disorders that have been diagnosed. For that, we typically would use the DSM. The second question we usually ask is, does the condition or do the conditions if they’re there, do they rise to the level of a disability under ADA; under the Americans with Disabilities Act is typically the law in operation. And then if that’s the case, then we can ask, are these accommodations needed for the exam? I think of things in that stepwise manner.

    So in terms of the case you described, you have someone who has a high IQ and average academic skills, the first thing that we should be asking, not just for accommodations planning, but clinically to begin with is, does the person meet the criteria for a learning disability under DSM?

    [00:10:00] DSM uses the term specific learning disorder and DSM 5 changed in some important ways from the prior editions of the DSM. So currently the manual is pretty clear that you need to have below-average academic skills. I think the term is substantially and quantifiably below average compared to age expectations.

    The current DSM does not use intelligence to reference where someone’s academic skills should be. So, if someone’s reading score is 100, then that’s pretty much by definition not substantially and quantifiably below average. So, that would not be a learning disorder, it wouldn’t be a specific learning disorder under DSM 5.

    Dr. Sharp: Okay, sounds good. I think that…

    A clinician might feel, I’m sorry if I can just go on, a clinician might feel like clinically there’s something going on with the individual if there’s this isolated area of relative weakness compared to other things. And maybe at a neuropsychological level, that’s a meaningful [00:11:00] description of what’s going on, and maybe that’s helpful feedback for the person to have that they can take away from the assessment, but that doesn’t necessarily mean that any disorders are present using the operational guidelines in the DSM.

    Dr. Sharp: Okay. I find that that’s a really tough place. For the most part, we’ve done away with that discrepancy model, so to speak, but there’s research, like the stuff from Bruce Pennington and Robin Peterson, there’s some folks that say that the discrepancy criteria is still pretty relevant, especially for folks at the high end of the IQ range. I think that’s where I get stuck.

    Dr. Lovett: I think it’s always hard because we expect that someone who has a high IQ should be performing up to that level and everything. I don’t think empirical research validates that assumption, that IQ is some kind of birthright that earns you the [00:12:00] right to achieve at that level.

    In the child and adolescent population, there are a lot of good reasons why kids with high IQs will often not have achievement that’s nearly as high. So, achievement is something where you need to be exposed to content and material. You have a kid who has an IQ of 120, but are they going to be exposed to math that’s grades above their grade level so that they can also have a math score that’s 120?

    Dr. Sharp: That’s a great question.

    Dr. Lovett: Another thing, statistical phenomena like regression to the mean will also explain why you might have an IQ score that’s very high, but an achievement score that’s somewhat lower and close to the average. So there are a lot of reasons why we shouldn’t necessarily assume that the person will have a flat profile.

    In the past few years, we’ve seen a number of publications looking at the base rates of low scores on a number of different cognitive and neuropsychological batteries showing that it’s perfectly normal and healthy [00:13:00] populations, folks who don’t have any recognized disabilities, to have 1 or 2 or 3 scores that are even 85 or even lower sometimes.

    Dr. Sharp: At least for me, that’s where I think the history comes into play, and it’s so important. Is there an established pattern of weakness in those areas, and, of course, you have to ask about interventions over the years, and all kinds of things? 

    Dr. Lovett: Absolutely. I think history is definitely underrated. When we’re on the topic of learning disorders, one of the things I would note, we need to have histories that are precise about how poorly did someone do.

    Frequently we see histories that say, someone struggled in middle school and I don’t have any reason to doubt that they struggled in middle school, but what does that look like? Is the person doing well? Are they only doing well because of homework assignments and they were failing their exams? We need a lot more detailed information about [00:14:00] what’s going on. Whenever possible, it’s great if clinicians can obtain the objective records to review them, because there are times when folks report histories, and I think it’s an honest recollection, but it’s just not necessarily all that accurate.

    Dr. Sharp: I think you’re right. I don’t know if you’re a parent. I’m a parent, and Lord knows that I’ve forgotten what my kids did last month, even those developmental milestones. I’m a child psychologist and I have probably forgotten when our second kid walked.

    Dr. Lovett: I’m not a parent but I certainly understand. We all know as psychologists that memory is very fallible. If you ask any general psychologist, they’ll be vaguely aware at least of the work on eyewitness memory, but somehow people think that their memory for retrospective ADHD symptoms from 10 years ago is somehow much better than that. The research doesn’t suggest that.

    [00:15:00] Dr. Sharp: Sure. So, how do you get around that? How do you elicit that information from parents when we know what we do about memory and just being busy as a parent and whatnot?

    Dr. Lovett: It’s a great question. Many parents do save narrative report cards from teachers. For ADHD in particular, those narrative report cards are a gold mine. They can, in my experience, show that someone was truly unusual. Teachers often have very good implicit norms, essentially, because they see so many different kids. So they can say what’s unusual or atypical, at least for that school or that district or that local setting. So if there are any saved report cards, that’s always great.

    Another thing is parents’ memories for specific events tend to be, in my mind, more reliable than general overall feelings about a child’s symptoms or behavior. So, if you can recall for me that you [00:16:00] were in the principal’s office several times the past year, meeting with a principal about your son or daughter, to me that’s something that is a more specific recollection and an overall sense that something is unusual. So those things tend to be more helpful and that’s why in general, any history information, the more specific, the better.

    So narrative report cards are great for ADHD symptoms. If there are discipline records or something like that, that can be very helpful. But in general, remembering very specific things that occur and occur with frequency can be very helpful, I think. Also, parental recollections of childhood behavior may be superior to the person’s own recollections of what they were like as a child. That’ll depend from case to case, but in general, that may be better.

    And that goes to the general point of having someone other than the client provide information about symptoms. That’s more something I think for A DHD than for [00:17:00] learning disabilities. But that’s something I would emphasize if you’re testing young adults. We see a lot of evaluations of ADHD where it’s entirely self-reported.

    Dr. Sharp: From a reviewer’s or a consultant’s perspective, what would you suggest for a case where we get a lot of young adults, we’re in a college town, so we have a lot of college students who for whatever reason, we can’t get ahold of their parents or they don’t provide the info for their parents, or they don’t want us to talk to their parents. What would you recommend in cases like that?

    Dr. Lovett: The first thing I would recommend, that’s a great question, is to me it has to be a very good reason not to have any contact with third-party informants. If they’re truly unavailable by phone, you can’t mail rating scales or interviews, there’s no way to reach them, in my experience, that’s pretty rare. I think often the [00:18:00] student may want to get things done quickly, and so the third-party informants can add substantial time to the wait for things.

    At times, the person may be trying to seek help for what are significant symptoms that they’re having. You may have a referral where a physician wants a psychologist to say whether ADHD is present so that a medication trial can be initiated or something like that. And there’s the sense that it’s emergent and something that can’t wait. We’re in the middle of the semester. I’m doing poorly. I’d like to do better. But I still I’m very hesitant to recommend making a diagnosis without third-party informants if they are at all available. It has to be a pretty good reason to not have any contact.

    I explain to the clients that this is something that’s very typical, that it’s not because we’re doubting anything that they say, it’s just that everyone’s going to have a different perspective. For some symptoms, informant reports have been shown to be more accurate than self-reports. And that goes in both directions. There’s [00:19:00] a good deal of research showing that folks with ADHD may under-recognize or underreport their symptoms being unaware of how impairing the symptoms are. So I think there’s quite a lot to be gained in terms of preventing both overdiagnosis and underdiagnosis by getting third-party and foreign reports.

    Russell Barkley, the eminent ADHD researcher, had done a great study, it’s now about 15 years old, looking at how if you’re looking at the outcome of child onset ADHD as someone’s getting older and older, you see the rates of symptom endorsements suddenly decline in many prior studies when the person becomes a young adult, and Barkley showed that that was because they switched the informant from the parent to the child. And the child who’s never been so aware of their symptoms as others are doesn’t report all that many. But if you keep the parent as an informant through the 20s, you see higher rates of persistence of ADHD.

    [00:20:00]Dr. Sharp: Got you. There are a lot of factors too.

    Dr. Lovett: If someone truly doesn’t have access to parents, I would also note friends, peers, and significant others can also be very helpful informants. Again, in my experience, it’s pretty rare that someone doesn’t have anyone else in their life who observes them and can see symptoms.

    Dr. Sharp: I think you’re right. It’s good to hear you say that because typically we’ll dig around and there’s usually a roommate or a romantic partner or a sibling, somebody who can provide some of that info. But it’s good to hear you say that. I am curious, would you specify specifically in the report then that we were unable to get a hold of parents or a secondary informant just to say, hey, we did our due diligence here?

    Dr. Lovett: Absolutely. Anything that shows that the clinician is aware of the issue. To me, I would just [00:21:00] say, as anyone who’s reading a psychological report who themselves has psychology expertise, it makes you trust the clinician’s judgment more; that the clinician is aware of the relevant issues if informants are truly unavailable, but again, how many people don’t have anyone else in their life who observes them? It’s pretty rare.

    I understand that some clients, they’re understandably hesitant to ask, say, a boss about ADHD symptoms or something like that. They may be going to such efforts to conceal the symptoms and the impairment to be able to maintain a job or something like that. So, I understand that there are issues, there are reasons why particular informants may not be useful, but it’s very unusual if someone has no family or friends. In many cases of ADHD, we certainly see clinically that the person’s friends are very aware of their symptoms and it’s a source of either joking or sometimes frustration, and the same thing with romantic partners.

    [00:22:00] Dr. Sharp: Absolutely.

    Dr. Lovett: I tend to be very hesitant to endorse diagnoses when there’s no one else who can report the symptoms.

    Another thing in addition to third-party reports would be objective records of impairment showing poor functioning. So if you’re preparing to make an initial diagnosis of ADHD and the person has not used medication or other sorts of substantial interventions, we would expect to see life impairment in real-world settings. So, are there any records of that? The person says that they are so distracted that it’s to the point where it’s dangerous for them to drive. Are there records showing the problems that they’ve had with driving?

    Dr. Sharp: Right. What I’m taking from all of this, and I guess I probably knew this somewhere in my subconscious, especially in these cases where you’re trying to make a justification for accommodations on these standardized [00:23:00] tests, really precise history, really good examples, documented lifetime impairment, is all very necessary to try to make your case.

    Dr. Lovett: I should say, the recommendations I’m making are even more from being a trained clinician and saying to me, that’s what you would want to have to be sure that you’re not making a misdiagnosis. Different testing entities, different testing agencies have, in my experience, different standards for reviewing documentation, and so I certainly can’t say how any particular agency would handle a prior request.

    And there are other things that matter a great deal to testing agencies like whether or not someone has a prior history of accommodations. So those things certainly play a large role, but to me, again, making a recommendation to make an accurate clinical diagnosis, ADHD, since we’re using that example, is just not the sort of thing that research supports diagnosing based on a self-report in my view.

    [00:24:00] Dr. Sharp: Sure. I could get on board with that. Let’s just go for it. I’m going to ask a question I think that’s probably in a lot of people’s minds, which is, what do you do with kids or, let’s just keep it the kids or teenagers to keep it simple, with those folks who have either all the “behavioral symptoms” of ADHD, but none of the, what we think are cognitive markers or vice versa- they have what I would call, all the cognitive markers, but none of the behavioral symptoms. How would you approach something like that?

    Dr. Lovett: I tend to view ADHD as more of a behavioral disorder, especially in terms of its functional impact and impairment, but with regard to cognitive markers, I guess the question is really what the operational definition of that is. With regard to ADHD, I tend to think of behavior ratings from multiple [00:25:00] individuals as the most valid way, along with objective history and objective records, as ensuring that the person does meet the criteria and has ADHD.

