Category: Transcripts

  • 21 Transcript

    [00:00:00] Hey everybody. I’m Dr. Jeremy Sharp. This is The Testing Psychologist podcast episode 21.

    Hello again, everyone. Welcome to another episode of The Testing Psychologist podcast. Hope you’re all doing well today. I am just in a great mood this morning. It’s a Monday morning. And the reason is because I think we have finally had our last snowstorm here.

    Colorado is notoriously crazy for having late spring snowstorms. I thought we had escaped it this year, it’s obviously mid-May, but last week we had two straight days of this heavy, wet snow and ended up with probably 6 to 8 [00:01:00] inches of snow in the middle of May, which is not ideal as far as I’m concerned.

    Growing up in the south, I’m definitely a summer person. I like the heat. I like the humidity. So, that was a bummer to have that thrown upon us all of a sudden, but as is typical with Colorado, the next day it was first about 55 degrees and then the next day it was 60 or 65 degrees and all the snow had melted and now it seems like we are actually, I think done with the snow and we’re really cruising into the summertime, which I’m really excited about.

    Both my kids have learned to ride their bicycles. They love it. So we have been taking some family bike rides and it has set the stage I think for a really cool summer. So hope all is going well wherever you are and maybe you’re getting into the summertime as well.

    I’m going to be doing a solo episode today talking all [00:02:00] about how to hire and train psychometricians. I get a lot of questions about how psychometricians operate in our practice and why you might want to hire a psychometrician. I’m going to talk all about that today and try to give you some info if you’re considering that or maybe even have some psychometricians in your practice, maybe some ideas to streamline that process and get everybody on the same page and make it work as effectively as possible. So I’m going to dive right into it.

    One of the first things when you’re thinking about hiring a psychometrician, and just to back up a little bit, I should say the term psychometrician is a mouthful. Some people will call these individuals techs or testing assistants or technicians, but either way, the [00:03:00] psychometrician is someone who administers the tests and scores the tests for you.

    A good analogy would be, for example, radiologists are not the ones who actually put the vest on you and get you into the radiography machine, whatever that might be. They are not the ones that do that and they don’t print out the x-ray or anything like that, but they are the ones who interpret the x-ray.

    So for us, the psychologists are the radiologist and the psychometrician is more like the x-ray tech; the person who plays this really important role to get everything set up appropriately and make sure the x-ray is taken precisely and then relaying those results accurately and effectively back to the radiologist. That gives you some idea.

    When you’re thinking about whether a psychometrician [00:04:00] may or may not be a good fit for your practice, I can say that the main reason that I ended up taking on psychometricians way back, in the beginning, is because I needed more time. 

    I think I’ve told the story here and maybe on two other podcasts about how back when I launched the testing part of the practice, it was due to getting probably 5-6 times my typical amount of referrals all at once. I went from getting maybe 2 or 3 referrals a month for testing up to, I think I had 15 or 20 all at once at one point due to a change in policy here at our local university. So I had to figure out how to find the time.

    Now, I had served as a psychometrician when I was in grad school. I worked under a clinical neuropsychologist for two years. So I was familiar with that model and I was pretty open to it right off the [00:05:00] bat just because of my experience there. So when I knew that I was getting extra busy and physically could not see all these testing cases, then I started to think it’s time to look for some psychometricians.

    I went to our local graduate school- the department that I did my doctorate and just put out the word that I was looking for two students to come and get trained and be psychometricians in the practice. And that ended up working out really well.

    A big reason that I think a lot of psychologists hire psychometricians is to have more time. If you think about doing the testing, actually administering the testing, depending on the battery you’re doing, that could be 4 hours, 6 hours, maybe 8 hours. So that’s a lot of time that the psychologist could otherwise be using for other things. And that’s why I think a lot of folks do hire a psychometrician to help with that.

    So, if you’re deciding, [00:06:00] I’d really sit down and think what could you be doing with that time: Will that allow you to be free and maybe not work as much but still be able to make some amount of passive income? Would you be able to see more cases? That’s a big motivation. So you could certainly spend your time more on intakes and feedback and interpretation rather than just administering the tests. So there are two factors that you may consider.

    Now, two things that are a little bit tougher about having a psychometrician though is that it does certainly take some time to invest in training depending on the level of experience of that person.

    Now, I typically bring on advanced doctoral students, so these are individuals who are in the latter stages of their PhDs. They typically have at least a year’s experience administering and scoring tests already, and they all have master’s degrees already. So in my [00:07:00] training, there is quite a bit that happens and I’ll talk about that here in just a bit, but they really are ready to hit the ground running for the most part. So that’s something that you would want to take into account.