    I tend to not be as positive about say, neuropsychological tests of attention and executive functioning and things like that. So if that’s what you mean by cognitive markers, I wouldn’t view those as being as important. If someone has…

    Dr. Sharp: Do you think any of those are important?

    Dr. Lovett: Any of those diagnostic tests?

    Dr. Sharp: I used the term cognitive markers, so processing speed, working memory, executive functioning measures, continuous performance tests, that’s a can of worms to open, but you get the idea.

    Dr. Lovett: No, it’s a great question. To me, I honestly do think of them as more adjunctive in the diagnosis. One of my first jobs in graduate school was coordinating an ADHD clinic, and the director of the clinic, Michael Gordon, had developed a CPT, the Gordon Diagnostic System. And [00:26:00] so I was lucky to train under him. I was surprised that even though we gave the GDS, the Gordon Diagnostic System, and it has some value in terms of diagnosis, Dr. Gordon was always very open and that year, we wrote a review paper on the topic, but compared to other sorts of tools like rating scales, CPTs and other sorts of neuropsychological tests are not as helpful. 

    Russell Barkley again talked about this. I think in the early 90s he wrote a famous article on what he had called laboratory or analog measures of attention, impulsiveness, and things like that.

    When we’re talking about a disorder that has a functional impact on the person’s life, we want measures that are as realistic as possible. And so even though there’s some attractiveness about a measure that looks like it’s pure in a sense that that purity is also a downside, it keeps us from seeing how the person performs in everyday life.

    And so [00:27:00] diagnostic measures that are more realistic in terms of the task that they’re asking someone to do have much more of that ecological validity, which for testing accommodations certainly is important because we want to know how you behave in a real-world setting.

    We certainly know that many folks who have significant executive functioning problems will nonetheless do well on executive functioning neuropsychological tests. These artificial tests segment executive functioning into a bunch of different areas, the person can handle those, but in actual life where they have to balance this and that coming at them at the same time, there they don’t seem to be too good. Juggling numbers or remembering to press a button when they see one thing and not another is comparatively easy for them.

    Dr. Sharp: Got you. So what measures, if you had to recommend any neuropsychological tests or measures, which ones do you feel get at that real-world executive functioning picture?

    Dr. Lovett: Compared to rating scales, I can’t think of any that have the same real-world impact. [00:28:00] The ones that I see frequently given, even there, I would think, are more rating scale-type measures like the BRIEF for executive functioning. I certainly see a lot of other executive functioning tests when I review documentation, but are many of them all that realistic?

    Again, I can see CPTs and other sorts of measures as adjunctive. I can see them as additional information that may help to confirm a case if it’s a borderline case or to perhaps question that case, but I tend to think that, I don’t know of any tests that are as good, I think, as ratings of behavior from multiple sources. I think that we’re often attracted to the fancy-looking measures, I understand why, and I think there’s a lot of good research on using those measures to do cognitive psychology work, but I don’t know that they’re necessarily as clinically helpful. I don’t think they are compared to other things for [00:29:00] ADHD in particular, I should say.

    You mentioned processing speed, for instance. I know a lot of clinicians who make judgments based on performance on the processing speed subtests of a Wechsler IQ scale. I don’t tend to think of simple visual motor speed as especially helpful in judging how well someone’s going to do in the real world. We have research, my research team has published some studies finding that processing speed is not a good predictor of, among other things, how long someone will take to finish a realistic academic test.

    Dr. Sharp: Well, I guess that raises the question of then, do we have anything that can predict?

    Dr. Lovett: I’m sorry, I didn’t hear you.

    Dr. Sharp: Oh, I said, that raises the question of do we have anything that can predict that real-world performance, again, aside from behavior.

    Dr. Lovett: Sure. With regard to predicting performance on a realistic academic task or a real-world one, I tend to [00:30:00] recommend, even though there are flaws with the measure in certain ways, I often think for kids who are at least in 9th grade for adolescents, and then up through college, the Nelson-Denny Reading Test is one timed reading comprehension test that a lot of folks put in diagnostic evaluations. And I think that when it’s interpreted properly, it can be very helpful.

    The comprehension part of the Nelson-Denny is a 20-minute-long test with 38 multiple choice items, and about 7 passages, and the passages are taken from actual high school and college level textbooks. So, that is realistic in that sense. And I do think that in the context of other evidence of real-world functioning and valid history and things like that, I think the Nelson-Denny, when it’s properly interpreted, can be very helpful.

    The biggest flaw that I would mention with the Nelson-Denny is that it doesn’t have Age norms, right? So for high school kids, Asian grade norms are going to be relatively similar, but for college students, that’s going to be more problematic. A lot of [00:31:00] folks don’t go to college or certainly don’t get college degrees. I think we have to be much more careful in interpreting how someone does it.

    Let’s say you’re evaluating a medical student, and so you compare them to the highest norms available, the Spring Grade 16 norms on the Nelson-Denny. I think you have to be very careful about interpreting that as a sign of disability. Someone might do poorly compared to graduating college seniors, but not compared to the general population, which is really what the disability laws are using as a standard. But I think, again, if used properly, it can be very helpful.

    I should note while I’m talking up the Nelson-Denny, the reading rate score on the Nelson-Denny is not very good psychometrically, and it’s based on only one minute of silent reading without any check on comprehension, so I tend not to rely on that, but the reading comprehension measure from the Nelson Denny is one that I would recommend using, especially for high school students, as well as for college students when it’s interpreted properly.

    Dr. Sharp: Got you. [00:32:00] Well, I feel like we have already packed in a ton of good information at this podcast, but I don’t think we’ve addressed any of the questions that I had written, which is great. I did like that. We’re just running with it. And so I’m already looking forward and hoping that you might be willing to come on again and talk more about your book at some point […]  the ADHD one.

    Dr. Lovett: Yeah, I’m certainly happy to do. The book, I should say, reviews testing accommodations research generally. Larry Lewandowski and I back in 2012, I think, when we started working on it, we didn’t find any up-to-date compilation of all of the research, along with interpreting that research to guide clinical judgments and judgments by schools. So, we set out to try to make some practical guidance based on all of the science that had been done over the past 10, 20 years, especially.

    Dr. Sharp: I can totally get on board that the[00:33:00] the amount of the book that I’ve seen is great. It’s great material and it’s based on science, like you said.

    Dr. Lovett: I appreciate it.

    Dr. Sharp: And you’re, from talking with you clearly, steeped in the research, which is I think so important here and what we do.

    Dr. Lovett: Thanks.

    Dr. Sharp: Let me ask you just to continue and maybe wrap up this ADHD thread and how to assess ADHD. It’s been our topic here. What would you say would be your ideal battery for assessing ADHD in an adolescent or a kid at this point?

    Dr. Lovett: I think of multimodal assessment in terms of the reports from multiple people, including the child if they’re at least of some age where they’re able to fill out a scale or reflect on things, certainly. But norm-referenced ratings of behavior of symptoms of the core ADHD symptoms that are shown to be substantially [00:34:00] above average, I typically suggest the T-Score of 65 or 93rd percentile, something that’s a standard deviation and a half above the average range, either in inattention, hyperactivity, impulsivity, or both. To me, that’s very good evidence for ADHD when it’s paired with an interview that fleshes out what those symptoms look like in the real world setting and it shows the person is functioning poorly, that they’re impaired by that, that they’re having problems.

    So, when you have symptoms that are measured through those rating scales and you have impairment that’s measured by an interview, you have objective historical records that demonstrate that, to me, that’s very strong evidence of ADHD. I don’t know if there’s any need for neuropsychological tests. I tend to be upset. I’ve gone to bat for parents when someone says, a school or some other person says, well, you don’t have an IQ test or something like that.

    To me, you want to measure the [00:35:00] defining features of the disorder are not things that happen to be slightly correlated with the disorder. So working memory on average may be impaired in individuals with ADHD, but does that mean that it’s diagnostic of ADHD? Probably not. Folks who have working memory deficits might have them for a variety of reasons other than ADHD. So, I don’t know if that’s…

    To me, that’s just an example of something where we often rush to a test, but does that need it? I would say the main purpose of an IQ test would be to rule out if it’s a concern, intellectual disability, borderline intellectual functioning, or something like that, and obviously, in many ADHD evaluations, that’s not even on the radar as a concern. But if it is, I would say that’s very useful, at least perhaps to use a screener.

    For many folks who use CPTs or other neuropsychological tests as part of a battery, there’s nothing wrong with that. To me, I would just say that if [00:36:00] the only deficits are shown on those artificial measures, to me, that’s not sufficient for a diagnosis. If we don’t have ratings showing unusual levels of symptoms in real-world settings and consequent impairment, then to me, that’s what I would focus on.

    Again, the neuropsychological measures can help to confirm borderline cases. They also may provide useful information to give feedback clinically to say it looks as though you’re having particular problems shifting back and forth between things. This might be why you have that trouble in the real world. But to me, that’s a little bit more theoretical, a little bit more speculative than the real-world ratings that we have.

    Dr. Sharp: I see what you mean. Well, I’m hearing you loud and clear. It was behavior rating scales, objective history, documented incidents, and reports from teachers.

    Dr. Lovett: Yeah, to me, the general rule is, which do you give more weight to? The 4 hours that you spend with [00:37:00] someone, the 2 hours that you spend with someone, even the 8 hours that you spend with someone or the rest of their life? Which is more important? And to me, it’s obvious. It’s the second one. It’s the rest of their life. The information that you can get from the rest of their life. I mean, you’re getting a much larger sample of data than what you’re getting from the few hours that you spend with them.

    Dr. Sharp: Let me ask one more question with that. Gosh, I could have 15, 000 more questions, but one more question. I want to be conscious of our time. What do you do then when the rating scales are discrepant, where the teacher is endorsing everything, or the parents are endorsing everything, but they are both not endorsing everything?

    Dr. Lovett: It’s always worth going back to the DSM criteria, and we know that the DSM is very clear that the symptoms have to be in multiple settings. When I talk to graduate students, when I do training, I always [00:38:00] say, ADHD is something that you take with you from place to place. If you have problems in one setting, it probably says more about the setting than about whether someone has ADHD.

    So the first thing to consider is, and maybe it’s because as a school psychologist, we get a lot of behavioral training, a lot of ABA training, a lot of emphasis in behavior modification, to me, I always think about the environmental circumstances in the setting. If the problems are only present at home, is that because of an impaired parent-child relationship? If the problems are only at school, is that because of some other learning problem or academic issues or even a particular teacher or the rules of that class? I always try to ask more detailed questions to figure out whether or not the standards for behavior in one setting or another are perhaps unusually high or low.

    So let’s say, for instance, that the parents are not giving, we’ll say a parent is not giving significant symptom ratings than the teacher is. It could well be that the parent in [00:39:00] that particular home, the standards for behavior are extremely lenient and most parents might have actually rated the person as having symptoms, but in this case, the parent may even be somewhat neglectful or may not spend that much time with the kid so it might be to that point. If the child doesn’t ever need to remember things and can make careless mistakes and there are no consequences, the parent may not rate those things as happening all that frequently.

    So I always try to figure out what someone’s standards are for the child’s behavior because I think that matters a lot, but in general, when the symptoms are only present in one setting, that would not meet the criteria for ADHD. And so if the ratings are a valid indicator of whether or not the person is unusual in terms of their symptom levels, then similarly, ratings from one person would not be enough to make a diagnosis accurately.

    Dr. Sharp: Sure. Okay. Well, this has been very informative. It, like I said, went a different direction than [00:40:00] I was thinking, but I think this is valuable for a lot of folks.

    Dr. Lovett: I appreciate it.

    Dr. Sharp: I can already anticipate some of the reactions and comments to the things we’ve talked about, myself included. I think there is a marriage of sorts to a lot of the testing that we do.

    Dr. Lovett: I should say, even though I think that for ADHD, real-world history and ratings are more predictive and more helpful than neuropsychological tests, there are lots of other reasons why in a comprehensive evaluation you may want to give those measures. To me, I’m talking about what the core diagnostic criteria are because I’m very focused on whether someone meets those criteria. And then, for the purposes of accommodations, if that’s at issue, do they show an ADA-level disability? So I wouldn’t want to…

    I probably have come off somewhat as pooh-poohing formal diagnostic tests and the question is always what their purpose is. For the [00:41:00] purpose of determining if someone meets the ADHD criteria, I would tend to think they’re not as helpful as other things.

    Dr. Sharp: Got you. Well, like I said, if you’re open to it, I would love to do a part two where we follow up on some of this and dive into some specific recommendations and accommodations because I think that’s valuable, too.

    Dr. Lovett: Certainly.

    Dr. Sharp: Well, Ben, thank you so much for coming on and talking with us about this, and like I said, I hope to see you again soon.

    Dr. Lovett: I’m very happy to be here. 

    Dr. Sharp: All right. Thanks. Bye bye.

    All right, y’all. Thanks so much for listening to this episode. I’ll always appreciate you tuning in. I appreciate you spreading the word to other folks who might not know about the podcast. The more folks subscribe and rate the podcast, that allows me to continue bringing good content and convinces some advertisers [00:42:00] to continue to support the podcast so that I can keep doing this and keep bringing this to y’all. So thanks a lot.

    Like I said at the beginning, this podcast was sponsored by Q-interactive. They’re going to be sponsoring all the podcasts this month and they have offered an extended trial offer for Testing Psychologist listeners. You can go to helloq.com/home. I’ll have a link in the show notes as well for you to sign up for that extended trial offer.

    Also, like I mentioned at the beginning, I am rolling out The Testing Psychologist mastermind group officially starting March 1st. If you want more information, go to thetestingpsychologist.com/mastermind and you can learn more about what that looks like. Space is limited in this group to only 8 clinicians who want to jump in and do some laser-focused practice building and get support from other assessment clinicians. [00:43:00] So if you’re at all interested, check it out. I know that at least one spot has already been filled. So to thetestingpsychologist.com/mastermind.

    All right, y’all. Thanks as always for tuning in. We’ll talk with you next week. Bye-bye.

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  • 43 Transcript

    [00:00:00] Hey, y’all. Welcome to The Testing Psychologist podcast episode 43. I’m Dr. Jeremy Sharp. I’m really glad to have you with us here today.

    I want to give you a heads up that today’s episode is great, but next week’s episode, the one that comes out on February 5th, I will have two announcement opportunities for The Testing Psychologist podcast listeners and The Testing Psychologist Facebook group members that I am excited about. Two things that I’ve been working on for months now. I am going to be rolling them out during this podcast episode. So enjoy the episode today. I hope to see you next week as well.

    Hello everybody, welcome back to another episode of The Testing Psychologist podcast. [00:01:00] I’m Jeremy Sharp. It’s great to be with you today. I hope everybody’s doing well. I hope everybody is, like I said last time, staying warm. I know I’ve said that a lot but this is important where I’m at right now. Colorado has been pretty cold lately. We still have snow on the ground from a snow about a week ago I know. It’s not as bad as some parts of the country, but it is tough.

    Nonetheless, we get in this pattern where it’ll snow, then it’ll melt a little bit because it gets warm, but then it freezes overnight, and then we get this dangerous sheet of ice over a lot of the streets and sidewalks and such that could last for 3 or 4 months sometimes. I think I’m particularly prone or sensitive to it now because I, for the very first time in 15 years of living here in Colorado, had a minor accident last week when it snowed. I slid on some ice and ran into a [00:02:00] curb and bent some of the steering mechanism in my car. Anyway, kind of a bummer. Hope y’all are doing okay though, and the weather is being nice to you.

    Let’s see. We got a lot to talk about today. I’m going to chat with y’all about money. I’m going to chat with you about three ways that you are losing money and hopefully offer some ideas about what to do about that.

    We’ve had a lot of discussion in the Facebook group lately about how much to charge, when to charge it, and how to make sure people pay. On the flip side, a lot of folks in the group are having trouble collecting on what they’re billing or they’re not billing enough, or somehow they’re losing money on their practices. I’ve seen some comments around it’s not worth it to do a testing practice. It’s not sustainable.

    [00:03:00] That’s the saddest thing ever to me because I feel like the whole mission of this podcast and the Facebook group is to spread the word that it’s doable. And so that’s what I’m going to try to do.

    So three ways that you’re losing money and what to do about it. Let’s dive into that.

    The first way, and I will say, let me back up. I will say that all of these things are coming from my personal experience. I think sometimes, especially when I listen to podcasts or maybe when y’all listen to podcasts, it can be easy to think that whoever is doing the podcast is someone who has it all together or is a business master or business-minded or something like that. I want to tell you straight up that that is not the case.

    Each of these things that I’m going to talk about are things that have been problems here in my practice over the years and things that I think I can say have largely [00:04:00] worked through and gotten to a good place with at this point, but this is years down the road. I’m going on 10 years in practice at this point. So all these things are things that I’ve struggled with and I have no trouble sharing that with you. I hope that you don’t see this as an expert talking to you from on high or anything like that.

    The first thing that I think we lose money with, this has come up a lot in the Facebook group, is not charging for the work that you do. I’ve seen a lot of comments about how people are underbilling for the hours that they work, not charging for certain things that they do, or underpricing themselves. In a testing practice, I think this is a really dangerous approach. Now, some people charge a flat fee and give a discount for services, which I think is reasonable as long as that [00:05:00] discount is reasonable.

    What I’m hearing a lot of, and what has happened to me in the past, honestly, is being afraid to tell people the full fee for fear that they’re going to walk away or not want to pay that, and then you end up doing a ton of work and not charging what it’s worth. That’s what I’m talking about. I’m not talking about setting a flat fee and giving a little bit of a discount for the flat fee or for a cash client or something like that. I’m talking about putting in hours and hours of work that you’re not charging for.

    A lot of people do this. Like I said, I’ve done it. Let’s not do that anymore because testing is a very specialized service. For one, for the most part, you have to be a psychologist, which means you have to have doctoral training. I know there are some exceptions to that in certain states, and that’s totally cool. Either way, a lot of us have [00:06:00] doctorates. If we don’t have doctorates, we have pre-specialized training in assessment, and this is a skill set that not many people have, period. So it’s worth it. It is totally worth it.

    Here are some things that you can maybe think about doing to make sure you’re not undercharging for the work that you’re putting in.

    One, do a search of the market prices in your area. Check out what is the average hourly rate for assessment, or the average flat fee for different types of assessment. If you are not there, raise your fees immediately. Now, do it in a kind way, warn your clients. The cool thing about doing assessment is that you don’t usually have to make a big deal about raising your fees because you don’t typically have ongoing clients. You can just raise your fees and then the next person that comes in the door for an assessment gets the new fee. So check it out. See if your fees match.

    If there’s no one in your area doing assessments, then check out the therapy [00:07:00] rates for people with your level of training, expertise, experience, and go with that.

    The next way that you can hopefully cut down on undercharging is to sit down and do an honest assessment of how much time it takes to complete your typical evaluations. I’m not talking about in a perfect world. For those optimists of you out there of which I am one, don’t be optimistic here. Don’t calculate the time based on a good day or if everything goes according to plan or what a lot of us will call an uncomplicated evaluation. Do a real assessment that includes absolutely everything you would put into your typical evaluation and be honest with yourself.

    Things that I would often not charge for that end up  adding up to at least an hour or two for each evaluation are things like collateral interviews with other providers or [00:08:00] family members, scoring, certainly report writing, school observations, record review, emails back and forth with the client or the parent. All of those things count. So do a real assessment of what time it’s going to take you to do your typical evaluation.

    Maybe you do a few, maybe you do a brief eval for adult ADHD, and then maybe you do a full battery for more complicated issues. So you can set two different tiers for your evaluations, but whatever you do, just be honest about the amount of time that you put into it.

    Now, if you want to do a flat fee, then you can use that info to determine a flat fee that’s reasonable. It’s easy. I don’t think I have to do the math for y’all, but multiply however many hours it takes realistically by your hourly rate. A lot of people that discount for a flat fee for [00:09:00] the eval, especially if you’re charging out of pocket or cash rates that I think is pretty reasonable.

    Now, in this process, you might consider something called value-based pricing. If you’re in very high demand, if you live in an area where there aren’t many services available, if the demand is really high, then you can consider value-based pricing where you upcharge beyond the typical hourly rate simply because you offer a very specialized service that you are good at.

    Sometimes people are like, how can you bill more than is actually reasonable?

    Well, the way that you can do that is because my argument is that I don’t think we should get penalized and make less money because we become more knowledgeable and more efficient at writing reports. For example, if you, let’s say [00:10:00] get good at doing learning disorder evals. You’ve pared down your battery, you have a report template, you’re doing a lot of the things that we talk about on this podcast in terms of saving yourself time and you get efficient at writing those reports.

    Well, if you’re running a cash-based practice where you don’t have to necessarily bill by the hour, so to speak, I don’t think you should be penalized for being more efficient and better at what you do. So that’s where you might consider value-based pricing because otherwise, you would be charging less because you’d be billing less hours because you’ve gotten faster and more knowledgeable and it just comes easier. I don’t know that that’s fair. So, that’s something to throw out there. Consider value-based pricing if that’s an appropriate option for you.

    Going back to that honest assessment. If you are not doing a flat fee, revisit your billing software or talk to your billing person if you have billing software or a billing person, we’ll talk about that later, [00:11:00] and make sure that you’re actually charging for all of those hours. What I would end up doing is I would do these emails or phone calls or a little extra scoring, a little extra writing, a couple of revisions and before you know it, that again adds up to another hour, two hours, and it doesn’t necessarily go into the billing software and thereby it doesn’t get submitted to insurance or even not to insurance, you just don’t bill for that.

    So if you’re not using an EHR, I think this is a great argument to use an EHR because many of them force you to, or at least remind you to document all of the time that you’re actually spending on an evaluation. So, revisit your billing software and billing person and make sure that you are accounting for all the time that you spend.

    Now, if insurance is limiting you, there is, I think, an option that you can pursue that many folks do and that option is to put together or craft a [00:12:00] balance billing form specifying that clients are responsible for anything not covered by insurance. Now there’s a little bit of debate and I think this is a gray area in terms of billing. So make sure to check with your insurance providers, your insurance panels, make sure to check with them and be very explicit and say, am I allowed to bill a client for non-covered services? And if so, what form do I need to have the client sign to make it legal and ethical?

    What happens is many times, for those of you who take insurance know insurance will only reimburse maybe 6 hours, maybe 8 hours, maybe 10 hours for an evaluation. And then what a lot of people end up doing is just eating the extra time and just throwing up your hands and saying, well, I guess I can’t get paid for the rest of that time. I would argue that that is not the case.

    Put together a balance billing form. You will still have to submit those charges to insurance. But what will [00:13:00] likely happen is the insurance company will come back and deny a certain number of hours saying that they were not medically necessary. They were for exploratory testing, any number of reasons, but many insurance plans allow you to charge the client for those hours if it’s a non-covered service. So check that out.