    We will talk a little bit more as well about the board of certified psychometrists. This is an organization that’s moving to create standards for certifying psychometricians. I’ve met 2 folks who have had some experience with that board, and they just have an incredible experience with testing and are ready to almost just like plug and play in practice because they are so skilled. So the level of training is going to vary, but that’s going to be an investment in your time. I also do ongoing supervision with my psychometrician. We meet for an hour every week. So that’s an investment as well, just on an ongoing basis.

    The other piece I think that’s really crucial if you’re thinking about hiring a psychometrician is that you [00:08:00] have to let go of a certain amount of control. Now, as a practice owner and as someone who likes to do testing in general, I think many of us really enjoy being precise, looking at data, facts, and standardization. So this can be challenging. It was certainly challenging for me as well.

    Now, you can address that with some clear training processes, which I will talk about here in just a little bit as well. But I think that’s just something to think about for yourself, like, would you really be able to let go of that amount of control? And if so, how do you do that?

    Let’s start to talk about how you actually do that.

    For me, the interview and selection process is huge in selecting the psychometrician. Now, of course, I think this makes intuitive sense, but I start from the very beginning when I’m considering who might come on as a psychometrician [00:09:00] here in the practice. When I put the advertisement out, obviously you get applications and emails and that sort of thing. And I am looking right off the bat at the quality of those applications.

    One of the skills that I think is just huge for a psychometrician is attention to detail. They have to be accurate in their scoring, in their writing, in their test administration. Attention to detail is huge. So, I am actually really strict and very attentive to those initial emails that I get. If there are any errors in those emails, I mean, capitalization, grammar, the wrong agency name on the cover letter, any errors at all in the application or on the resume, for better for [00:10:00] worse, I take that as a sign that this person may not have the best attention to detail. And so, I rule out those applications pretty quickly. 

    Once you get past that, then you can really start to focus on the applicants and how they might be a good fit. So in my interviews, I am really upfront with the applicants about what the job entails: what it means to be a psychometrician and what qualities are important for that. Of course, I’m kind. I don’t drop the hammer right away and scare them off, but I’m very clear that two of the biggest things that you have to consider are:

    1) Attention to detail like we’ve talked about, but

    2) Efficiency is a big one as well.

    The way that our practice is set up, we do typically all of our testing in one day. So that tends to be a lengthy day. It’s probably 6 [00:11:00] hours face to face with the client when all is said and done with a lunch break and everything like that. And then it takes at least 2 hours to score everything and do the writing. That’s all the psychometrician’s job.

    I’m very upfront that if the individual is not good at using time efficiently and working fairly quickly and accurately, then it’s going to be really easy to get behind, the cases stack up and then that can be a bad situation. So I’m pretty clear with that. I talk about timeliness very clearly. So making sure that the individual is on time for appointments, on time for supervision, and on time with the reports.

    So, again, I’m very clear about the expectations here in our clinic where my ideal expectation is that the scoring and writing is done at the end of the day after testing. There are some cases when [00:12:00] that might extend out a little bit just working primarily with graduate students- they have schedule issues that they have to work with and sometimes they have exams and that kind of thing. So I’ll give them a little bit of leeway sometimes to make sure that they’re on time, but generally, the expectation is that the writing and scoring is done on the day of testing.

    Now, other things that I really talk with them about include their willingness to ask for help. My worst nightmare is a psychometrician who might think that they are doing things okay but they just cruise along doing it the wrong way rather than ask me a question about it. So I really try to emphasize that I have an open-door policy and I’m very willing to talk with them about any issues that might come up.

    And then another piece that I talk with them about is their ability to take feedback. I’ll touch on this a little bit more as we go along, but a big part of [00:13:00] the report writing process is feedback for me. I use Track Changes to correct and edit their reports, especially initially. And I’m also giving ongoing feedback as we go along and as they are learning and even later stages, sometimes things will come up. And so, I always make sure that the folks are open to taking feedback and hopefully not going to be super defensive. And of course, I try to be kind as well. And that helps, of course.

    So the interview process I think is really important. Generally speaking, I feel like administration skills can be taught fairly easily. Again, I’ll talk about that here and how we do that, but my philosophy is that personality and these other skills that I’ve discussed: timeliness, efficiency, attention to detail, that kind of thing. I think those are way more important than administration skills when someone comes in.

    [00:14:00] Now, of course, they need to be familiar with the different measures, but I’m not drilling someone during the interview about what do you do if the person does not give an answer within so many seconds on the WISC. I’m not talking about that kind of stuff. I just feel like that stuff can be taught and can be taught well. So I’m really focused more on personality and how this person is going to connect with others in the agency, how they’re going to connect with my clients during testing, and how they’re going to get the job done.