    The second place where you’re losing money is not collecting on what you’ve actually billed. Collections was a huge problem in my practice for, I would say, at least the first three years. One of those reasons is because I was trying to do everything myself which I will talk about just in a bit. But collecting is the other side of billing, of course. Your fees can be as high as you want them to be but if you’re not collecting on what you’ve billed, you’re going to be in trouble.

    I think there are a lot of factors that go into this. One of those factors [00:14:00] is that clients are shocked or maybe just unprepared for what testing is going to cost. And then when the bill comes through either through insurance or as a flat rate, clients bulk at that and then they end up avoiding or not paying. There’s no way to get around it. We are charging large sums of money all at once and that is different than therapy. I think clients have a harder time with that sometimes.

    I think there are a few things that you can do to counter that. One of those things you can do is inform them right up front. I’m as big a fan of doing it as early as possible. We do it on the initial phone call when someone’s calling to request an evaluation. As soon as we get some sense of what they’re asking for, we can say, okay given your [00:15:00] presenting concern and insurance situation, here’s what we would guess the evaluation will cost.

    I’m pretty informal about it and I’ll just joke with people and say, the worst case scenario here is that you’re going to end up owing $2000 out of pocket if insurance doesn’t cover anything. That way, people are at least prepared and they can start to wrap their minds around, okay, this is an investment. This is something that we need to budget for. And this is what to expect.

    Now, people do this in different ways. Not everybody does it on that initial phone call. Some people will do it at the first session. So when you do the intake with parents or with the client or whomever you might interview first, I think it is imperative that you talk about costs right up front. If you prefer to do it at the end of the intake, when you have a good idea of what kind of testing you might do with the client, I think that’s fine as long as you are being very upfront. So [00:16:00] that’s one thing to just to sow the seeds for collecting on the hours that you’re going to bill.

    Now you can see this as all building on itself. So you can’t tell clients what to expect unless you know exactly what you’re charging and you don’t know exactly what you’re charging unless you sit down and do a real assessment of the amount of time you’re going to put in. So keep that in mind.

    Now, one of the other things that a lot of folks do is find some means of ensuring that you’re going to get paid something. Now, there are two ways that you can go about this. One of those is to take a deposit of sorts. You can do this at the initial interview. We do it at the testing appointment, which is the second appointment in the evaluation process.

    I always talk with folks at the initial interview. What we do is we ask for half of the estimated total for the eval at your next appointment, at the testing appointment. [00:17:00] I write it down on an information sheet that I give them that gives information just generally about the testing day. But there’s a little spot there that says, please remember to bring your payment of blank. So you write it down. I talk to them about it and just make sure that they’re aware that they are asked to pay half of that for testing.

    In some very rare cases, we bill a lot of insurance, but in some rare cases we’ve overestimated that amount and I have to issue a refund. I can count on one hand the number of times that’s happened in the past five years probably. So, if you’re worried about that, I would not worry about that. And if you’re a cash practice, then that’s not a concern at all. So, take a deposit at the interview or the testing day. It’s a lot easier to order to give a refund than to try to collect on an unpaid balance.

    The other way that you can do this is to have a credit [00:18:00] card requirement for any evaluation clients. We do this as well. This is just part of our intake paperwork. Folks have to fill out a credit card form. We’re very explicit. We’re not trying to be sneaky by any means. But it’s spelled out right there on the form that their credit card will be charged for any balances that are unpaid. They can specify if they want to bill ongoing charges or if they want to do a larger amount, a one-time payment right then. We give some options on that form, but having a credit card on file gives you some backup for being able to get paid for unpaid bills if clients do not pay them.

    So if you’re someone who struggles with billing, either for one of the reasons that we’ve discussed already or you just have a hard time with money, or you don’t have the time, or you can’t figure it out, or it’s going by the [00:19:00] wayside, then I would consider hiring a billing company. This is the next step. This is one of those things that’s like once I got a billing company for our practice, I have never looked back. You don’t necessarily have to hire a billing company, so to speak, but having a dedicated person to do billing who is knowledgeable in medical billing and can take it over for you, I think is just an incredible move and it leveled up our practice.

    So this is a company or an individual who knows exactly how to go about medical billing. Many of them will integrate with your EHR if you have an EHR. If you don’t, that’s okay too. Many will do it without an EHR, but you can expect to pay anywhere between 5% and 10% of the total collected for a billing company. I would highly consider this if you are struggling at all with getting [00:20:00] your collections.

    One thing I should throw in here, actually, I should have thrown this in a little bit earlier is, if you don’t know how much you’re collecting, you should go figure that out. So, go back to your accounting system, whatever that might be. However you know how many hours you are actually working versus how much you’re collecting. Go back and check that out. If you’re not above 90% collections for the work you’re doing, you need to make some changes. Back to the back to the present here. A billing company, I think is a huge asset. As I’ve mentioned here on the podcast, we use Practice Solutions. They’re at 5%. They do a fantastic job. I think it’s worth it.

    If you think about the math, if you are doing let’s say 5 evaluations a month at $1500 each, you have the potential to make $7500 a month. Now, if you run [00:21:00] into just one of those clients who doesn’t pay for whatever reason or if insurance doesn’t reimburse or whatever it might be, you’re down all of a sudden 20% of your monthly income.

    Just for comparison’s sake, 5% of $7500 is $375. When you compare $375 to a loss of $1500 if somebody doesn’t pay, it’s a no-brainer. It’s totally worth it. I think a lot of us bulk at these monthly charges. $375, of course, it’s not a small amount of money, but relative to how much you could lose, it’s not a lot at all. So think about it. Think about a billing company.

    Now, the third way that you are likely losing money in your practice and the way that I lost a lot of money in my practice was by doing work that you shouldn’t be doing. You know, if you’ve listened to this podcast, that [00:22:00] I’m a big fan of outsourcing whatever you can. 

    I think about five years ago, I started thinking about my time in terms of $100 increments. $100 give or take. You can mess around with that, but it came down to when I am working and billing what I should be billing, let’s just say my time is worth $100 an hour, if I’m not working, whatever I’m doing, I need to ask that question, is this worth $100 for this hour? The answer is very few services that you hire out are going to be $100 an hour. For some of you, this might be $200 an hour or $300 an hour. Very few services are as expensive as what we do especially when you’re direct service like that.

    So I think that’s an important thing to keep in mind [00:23:00] that you are going to be the most expensive admin assistant, receptionist, web designer, AdWords technician, secretary. I mean, you’re going to be the most expensive any of those. Essentially, you can think of it you’re paying yourself $100, $200, or whatever an hour to answer the phone which is not worth it.

    So, think about all those things. Are there any administrative tasks you can get rid of? Is it time for you to outsource answering the phone? Do you need a VA? Do you need to bring on an undergraduate intern? Many universities require undergrads to do internships and they cannot be paid for them, that’s a whole can of worms to open, but they get college credit. They can’t be paid, but they do need to work 10 to 20 hours a week. Do you need to look for an undergrad intern to do some of your admin tasks? [00:24:00] Do you need to hire a receptionist for around $15 an hour? Do you need to outsource your web design? Do you need to pay someone to do AdWords? Do you need to pay someone to answer your emails?

    You might be thinking to yourself, well, what in the world? I’m the only one that knows how to do all of these things. I would significantly challenge you on that assumption. My feeling is that unfortunately, we’re just not that special. I had all those feelings before I hired folks and came to find out there is someone out there even here in my town, I come to find out, who can answer the phone and explain our process just as good as I can, and probably a little better. I come to find out there’s someone out there who can build websites much better than I can.

    So just think about that. I [00:25:00] think anything is trainable if you put the time into it. Again, think about what you might be doing that you don’t need to be doing.

    My friend Kelly Higdon who was on the podcast is a big proponent of not answering her email. If you get a ton of emails a day or you just find yourself sucked into emails, hire somebody. Hire an undergrad, hire a personal assistant, or hire a VA and train them on what kind of emails are important for you to get and which ones you can have somebody else respond to. My guess is that if you sit down and look at it, you’re going to find that there are very few tasks that you have to do just on your own.

    That’s the third thing- doing work that you should not be doing, work that you should think about outsourcing to other folks.

    So that’s my rundown here of [00:26:00] three ways that you’re losing money in your practice right now that you could probably change. As with anything, set aside some time for yourself over this next week.

    Now, if you’re in front of your computer, that’s great. If you’re driving like I usually am when I listen to podcasts, take a moment at your next stoplight and write yourself a little sticky note or talk into Siri or whatever it might be. Set yourself a reminder to block out let’s just say an hour this week to go back and research fees in your area. Determine a new flat fee. Look at your billing software. Research some billing companies, and write up a balance billing form. You can do any of those things easily in an hour. So, take some action. That’s where we’re at today.

    I hope that you enjoyed this podcast. This is something that’s really important. And like I said, it really struck me [00:27:00] when folks started talking in The Testing Psychologist Community on Facebook about giving up their testing practices and feeling like it’s not sustainable and how they’re losing money. That cut right to my core. That’s hard to hear. So, if any of these things can help you bolster your collections and get your practice back in the right place, then that’ll be great.

    Looking forward we have, I have rather, I don’t know why I say we so much, I have a lot of cool interviews coming up. So definitely stay tuned to the podcast. I would especially like you to stay tuned for next week’s episode. Next week, this would be the episode on, let’s see, February 5th, I believe it is, not this Monday or not today or not this week, whenever you might be listening, but [00:28:00] February 5th, stay tuned.

    I am going to announce two really cool pretty big things, changes in The Testing Psychologist world, opportunities for listeners, opportunities for the folks in the Facebook group. So try to keep that in mind. I’d love to have you listening to that episode on February 5th to get in on some of these things that I’ve had in the works for quite a while. I’ll be really excited to unveil those to y’all.

    Now, in the meantime feel free to join us in the Facebook community. If you haven’t already, it’s The Testing Psychologist Community on Facebook. And if you want to listen to past episodes or read some blog posts or get info on consulting or support in your practice, you can go to thetestingpsychologist.com and check out everything else that has been going on over the last several months in The Testing Psychologist world.

    All right y’all, take care. Great to be with [00:29:00] you. See you next time. Bye bye.

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  • 42 Transcript

    [00:00:00] Hey y’all, welcome back to The Testing Psychologist podcast. This is episode 42.

    Hello, and welcome back to another episode of The Testing Psychologist podcast. It has been quite a while since I have talked to y’all. I think the last episode came out on December 30th. Goodness, that feels like a long time ago. I guess it has only been about three weeks, but good to be back and recording some more episodes.

    I’ve been thinking a lot about the podcast over the last few weeks and I have some great episodes in the queue I think. Good interviews coming up and have dialed in a few topics through the Facebook group. So I’m excited. It’s great to be back on the podcast today.

    Today is a solo [00:01:00] episode. I’m going to be talking with y’all about marketing again.

    Now, we’ve talked about marketing two different times on the podcast and had some guests who talked about marketing here on the podcast. John Clarke is the first one that comes to mind. He was just a few episodes back, but marketing, I think is worth revisiting time and time because it’s something that continually comes up and something that people always have questions about. So I wanted to touch back in and do what I would call a marketing roundup.

    By a marketing roundup, I mean, I want to run down some of the ways that we can market our practices and touch on some things that might be a little bit more obscure than others, put it all out there here in one episode for y’all to listen to. I have a variety of ideas about how and where to market your practice.

    I think this is [00:02:00] timely as the new year gets going. A lot of people are redoing a financial plan or business plan for the upcoming year, setting goals, that kind of thing. And marketing is a big part of that process in gathering referrals for your practice. So, let’s go ahead and dive into some of that.

    I’m going to start talking about what I’ll call face-to-face or person-to-person marketing efforts. There are a lot of professions and other folks in our communities that I think we can market to face-to-face or by reaching out and inviting them to meet with us directly. I’ll talk in just a bit about one set of people where it is probably not helpful to try to reach out and meet them face to face, but we’ll save that here for just a little bit later.

    In terms of the folks who seem to be easier to meet face to face, there are several folks on that list. The most obvious are other mental health professionals. [00:03:00] It’s easy to go through Psychology Today or whatever local directory you might use, or connect with other people in your community if there’s a community mental health practitioner Facebook group, that can be a great way to identify other practitioners, but that’s a great place to start. 

    I always say that it makes a lot of sense to network and connect with therapists who see the kind of clients you would want to be evaluating. It seems like a no-brainer, right? For me, I evaluate kids. I tend to go toward child therapists and adolescent therapists. Other folks, of course, if you’re working with older adults, you might network with people who are doing pain management kind of therapy or relationships, depression, anxiety- adult therapists. It’s pretty straightforward.

    The other [00:04:00] mental health practitioners, excuse me, who I tend to meet a lot with our other testing folks. I know that some cities or towns have a little bit more of an air of competition and that’s unfortunate as far as I’m concerned. I think that it’s worth it to go for it; reach out to other testing folks and approach that meeting as if you are trying to build relationships in the community.

    There’s sometimes a saturation of folks doing testing in a given community. So there might be a lot of folks to meet with, but that’s all right. In some communities, there might not be very many testing folks. In that case, you can hopefully bond and join together and get on the same page with what it’s like to be doing testing in that [00:05:00] community.

    So the idea behind all of this is that eventually, even though it may seem like you’re networking with your competition, one or both of you are going to get full eventually and you’re going to need referral sources. So it really, I think can do nothing but help you to reach out to folks who are also doing testing in your community and try to connect with them.

    Now, other folks seem to be good face-to-face marketing people. Psychiatrists tend to do pretty well with face-to-face marketing. They’re also a great referral source for us, for both adults and children. Attorneys, I think are great face-to-face networking sources. They are often not quite as busy as physicians, so you can get face-to-face time with them.

    I should back up. When I say face-to-face time, I mean going to coffee, going to [00:06:00] lunch. I think it always makes sense to offer to pay if you’re the one who initiates the interaction. Just to make that clear, I’m not talking about necessarily going to these people’s offices or office hours or whatever, breaking in and trying to meet with them. Sending messages, letting them know what you do, and inviting them out to coffee. I have yet to have someone turn me down for that, at least in our community.

    Now, other folks that can do face-to-face marketing. School counselors and school staff I think are great. Again, they can be a little bit busy, but a lot of them at least have a lunch break or would be willing to meet after school. I have found those folks to be great referral sources as well.

    Now, one group of individuals who I think are great face-to-face marketing folks are other parents or families. This is something that I teach in my [00:07:00] Private Practice Rocks workshop, which is a workshop I give to grad students here in the community and other professionals too, but it tends to be a lot of grad students. I jump on board with this idea that whether we like it or not, everything that you do in your community is marketing to some degree because everyone is a potential referral source.

    What that means is, for those of you who tend to be a little bit more introverted, this is something to keep in mind as you’re out in the community. If you have kids, you’re hanging out at the playground with other parents. If you are spending time with other adults, anyone that you might be spending time with or hanging out with, it seems like the conversation inevitably turns to what people do for work and I think [00:08:00] it’s worth it to get comfortable with talking about what you do and what kind of work you’re performing and find a way to talk about assessment in a way that’s palatable or user friendly for folks out in the community.

    I think the other side of that is that you have to keep in mind to some degree that the way you present yourself in the community is going to make a difference in how people see you and how people refer to you. I have been reminded of this many times when I’ve been at a playground with my kids and sometimes it’s around other parents from school, sometimes we’re just out at a random playground or something, and I am always conscious of how I’m interacting with my kids, what people might see me doing and how I talk to them. Not that I’m berating them in private or anything, but [00:09:00] trying to be on your best behavior as much as possible.

    This happened to me this past weekend when I had my oldest at a playground. He is a kiddo that I’ve talked about before on the podcast. He is pretty sensitive. He is, I think, a touch anxious and has trouble with emotional regulation sometimes. He’s 6 years old. We’re at the playground. We were playing basketball, playing soccer, whatnot, and he’s just having a rough day. He was crying more frequently than usual, getting upset, and changing the rules of the game. It didn’t feel fair. I was cheating. That kind of stuff. Maybe this sounds familiar to some of you who have kiddos or nephews or nieces or whatever.

    Anyway, after a half hour or so of that kind of thing, I was getting a little frustrated. I had taken a break and had walked away from him [00:10:00] and he was following after me and was yelling a little bit and trying to initiate another game. Lo and behold, he sees somebody on the other side of the playground from his school. So he goes on to talk to that kiddo. And soon the kid’s mom comes down to talk to me. We’d been sharing the playground with this family for a while, but it just took him a while to notice that this kid went to his school.

    Anyway, this mom comes down and it turns out she is a high school counselor and she works at a school that I have seen a lot of kids from, but we never talked in person. She introduced herself and I said, what’s your last name? That sounds familiar. And she said the same. She’s like, Oh my goodness. I’ve read your reports.

    So it was just another reminder that, like it or not, we are visible in the community and [00:11:00] what we do and how we interact with others, it makes a difference.

    That was a little bit of a long story just to say that anytime you’re out in the community interacting with anyone, that’s an opportunity to do “marketing”. So, being talkative, being inquisitive, being kind, all of those qualities, even though it’s not explicitly marketing, you’re not trying to make a sale right at that point, it’s still important.

    So like I said, if you’re an introvert, you might have to work a little bit to put yourself out there, to approach that group of parents, to break into that group of peers and join the conversation just to put yourself out there.

    So, those are the folks that I have found are pretty amenable to face-to-face marketing.

    Now the one group of [00:12:00] people who I have found is hard to do face-to-face marketing to are physicians. I think there are ways that you can get in front of them, but generally, when I’m trying to connect with a medical practice, I’m going to go through the referral coordinator more than the actual physicians. Nearly every medical practice of any size will have a referral coordinator. That person is often a mental health professional, like a social worker or a counselor, at least in our community.

    You can usually get ahold of that person just by calling the office. So you can call and ask if the referral coordinator is in. If they’re not, you can always leave a message, but if they are, you can get them on the phone, and through that person, you might be able to do any number of things. If they’re the ones that handle all of the referrals, which they usually are, you can say something like, [00:13:00] “Hey, I just wanted to check in with you. I’m a psychologist here in town and I do testing. Not a lot of people do testing. So I just wanted to check with you to see who you’re referring to for testing and if that’s a gap that I might be able to fill?”

    I advocate being direct and kind, not pushy, anything like that, but putting it out there and saying, this is what I do. Is that a need that you have? You’ll get varying responses, but that’s a good way to get in the door. If you’re not able to get in touch with the referral coordinator, you can always send a letter to them and then follow up with another phone call a couple of weeks after you send the letter.

    Once you get in some contact with the referral coordinator, you might get lucky and they say, yes, that is a gap in our referral sources. We would love to [00:14:00] talk with you more about that. Can you send us more information? And then you’re in the door. Now, if it takes a little while, you might ask that person if they handle the physician meetings or if there’s an office manager who handles the physician meetings.

    Often at bigger group physician practices, they’ll do a lunch and learn or a weekly or bimonthly meeting where they all get together and learn about a specific topic or sit down with one another to talk about cases and that kind of thing. I’ve gotten to go down to several lunch and learns with different practices. Sometimes they ask for specific information. 

    This big pediatric practice in our area asked if I could bring our entire referral list because they needed therapist referrals, OT referrals, and referrals to different services in the community. So I was [00:15:00] happy to share that with them and we were able to talk about other providers in the community and how to serve people the best we could.

    They might ask for something specific like education on a specific topic like anxiety or ADHD or learning disorders or cognitive decline, whatever it might be, and I would leap at those opportunities.

    So, like I said, physicians are hard to get in front of, actual face-to-face with the physician, but the referral coordinator is a great way to go. The office manager can also help you out if you ever want to do a lunch and learn. And again, in those instances, be prepared. I would ask on the phone if you get that opportunity to say or to ask rather whether you should buy lunch or whether lunch is provided and just be prepared to buy lunch if you need to do that.

    As we move on, I’m going to transition away [00:16:00] from talking about face-to-face or even not face-to-face marketing with people and talk more about well, non-people marketing. This dips into the world of online presence, online marketing, marketing strategy, that kind of thing.

    Like I mentioned at the beginning, I had John Clarke on the podcast a few episodes ago. John is from Unconditional Media, who is a media company. They specialize in Online advertising and SEO and that sort of thing specifically for therapists. So you can listen to that episode and get a better sense of what I’m talking about here. But just briefly, touch on, I think the online marketing piece is growing more and more important as time goes on. I found online marketing to be particularly helpful in larger cities.

    [00:17:00] On the flip side, if you live in a smaller town, I think it can be a lot easier to do face-to-face marketing and build relationships over time. The likelihood is that there are going to be fewer people doing testing. So you might be able to gain some traction a little quicker. I found that with the folks I consult with who live in larger cities, online marketing becomes more and more important. 

    When I say online marketing, one of the first things that comes to mind is your website. Your website doesn’t just inherently do marketing on its own, but it forms the bedrock of any marketing effort you might put out there because any marketing effort you do online is going to come back to your website. If you have a website that sucks, you’re not going to probably convert any people who click on your online ads or otherwise find you online.

    [00:18:00] So I always go back to that website as a bedrock for your online marketing efforts. What that means is writing your website and designing your website in such a way that it puts testing front and center.

    When I do website reviews for my consulting clients, I talk with them a lot about, one, I run into a lot of folks who don’t have testing front and center. And what I mean by that is that if you’re a testing person and you’re trying to put that forward as a primary service in your practice, it should be immediately visible on your homepage, and very clear that that’s something that you do in your practice and something that is a specialty. So that gets into website design, of course, and how you put information out there, but whatever it takes, that’s something that you have to do. You have to put testing front and center so that someone knows within [00:19:00] three seconds of going to your website that you do testing.

    The other piece of getting your website in good shape is to make sure that you have a good copy. This is related to the first point that I made that you have to have a… I would have at least one specific page set out for testing services. If you want to do even better, I would separate your testing services into different pages.

    So you can have single pages for ADHD testing, autism testing, dementia testing, Alzheimer’s, and learning disorder testing. You can separate all of those into different pages and each of those is going to help you when people come to look for services and testing services. And what that communicates is, Hey, this is something that’s really important. I’ve chosen [00:20:00] to put the time into it to specify all these different types of testing that I do. So making sure the copy is good and that encompasses everything from grammar, punctuation, layout, design, all of that kind of stuff.

    There are plenty of people out there who can help you with copywriting on your website. You may even have friends or family who are skilled at that but certainly pay attention to your copy.

    Now, the website also gets into branding. I think there’s probably a lot to be said for branding as a testing practice. I’m admittedly not an expert on branding and brand design and that kind of thing. I would love to get someone on the podcast to talk more specifically about that, but what that means is that from your colors to your logo, to your fonts, to your copy.

    Everything that you put forward on your website should jive with your [00:21:00] testing services to make sure that everything is consistent. So someone doesn’t come to your website and it says counseling experts or something like that, or EMDR treatment. Those things are great, but you want to make sure that your branding reflects that you’re a testing psychologist as well.

    This came up for me in an interesting way in that, I think I’ve mentioned on the podcast that my wife is also a therapist. Her branding for her practice is very different than the branding for our practice. She is more of a spiritual, depth-based counselor. She’s doing I think as far away from the medical models as you could possibly be.