    So just to emphasize that, I think the personality is huge. And again, connection with the client. I should have maybe said more about that as I went along, but that is actually really, really important for me and I think for the client too. Testing is just such an intimidating process that you need to have someone who can connect with your client and help people feel comfortable during that process.

    Now, one other aspect of the, I guess you’d say interview processes that I [00:15:00] do ask for sample reports. As I said, everybody who comes in has already done a fair amount of testing. So they always have sample reports ready. I look at those not so much for the content of the interpretation, but really more just to see what their writing styles look like, do they have good grammar and good punctuation? Again, do they have attention to detail? So I’m looking for any mistakes in those reports. That really helps to give me a decent idea of what they’re capable of and how they pay attention to those important pieces.

    Once people get here, then we are talking about training. So during the interview, I always ask them, are they familiar with these tests? I show them our typical battery and try to get some sense of what they are going to be bringing in. Most people have some familiarity with the battery, but not complete familiarity.

    So I always ask: Is there any way you can do some [00:16:00] research on the internet? Can you go to your local clinic? Does your grad school program have these measures? And I ask them to look over any measures that they can just to be somewhat familiar. So it’s not the very first time they’re seeing that particular measure when they come into our practice. That just happens right off the bat during the interview.

    Now on my side, I think the training documentation is really important. And so for you all, if you’re thinking about hiring a psychometrician, I would start right now writing down literally everything you do during test administration. Now I’m not talking about, you don’t have to rewrite the Testing manual or anything like that, but all of those little things like what tests you give, the order that you give the tests, what you do in between, why you’re not giving the tests, [00:17:00] what you say when you greet the client, how you explain the testing day, when you take a lunch break, what order you score things in, how you write, where all the scoring software is, do you do it by hand or do you do it on the computer? You get the idea.

    I would go through your typical testing day and operationalize virtually everything that you can. So just write everything down and try to start. This is going to be the basis of your training manual. Even the little things. That’s one of the big things that I noticed is that I was doing a lot of little things that were second nature to me that other people might not think to do. For example, asking for the parent’s cell phone number so that we can text them when the testing is over, something like that. And that’s just a little piece that’s important that you might skip over.

    Anyway, I [00:18:00] would start and just write down everything that you do, take two testing days. It’ll take you a little extra time, but I think this is really important. 

    Once you do that, you can start to build your training manual. For us, our training manual at this point is pretty lengthy. We have what I would call a macro document that has I’d say a big-picture checklist for the testing day. It’s about 1-2, it might be 2 pages now- a 2-page little document that basically has a 50-item checklist for the actual testing day.

    The idea with this macro document is that someone could come in, they could open this document and as long as they know how to administer the particular tests, they could follow this checklist and get through the testing day and [00:19:00] administer a battery effectively. So it has big picture stuff like greet the client, give them the schedule for the day, ask for their phone number, tell them what the testing day is going to look like, so on and so forth.

    And then it gives the order for the battery that we typically administer. It tells what time to do lunch, how to determine when to do lunch, and then it describes what order to write things in most effectively, where all the scoring software is, and how to do the note in our EHR system, which is TherapyNotes. So, big picture checklist. 50 items sounds like a lot but that includes every test that we administer. So there’s a lot that I think is pretty simple and straightforward on there and just makes up for a lot of items. So that’s our macro document.

    But then we also have micro documents for each test. These are housed in a [00:20:00] binder though we also have them electronically on Google Docs as well, which I would definitely recommend because then you can edit them at will. So, micro documents for each test.

    And these go into a lot more of the nuances of test administration. I don’t really duplicate anything that’s already in the manual, but we do talk about little things to keep in mind that might be buried in the manual or things that you might look over or just little eccentricities that happen when you’re administering that particular test and things to look for and just be aware of. And then, of course, we talk about how to score it and typical questions that might come up and things like that. So we have little micro documents, like I said, for each test that we administer.

    That really makes up our training manual. It’s, like I said, pretty lengthy at this point. The individuals get access to this from day one. I will actually provide access to the [00:21:00] training manual before they come on board. And I really encourage them to look over it even though it’s all theoretical, but just to get some familiarity with our process and with what we do.

    In terms of the training schedule, when someone first starts, we have a fairly structured schedule for how we “onboard them”. The first two days, they observe either myself or another advanced grad student who’s been here for a while. They observe one of those individuals administering all of the tests. So they just sit in the room back in the corner. We, of course, tell the client and everything like that but all they do is observe, and then afterward they stick around and we score everything together. We talk about it, answer any questions, let them look around on the computer, and familiarize themselves with the [00:22:00] scoring software and things like that. So that’s the first two days where they observe someone else administering.