    The way that she presents herself on her website is vastly different [00:22:00] than the way that I present our practice, which does go along a little bit more with the medical model and diagnosis and empirically based treatment, things like that. So just pay attention to your branding as well.

    The other piece about your website… As I’m talking about all this, I’m like, I need to have a website expert, but these are things I’ve learned over the years from talking with folks who do websites.

    One of the other pieces is that you want to make sure that your website guides people in the right direction. I think of it like we have to walk our readers or our website visitors through the behavioral chain that you want them to take so that they will eventually end up calling your practice for an appointment. So what I mean by that is you need to have at least one or two [00:23:00] buttons right on the homepage that says book an appointment now, or call us now, or start your assessment today, something that makes it very clear exactly what that person needs to do if they want to make an appointment, because these days, there’s a lot of research around people spending very little time on webpages, and if they can’t find exactly what they need to do within 3 to 5 seconds then they jump somewhere else. So make sure you have buttons right on your homepage for them to schedule or call, if that’s what you’d like them to do.

    Beyond that, there’s a progression, I think of what we generally want our clients to do. Typically, they come to the homepage. We want again, to have it right front and center that testing is a big part of the practice. So then you want them to maybe read a little bit about testing and then maybe click a learn more button. So they go to learn [00:24:00] more. That goes to a specific page just about testing. Maybe it details all the different types of testing you do. Maybe it talks about fees. Maybe it talks about typically who schedules testing what you can get out of testing, and pieces like that.

    And then at the bottom of that page or in the middle of that page somewhere, you want to have another button that says Call us now to schedule your appointment, or email us here to ask any questions about testing. So again, it’s walking the person through what they should do on your website to take those steps to schedule an appointment.

    There’s a lot to be said on websites. I’m going to stop there. But hopefully, you get the idea that websites are important.

    Now, the actual elements of online advertising or marketing are search engine optimization. This is not exactly [00:25:00] marketing, but search engine optimization is the whole process of how you and perhaps your designer, your website person engineer your website so that it is found when people search in Google.

    I think a lot of us make the mistake of putting a lot of time and effort into designing the actual look of the website and making it pretty when ultimately I think I would take just a functional, good, clean-looking website over a fancy website with a lot of bells and whistles as long as that clean, functional website can be found in Google.

    I talk a lot with people who I consult with about putting money not necessarily into the design so much as the search engine optimization and making sure that your pages are written in a way that Google likes, that your keywords are all set up, and so forth so that when [00:26:00] people search testing for ADHD in Boston, you have a better chance of ranking to that first page of Google.

    Again, there’s quite a bit of research around people not moving past the first page. If you’re not on the first page or maybe on the second page, the likelihood is that they’re going to click somewhere else. So that’s search engine optimization.

    And then we get into actual paid advertising. Google AdWords is one form of paid advertising. I think it works well for folks who are searching for someone to do testing, especially in larger cities.

    AdWords are those ads that pop up at generally the top of a Google search. They’ve made them less obtrusive lately, but if you search for a service in your town, like Plumber Boston or something, you will likely see that there are a [00:27:00] couple listings up at the top of the page that say ad in small font. That’s AdWords.

    AdWords is a paid service. Typically, you contract with someone, a professional who’s an AdWords pro who can write the ads for you and make sure that they’re performing correctly. It’s called pay-per-click advertising. The idea is that you write these ads so that individuals who are searching for certain keywords will find your ad when they search on those keywords, and then you pay for every time someone clicks on your ad. Budgeting for this certainly varies. I know a lot of folks who will spend between $200 and $400 a month for AdWords and they have a lot of success with that. AdWords is a [00:28:00] science unto itself.

    I can’t remember if I’ve told the story on here about how I lost a lot of money with both AdWords and Facebook ads. This is the downfall of being too independent and thinking I can do everything on my own. I’ve learned a lot over the years.

    Back in the beginning, I set up what I thought were pretty good AdWords and Facebook ads, put in my credit card info, and hit submit. Those ads got a lot of clicks and I paid a lot of money. I thought I was doing well until I realized that I didn’t have any idea how to track who was clicking, where they were going, or if they were calling based on that ad or what. So I highly recommend if you’re going to do AdWords, or Facebook ads, which I’ll talk about in a second, [00:29:00] make sure you know what you’re doing or hire someone to do it for you, or you can lose a lot of money pretty quickly.

    So, Facebook ads are another paid advertising means. I know that a lot of people do have success with Facebook ads. My sense of Facebook ads though, is that they tend to work a lot better if you already have a pretty visible presence on Facebook for your practice. So maybe you have been building a Facebook business page and you have several likes from, well, this is important, likes from people in the community who are actually potential clients and not just likes from other therapists. I think that a mistake that we make with our business Facebook pages is we can’t solicit reviews, so a lot of people end up getting likes from other therapists, but then other therapists are the only ones that see your content and you ideally would be putting [00:30:00] it out in front of potential clients.

    So like I said, I think Facebook ads can work well if you already have a presence and you know how to target individuals who are your target clients. Again, Facebook ads, I think they’re a science unto themselves and there are plenty of people out there who can do them well, but that is another pay-per-click method of online advertising that you could pursue.

    So that’s my short little roundup of online advertising. I want to move, at this point, to talk about two other random marketing ideas that aren’t exactly marketing, but they’ve worked pretty well for our practice.

    The first one, you’ve heard me talk about, is writing a good report. I’m not going to say much about that because I’ve talked about it a lot but write a good report. Go back, listen to the [00:31:00] episode, I think it was 38 from Dr. Donders about how to write a good report and make it useful because that product is going to live forever in many people’s hands, parents, adults, therapists, pediatricians, physicians, schools, those reports go everywhere. So, make sure you’re editing your reports. They have good content. They’re useful. They’re helpful. They are well punctuated and well proofread. Write a good report.

    The other thing that I wanted to mention was following up on referrals with a thank you fax. We put this into place probably 3 years ago, maybe more. And what this is, is, every time I get a referral from anyone, anything besides a self-referral, I ask for that information on the demographic [00:32:00] form, and I also get a release to send a thank you fax to that person. It’s very quick. There is no content to it really at all. It’s just a face sheet or cover sheet for the fax. We have a template and it just goes out to all those referral sources right after the initial interview, and it just says, “Thank you for sending patient’s name to our practice for an assessment. We will be in touch with any important updates and touch base if we need anything from you. We appreciate it.” And that’s it.

    That sheet goes out to every single referral source and it has made a huge difference. I’ve heard from so many physicians and other therapists that not many people get in touch. They never hear after they send a referral and that it’s just really nice to have that point of [00:33:00] contact. So that’s one small thing that you can do. It does not take much time at all.

    The other thing that I would call indirect marketing is making sure you always touch base with other treating providers. So if you get a referral from a therapist or a physician or a psychiatrist or a neurologist or anyone else in the community, an occupational therapist, speech therapist, tutor, I mean, any of those folks, I always talk with my clients or my parents about who else is working with their kid? Who’s working with their family? Is there anybody else that would be good for me to talk with to get more information for this evaluation? So it goes both ways. It worked well for the parents or the client because they know that you are taking care of them by gathering all these different sources of information. So that’s appreciated.

    But then on the flip side, you get to connect [00:34:00] with a very valid reason, again, great for introverts who might not know otherwise how to connect. You get to connect for a very valid reason with all these other folks in the community. The hope, of course, is that through those conversations you might show your knowledge, and come across as a kind, funny, interesting person, whatever adjective you think describes you and your qualities will shine through and people will connect with you. And so there’s that whole thing of getting referrals from people that you know, like, and trust. I think talking with other providers is a great way to facilitate some of that.

    That is what I would call my marketing roundup. We’ve talked about a lot of different things today. It was very quick granted, and I think there are a lot of topics that we can [00:35:00] dive into in more detail. But again, here at the beginning of the year, I know a lot of you are probably going through thinking about your business plan, your marketing plan, and what you might want to do differently. I don’t know if that’s a resolution of some sort, but hopefully, you’re able to take some of this info and take a few ideas and think, okay, yeah, I could tweak that a little bit, or I need to add that, or maybe I’ll try this next week. That’s the idea here.

    Thank you as always for listening. Like I said, it’s awesome to be back doing the podcast, even though it’s only 2 or 3 weeks away, but I love it. It’s great to see the Facebook community continue to grow. If you’re not a part of the Facebook community, please search for us on Facebook at The Testing Psychologist Community and join our discussion.

    Let’s see, coming up like I said, I have some really good interviews coming up [00:36:00] talking about evaluation of sex offenders and forensic evals, talking about testing accommodations for students based on current research. What else? We’re going to be talking about bariatric evals. So, if you do not want to miss any of those, take 15, maybe 30 seconds, and subscribe to the podcast on iTunes. That’s a great way to make sure that you don’t miss any of the content that comes out in the future.

    All right, y’all. Take care. I’m looking out the window. It is super snowy here in Colorado and I am going to be bundling up to head home. So hope you’re all doing well wherever you’re at. Hope it’s warm and we’ll talk to you next time. Bye bye.[00:37:00]

    Click here to listen instead!

  • 41 Transcript

    [00:00:00] Hey y’all, Happy New Year! This is Jeremy Sharp. This is The Testing Psychologist Podcast episode 41.

    Hey, before we get going, I want to give one last shout-out to Practice Solutions as our podcast sponsor. They have been our sponsor for the past two months and it has been fantastic. I know that a lot of folks have already given them a call to check out their billing services. They do pretty much everything. They do insurance verification. They submit claims. They process payments. They track down payments. They send statements. They do pretty much everything.

    If you are making your financial plan for the new year and trying to get things in shape for your practice, I would strongly consider Practice Solutions. They have a very reasonable fee and they are fantastic to deal with. You can get a discount off your first month’s services if you go to practicesol.com/jeremy.

    All right. On to the podcast.

    [00:01:10] Hey y’all, welcome back to another episode of The Testing Psychologist podcast. In fact, welcome to our last episode of 2017. I can’t believe that we are here. My gosh. I was talking with a friend this morning about how it seems like January 1st has come a little earlier this year than usual for whatever reason. I know for me this year has just flown by.

    As I was sitting down to record this last podcast, I think that was extra apparent because I started the podcast almost exactly a year ago. I think the first episode came out on January 22nd, 2017. I was certainly planning and recording a lot of those episodes before that. So this time of year [00:02:00] was really meaningful for me as far as the podcast goes because it marks a little bit of a landmark.

    When I started all of this, I had no idea where it was going to go. All I knew is that I felt passionate about teaching, sharing knowledge, and trying to help other folks learn how to put testing in business and build a practice around testing. I didn’t know where it was going to go. Luckily, I had a lot of encouragement from my coach, Joe Sanok, at that time, and a lot of other colleagues, family, and friends. It’s been an incredible ride to be able to bring all of this to you over the past year.

    At this point, we have some statistics on The Testing Psychologist Podcast and Community. The podcast, this will [00:03:00] be episode 41, which is fantastic. The perfectionist in me would love for it to be closer to 52 because that would mean an episode every week, but I will take it. 41 is pretty good.

    Let’s see. We have 538 members in The Testing Psychologist Community on Facebook. That has been incredible to watch that group grow. I’m amazed every day when I see posts in the group. I sit back and think, oh my gosh, I remember when there were just 20 of my psychologist friends to start out the group. It’s continued to grow and the discussion is so awesome to see people talking about the business of testing, different measures they like, and things like that.

    So we have 538 members in The Testing Psychologist Community. The podcast itself has nearly [00:04:00] 15,000 downloads at this point. It’s been downloaded in over 20 different countries. We have folks from all over the world listening to the podcast and part of the Facebook group. It’s been awesome.

    First and foremost, thank you all for joining me on this journey over the last year or so and walking along with me as I’ve gotten to pursue a passion of mine. It’s been so nice to see others get on board and find some of this helpful. So thank you all.

    To end the podcast year, I thought that I would do a 2017 year-in-review. For this year in view, I was thinking, okay, what would be helpful and interesting with this? And so, I thought that I would pick the top 3 Most downloaded podcasts, go back and touch on [00:05:00] some points from those podcasts, and then I’ll throw in a couple of things that I thought were pretty interesting from random podcasts over the course of the year for myself.

    Without further ado, here are our top 3 downloaded podcasts.

    Number one, Episode #26 with Dr. Karen Postal. For those of you who have been longtime subscribers to the podcast, this probably doesn’t come as a surprise. Dr. Karen Postal is one of the preeminent neuropsychologists here in the country. She’s the current president of the AACN and she’s been very active in the publishing world as well.

    What I talked with Dr. Postal about was her, I think most recent book, I’m trying to think, does she have any other book? I don’t think she has other books. She’s done other articles, but her most recent book, Feedback that Sticks, is [00:06:00] what we ended up talking a lot about.

    Karen shared so many awesome nuggets of information around how to do a good feedback session during this episode. I think people got a lot out of it. She talked with us about the four key components of a good feedback session. She talked about some mistakes that people often make in a feedback session. One of those is spending way too much time on the data and not enough time on explanations, recommendations, and answering questions for people.

    She talked about how to manage difficult feedback. And the way that she suggested that you go about that is she does a best-case, worst-case scenario. I think is very direct and we’ll say things like I know this could be hard to hear. Let me [00:07:00] give you a best-case scenario for 5 or 10 years down the road and I’ll give you a worst-case scenario for 5 or 10 years down the road. We can talk all about what exists at both ends of the spectrum and what might happen in the middle.

    Karen also talked about the importance of providing, this is something that stuck with me, she talked about the importance of providing a grieving period during the feedback session for parents or family members who might be hearing something about their child or about their parent that is hard to hear. Sometimes as psychologists, even testing psychologists, we have to be able to provide space for them to grieve, whatever it is they may have been hoping for, the life they may have been hoping for that family member, and just be there with them. And again, do not get stuck in the data.

    So this was a cool episode. Karen also talked about the importance of improv [00:08:00] classes because one of the main rules for any of you out there who have done improv, you probably know one of the main rules is that you always say yes. So you take whatever suggestion is thrown out on stage and you roll with it.

    Karen put that in context for a feedback session because she was of the mind that as parents or family members may throw out ideas or ask questions or offer opinions during the feedback session, we can get a lot out of just saying yes, finding a way to get on board with what they’re saying or what they’re presenting or how they’re feeling and using that to integrate with the data that we have. Staying on board with people and sticking beside them throughout the feedback process is important.

    So if you did not listen to episode #26, I highly recommend you go back and check it out. There was a link to [00:09:00] Karen’s book in the show notes and it’s a fantastic book. I’ve heard from several people actually who went and bought the book after the episode and said, Oh my gosh, this is great. 

    The premise of the book, I should probably have said this right off the bat, for those of you who don’t know is that she interviewed neuropsychologists and psychologists all over the country, children, adults, different focuses. She asked them several questions about how they conduct their feedback sessions from length to format to who’s in the room to what they say to the language they use. It’s a really good book. So if you have not checked that out, I would recommend it.

    All right. Number two, highest downloaded testing psychologist podcast episode, episode #19 with Dr. Aimee Yermish on Assessment for gifted and [00:10:00] intellectually advanced individuals. This was another rich episode. I think it still stands as our longest episode. I think we clocked in maybe an hour and a half. A big part of that was because Aimee had so much good information to share with us.

    A few things that I wrote down that stuck with me from the episode with Aimee in addition to the specifics that she talked about in terms of measures to use and how to approach gifted evaluations, and she gave us a lot of resources for gifted children, things like that, but one of the things that I took away from that is that she frames giftedness as a cultural experience of sorts and talked about the fact that it is important for practitioners to be [00:11:00] culturally competent with gifted individuals just like we’re culturally competent with any number of other identities. That was interesting to me. I never heard it framed that way, but when she threw that out there, it made a lot of sense.

    Aimee, in the episode, does talk about some ways to become more culturally competent with gifted individuals, but just the introduction of the idea that this is a competency that we should have is I think very valuable.

    Another thing that Aimee talked about was when we do feedback sessions with more gifted kids and their parents, their parents tend to be gifted as well, right? There’s a big heritability to IQ. We often end up in the room with pretty bright parents. And so for those individuals, and in Aimee’s practice, she tends to do longer feedback sessions and more [00:12:00] detailed reports.

    It’s interesting. It’s I think nice contrast to what Karen Postal might say, but for those parents, Aimee spends a little bit more time in the data and will entertain questions around statistics, and standard deviation, and dive into some of those more nuanced aspects of the report for parents of gifted kids because those parents tend to have a lot of questions. They want to understand the nature of the testing, what it means, and how to make sense of it.

    So, Aimee does longer feedback sessions and like I said, a lot more detailed reports so that gifted parents can fully get the nuance of the testing process and your thinking, your interpretation, summary, diagnosis, and all those different pieces that go into the report.

    [00:13:00] Now, another piece that I took away that was a, Oh my gosh, light bulb kind of moment was that Aimee said something like, “Bright psychologists also have to do their own work around being bright or else that will come out as countertransference with our testing clients.” For me, I, again, had never really thought about intelligence as an identity and certainly not something that could come out as countertransference or come into the work with our clients, but when Aimee said that, it’s like, Oh my goodness, of course, it is.

    So that is another little nugget that I took away from mine and Aimee’s podcast together.

    Like I said, she spoke at length about testing with gifted individuals. I really can’t do it justice here in just this [00:14:00] 5-minute little span. So again, check it out. Go back. Episode #19 with Dr. Aimee Yermish was our number two most downloaded episode this year.

    Now, our number three most downloaded episode of The Testing Psychologist podcast. This was episode #24 with Dr. Dustin Wahlstrom and James Henke. It was all about Q-interactive.

    For those of you who for whatever reason, have not heard about Q-interactive, Q-interactive is a digital test administration platform. It’s owned and distributed by Pearson. This is a way of administering many tests on iPads. There are a lot of questions that come up in the Facebook community about gosh, how do I afford testing materials when I’m starting out? This comes up [00:15:00] all over the place. What I talked about with Dustin and James was in large part, how Q-interactive is a cost-effective solution for people starting out and even for folks who’ve been in practice for a while.

    Like I said, Q-interactive is a digital test administration platform. They have access to many of the most common tests that we use. A lot of the Wechsler scale, the WAIS, the WISC, the WPSI, the WIMS, the WIAT, the NEPSY, and The Children’s Memory Scale. What else? The CELF is on there.

    There are a ton of tests that you could administer through Q-interactive. It’s a really good way to get up and running without a huge outlay of cash because their pricing model is, basically you have to buy two iPads if you don’t already have them. At this point, [00:16:00] I think you’re out $700 if you buy two brand-new iPads. Then beyond that, you have a yearly license which grants you a year of access to Q-interactive tests. I believe that’s about $250. It varies depending on how many tests you get. And then you pay by the subtest.

    So this is a great solution. You can get away for under $1000 to get started compared to if you bought all of those testing batteries independently, you’d be looking at at least probably $7,000, maybe $10, 000 for all those test kits. So, it’s an easy way to get into testing, and then you pay based on what you use.

    So if you’re just starting out, if you want to get your feet wet, if you aren’t sure if you want to make testing a huge priority in your practice, this is a great way to do it. And even for established practice owners, it’s, I think, really valuable. The last [00:17:00] test that we bought, the WPSI, I opted for Q-interactive instead of buying the full kit and it’s been great.

    In this episode though, we talk all about how Q-interactive came to be. We do get into a little bit of the development, the standardization, and research equivalency between Q-interactive and paper and pencil tests and that sort of thing. We talk a lot about the cost and how that can save you some money. We do talk a little bit about what might keep you from using Q-interactive and who it might not be for. And then we also discuss future directions for the platform and what else is coming.

    These guys are kind. They’re knowledgeable. They both have been working with Q-interactive for I think going on six years now. They’ve been in those positions. And so they are super knowledgeable.

    If you are someone who [00:18:00] is thinking about jumping into testing or private practice and are worried about the cost, I would highly recommend that you listen to this episode and start to get some sense of what Q-interactive is all about. I think this is good.

    There’s a nice coincidence happening here too because I’ve held off on any announcement about this, but things are looking like they’re going to be finalized very soon where testing psychologist listeners and testing psychologist community members on Facebook will have access to a deal of sorts from Q-interactive. I’ve been working out the details to nail down a deal with them to provide some benefits to our listeners and Facebook community members. So, look for that very soon.

    If you’re not in the Facebook community, this is a great [00:19:00] time to jump in. If you have not subscribed to the podcast, this is a great time to do that as well, because I can guarantee that the first announcements and the first people to know about the Q-interactive deal will be on the podcast and in the Facebook group. So take a couple of seconds and search for us on Facebook. It’s called The Testing Psychologist Community. Likewise, if you have 15 or 20 seconds, just jump into the iTunes podcast store or Google Play or wherever you’re getting the podcast and do me a favor and subscribe to the podcast. That’s a great way to show support and make sure that I continue to have some leverage to talk with these companies and bring these kinds of deals to you.

    Those were our top three most downloaded episodes. Again, #26, All about feedback with Dr. Karen Postal, #19, All about gifted assessment with [00:20:00] Dr. Aimee Yermish, and #24 with Dustin Wahlstrom and James Henke, All about Q-interactive.

    Now, I said that I have two personal favorites that jumped out as I was looking back over the podcasts that I’ve done and I wanted to mention those too.

    One of those was episode…, I don’t have it right in front of me, so I’m going to stumble just a little bit here. Let’s see, episode #16 with Kelly Higdon. This is really interesting. When I interviewed Kelly for episode #16, I knew of her through Joe Sanok who’s with Practice of the Practice and who was my personal coach for many months. So I knew of her and Kelly was really kind. She was really kind. She did a great podcast. We [00:21:00] talked all about building your perfect practice.

    Kelly is like a walking embodiment of building a lifestyle practice. She completely gave up her therapeutic practice, which she maintained for many years. She walked away from that basically to focus completely on an online coaching business that would bring her the lifestyle that she was looking for.

    She runs zynnyme.com. They do a business school boot camp. She also does individual coaching at kellyhigdon.com, but she talked on our podcast on episode #16 about building your perfect practice, and like she does, as I found out over the subsequent months as I got to know her better, Kelly gets to it.

    One question that came [00:22:00] up as we were doing the podcast is, I was talking about how all of us, well, a lot of us anyway, don’t like writing reports. She asked, “Well, I would have to put it out there and ask, why do all of you do this thing that you dislike so much? Why are you choosing an aspect or a modality of practice that requires you to do something that you don’t like?” That was like a slap across the face. I thought that’s a great question, Kelly.

    So if you listened to that episode and missed it, or if you haven’t heard it and are hearing it here for the first time, I think that’s a great thing to be thinking about. It expands to any other aspect of your practice. Why are you doing anything that you don’t want to do? And if you are, let’s find a way to change it. And if you want to do things differently, [00:23:00] let’s talk about how that might happen.

    Kelly is a big proponent of creating the practice that fits your lifestyle, whether that’s financial, whether that’s a schedule that you want to keep, whether that’s a certain number of clients. So if that is interesting at all to you and you haven’t heard it, I would go back and check out episode #16 with Kelly Higdon.

    Now, the other episode that jumped out to me was one that was pretty early on. This was episode #10 with Dr. Megan Warner. Megan and I talked about therapeutic assessment. This episode was pretty high up in the download list. It was definitely in the top 10. The material was really good.

    Megan talked all about therapeutic assessment, which is a modality or approach, I suppose, about [00:24:00] how to do testing in a way that is collaborative, that takes the client’s well-being into account. It really does away with that medical model approach. She integrates personality assessment in particular into her therapeutic practice. And so she talks all about what measures to use, she’s a big fan of the PAI, and how she might integrate personality assessment with her therapy clients and how to market something like that out in your community. All of that is super valuable.

    Megan studied with Les Morey, who was one of the authors of the PAI. So she has a ton of knowledge and she’s so well-spoken about these things. So I would recommend that you go listen to the episode if you have any interest in doing a little more, I would say light assessment, that is not a full cognitive battery. She was great.

    Beyond the knowledge that jumped out, [00:25:00] Megan and I, I think had a nice rapport. She comes across as a very genuine, well-meaning, and easy to talk to individual. So much so that, this is a funny story from that podcast, after that podcast came out, I got feedback from several individuals about how they either wished Megan was their friend or they thought that Megan was the nicest person. That came in several forms.

    The funniest example was probably my own mom who listens to all of my podcasts, of course, which is embarrassing and funny in and of itself, but she texted me after the podcast and said something like, “That Megan Warner is so nice. She is just such a good person.” The fact that my mom picked up on that and was [00:26:00] texting me about Megan stuck in my mind.

    Anyway, Megan and I have maintained contact over the months and she’s just a fantastic person, but that is one that jumped out to me as well.

    It’s hard to capture everything. We’ve done 40 episodes. There’ve been a number of tremendous guests. I feel so fortunate to have been able to speak with all of these individuals and gain so much knowledge myself just from being on the mic with each of these folks and being able to talk about their areas of expertise. So, it’s been great. It’s been an awesome year.

    Thanks to all my guests. Thanks to all of you for listening. I’m really excited about the upcoming year. I just continue to work on moving things around in my schedule so that I can dedicate more and more time to the podcast. We have some great guests coming [00:27:00] up. 

    If you have not subscribed to the podcast, I would invite you to do that. I’d love to have you as a regular listener. And like I said, that’s the best way to show support and I can turn that support into nice deals and advantages with testing companies, other resources, and providers of other services and things like that. So if you haven’t subscribed, please do so. If you haven’t joined us in The Testing Psychologist Community, you are very much invited to do that. We’re on Facebook.

    And if you are interested in consulting, please give me a shout. You can find out more about consulting and what that looks like at thetestingpsychologist.com/consulting. I would love to talk with you. If it’s not right for you, that’s totally okay. If it is, I’d love to work with you.

    [00:28:00] Thanks again. This is awesome. Hope you have a great New Year’s, great holiday season, and I will catch y’all in 2018.

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  • 40 Transcript

    [00:00:00] Hello, and happy holidays to everybody. This is The Testing Psychologist Podcast episode 40. I’m Dr. Jeremy Sharp.

    Before we get started today, I want to give a quick shout-out to our sponsor Practice Solutions. You’ve heard me talk about them before. They’re a full-service mental health billing company They do it all. They do everything from claim submission to sending statements, to collecting payment to collections, and they will help you with all aspects of billing. We’ve been working with them for the past few months, and we are noticing, it looks like about a 30% increase in collections from before we started working with them.

    So if you’re interested in a billing company, I recommend you give them a call. You can do a free consultation and see if they might be a good fit for you. If you go to practicesol.com/jeremy, you can get a discount on your first month’s services as well.

    All right. Now, onto the podcast.

    Hey y’all, welcome back to another episode of The Testing Psychologist podcast. I am Jeremy Sharp. Happy holidays to everybody out there. Hope that you are maybe getting some time off. Let’s see, as this episode is released, we’ll be getting pretty close to Christmas time. So, hope you are all doing well and enjoying the holiday season so far.

    I feel like this time from Thanksgiving to New Year’s just flies by. It’s like I blink and then all of a sudden we’re in January. We’re right in the midst of that. I don’t know about y’all either, but our practice is hectic here at the end of the year as people are trying to get in end of the semester [00:02:00] and maybe grades weren’t quite as good as they were hoping and also trying to get their deductibles met, or sorry, they have their deductibles met and they’re trying to get services before the deductible resets.

    Either way, things have been hectic. But that is all good. My reframe here lately, I got tired of saying that I’m busy. I feel like I was just saying I was busy for a long time. So my reframe is that now I say I am getting the opportunity to help lots of people on days that are particularly busy. So that’s where I’m at.

    Today, I wanted to talk with you about a few different things. Just a few little tips and things that I’m going to be working on here over the holidays.

    I tend to take about two weeks off over the holidays, usually the week of Christmas and the week of New Year’s. Sometimes that’s more aspirational than others, but the idea is that I [00:03:00] block off two weeks to catch up. Usually, by the time I get where I am right now, here at the end of the year, I’ve maybe gotten behind on reports or there’ve been things that have been left over from the practice and there are some loose ends to tie up. So I am taking two weeks off and I wanted to talk with y’all about how to maybe utilize that time.

    My hope is that each of you might be able to take some time off during this holiday season as well. So hopefully you have a little bit of time away from clients. You might be able to block out a few good chunks of time to work on some other things in your practice.

    I tend to do this about twice a year where I go back, revisit, revamp things, take a look at everything, and make sure that everything’s running smoothly. Christmas is one of those times and [00:04:00] sometime during the summer, usually June or July, I will do this as well. So, hopefully, you have the opportunity to do this too.

    If you are sitting at your computer or you happen to be in front of your schedule, it might be a good time to check and see, do you have two days where you could maybe block out 3 to 4 hours on each day just to look at your practice and try to make some things more efficient and tune things up a little bit because I’m going to give you three quick things that you can look at to move in that direction.

    The first thing that I am going to be doing here over the break is taking a good look at my report templates. You may have heard the podcast two episodes ago with Dr. Jacobus Donders, he wrote a book called Neuropsychological Report Writing, and we talked a lot about how to write efficient reports that were useful and not too long.

    [00:05:00] I got a lot of feedback from that episode about how… I think he said that he writes his reports in about 20 minutes not including thinking time, but he dictates reports in about 20 minutes and they end up being 3 to 4 pages long. A lot of you had an, Oh my gosh reaction. It has sparked a lot of discussion too about how to make our report shorter, more efficient, and more helpful.

    Taking that as a springboard, I’m going to be looking at my report template to make sure that I have tightened everything up, and maybe you could do the same. I’ll start at the top and try to look at it with completely fresh eyes. So I look at the header, I’d say, is all that information necessary? Is it clear? Is it exactly what the reader wants or needs? And then move from there down through your various sections. So [00:06:00] taking a critical eye and saying to yourself is this material needed?

    Now, some things that got brought up in the prior podcast that might get cut out are rewriting history a little bit so that you are only including information that is relevant and not just regurgitating info that everybody should probably already be aware of. So cutting down your your background and history. I’m giving serious thought to maybe even eliminating the results section entirely and just letting the score tables speak for themselves at the end of the report, and jumping straight to the clinical impressions and recommendations.

    Now, in those recommendations, you can make sure that you are tying everything together succinctly, but also in a very helpful way. So you’re not again, repeating information that’s already present in the report.[00:07:00] You’re also not repeating information that other people already know. The interpretation should be a section where you’re offering new information. You tie everything together from the testing, and then you relate that directly to recommendations.

    Speaking of recommendations, that is the second thing that I’m going to be looking at. We’ve talked here on the podcast before about trying to have a recommendation bank, and hopefully, you are all building your recommendation banks so that you are not reinventing the wheel with every report you write. If not, this is a gentle reminder to start to develop a recommendation bank that you can pull from and insert into your reports as you go along.

    I’m going to be diving into our recommendation bank and going through each one with a fine toothcomb, fine-tuning the wording, making sure [00:08:00] that the recommendations are helpful, clear, not written with any jargon, and also supported by research. This is one of the times during the year when I’ll go back through and look up a few newer articles and look up any books or other resources that might’ve been published in the last year, just to make sure that the recommendations I am offering are on point. This is something also, I think that helps keep our report writing fresh and makes it a little bit easier.

    I talked with, I believe it was Kelly Higdon way back in episode, gosh, maybe 10 or 12 when she was talking about building an ideal practice. If you haven’t listened to that episode, it’s great. She talks a lot about lifestyle practice and making your practice exactly what you want. Part of that is we talked about how a lot of psychologists choose to do a lot of testing but they hate report writing.

    And she asked the question, [00:09:00] “Well, why are you doing something that you hate so much of the time?” And one of the things that came out of that was figuring out that, for me, revamping the report periodically which includes recommendations, which includes report format is something that helps keep report writing fresh and keeps me interested and keeps me engaged.

    So to go back and look at your recommendations and make sure that those are on point and they’re working for you and they’re working for the client is another thing to tune up here over the holidays. Again, this does not take a ton of time. If you have two hours set aside, you can probably roll through them pretty quickly.

    Now, the third thing that I would recommend you check out is your, I would call it policies and procedures and paperwork. This is a time to go through, if you have employees or psychometricians [00:10:00] or anything like that, to go through and make sure that all of your disclosure statements accurately reflect those individuals’ credentials, supervision requirements, and things like that.

    I always like to go through our paperwork again, to make sure that all of the wording is intact. Maybe some of you have put off putting together a supplemental billing agreement. I know we’ve talked a lot in the Facebook group lately about whether you can charge insurance clients the balance of your testing if the testing is not covered by insurance. So that is one form that you might want to put together if you take insurance.

    If you don’t take insurance, now’s a good time to go through and make sure that your forms accurately reflect your testing process and that you have everything you need in place to make sure that people know what to expect.

    [00:11:00] I would also include fees in this discussion. I think January, the first of the year is a great time to go back and say, am I charging enough? So you can look at the market, you can look at your experience. You at this point have one more year’s worth of experience under your belt. So go back and check that out. Make sure that you are charging what you should be charging and update your paperwork to reflect that.

    So those are going to be the main things that I am looking at over the next two weeks to make sure that the practice is in good shape to keep moving forward here, and maybe you have some other things in mind that you’re going to be looking at as well. But I think now is a good time to again, take the time and revamp a few things, and make sure that you’re good to go when you have a little bit of time off.

    Now, if you have other things that you’re going to [00:12:00] be working on over the break, I would love to have you jump into our Facebook group and talk about it there and let everybody else know what sort of things you are doing to fine tune and make your practice more efficient. So if you’re not a member of the Facebook community, it’s called The Testing Psychologist Community. You can search for it on Facebook. We are over 500 members strong at this point. It’s awesome to see that community come together and see people sharing about the business stuff, the clinical side, asking about measures, things like that. So, we’d love to have you join us if you’re not in the Facebook group.

    Before we take off, just going to give one more shout-out to Practice Solutions. Like I said at the beginning, they do it all in terms of billing. So if you are maybe making a resolution for this coming year to tighten up the finances in your practice, give Practice Solutions a call and see if they can help you. You can go to practicesol.com/jeremy [00:13:00] and if you sign up that way, or just tell them you heard about them through The Testing Psychologist, they will give you a discount on your first month services. Either way, you can give them a call, talk about whether it’d be a good fit, and then go from there. No pressure.

    So thank you again, as always for listening. I think I’m going to be hitting you with another episode before Christmas, or I guess, it’ll come out on Christmas Day and then another on New Year’s Day. I hope the holidays go well for you. I will talk with you next time. Take care.

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