    The 3rd and 4th day, I observe them, or again, another advanced psychometrician would observe them doing the administration. They would do the scoring themselves with supervision, of course. So we’re sitting side by side this whole time. If they don’t need anything, then I can work on other work. If they do, then of course I’m there to help them or the other grad students there to help them. And then walk them through the writing process, and answer any questions. At the end of that fourth day, they’ve either observed or conducted their own assessment for about four days in a row. If they’re good to go, then that’s great. Then I turn them loose and if I feel confident, then they’re ready to go.

    One thing that I [00:23:00] know some other practices do, and this is what I’ve done when I worked for a neuropsychologist was, they do test administrations. So the new psychometrician would have to practice administering on another employee, for example, before they get turned loose with a client. So that is an aspect that I’ve certainly considered adding. I haven’t done it yet, but I know that other practices will do that.

    Now another aspect of this training is that I always have them just shadow me out to the waiting area. So they get a sense of how I interact with the client, talking with the parents if it’s a kid, also modeling interaction with the kids. I think generally speaking, here in our practice, we tend to err on the side of being informal whenever possible. So joking around with the kid, say something like, all right, let’s go back to the torture chamber, something like that, just [00:24:00] to lighten the mood and break the ice a little bit. You get that idea.

    I’ll be pretty informal, of course, as long as it doesn’t interfere with actual test protocol or test administration or anything like that. So joking around, being casual and friendly with the parents and the kiddos. I like to model that really clearly for the grad students just to let them know. I think sometimes they’ll come in and, of course, it’s a new job, they want to do a good job and be pretty precise and professional, but I’ll let them know right away it’s okay to joke around, keep people in a lighter mood. So I think that’s really important.

    Another aspect of training is that we are really big on behavioral observations here. I think this is one of the biggest things when hiring a psychometrician that it’s a big hurdle to get over is, people say, Oh, I’m going to lose all these observations. [00:25:00] Interacting with the client for all those hours gives you so much data. And I totally agree. So that’s a big one. That’s hard to get over. I’ll just put that out there.

    The way that I’ve addressed that, there are two ways. There’s the documentation standpoint. We have actually a pretty lengthy behavioral observations document that I put together that addresses all the different aspects of test-taking behavior, all the way from gate and motor skills to eye contact, to mood and affect, to their effort, response to failure, how much caffeine they drank, were they excited, happy, sad, nervous, all that kind of stuff.

    We have that larger scale document that has a bunch of check [00:26:00] boxes. I try to make it easy where folks can just go through and check off certain characteristics or observations. So that’s pretty important.

    And then I also emphasize taking notes during the actual test administration. So lots of notes in the margins of the scoring booklets trying to document as much as possible what the actual test-taking behavior was like.

    For example, if you’re familiar with the WISC or the WAIS, on the block design, I really want to know, are people missing these items because they are running out of time or because they worked quickly but got the wrong answer. Just a small example like that. With like reading tests, I want to know what kind of errors they’re making and how they responded to that, were they upset, were they not, different things like that. So a lot of notes on the margins.

    Now, one thing that I am working on is an [00:27:00] even more detailed behavioral observation sheet where we have a separate sheet for each test. So let’s say there will be a WISC observation sheet with spaces or blocks for taking notes on each particular subtest so that you don’t have to cram them into the margins. But that’s an ongoing project. So, that wraps it up in terms of training for administering the tests.

    The next part of our process is writing reports. Again, I do a lot of quality control so to speak with scoring to make sure that scoring is being done effectively and accurately. And that leads of course, to writing an accurate report to make sure that the scores are correct. So, there is that piece.

    With the actual reports, it’s pretty simple. We have cloud-based electronic records, so everyone can access the reports that are [00:28:00] written. I just use Track Changes or the editing feature in Google Docs, which is great, for shared document editing. And I using one of those methods make it really clear what changes I’m making to the reports. This tends to be more relevant at the beginning while folks are learning how to write the report.

    And I will say, actually, I should back up just a little bit, that I have honed our report template, particularly the results section where you’re just talking about scores and what range the score fell in and that kind of thing. I’ve really nailed that down to where it’s very structured. There’s not a whole lot of room for creative writing so to speak. And it’s, like I said, pretty structured and straightforward. So that was some work just on the front end that was put in place to make sure that there is standard language in the reports.

    [00:29:00] Either way, I do go through, I edit the reports. I use Track Changes just to let people know little tweaks and nuances here and there that I am making and things that I like to address in the reports.

    And then again, on an ongoing basis, we do supervision each week. So we meet for an hour talking about specific tests, things to watch for, and answering any questions. So we use supervision a lot and of course, talk about interpretation of the tests and things to watch out for there. So those pieces tend to… We tend to focus on that over the first month or maybe 6 weeks of supervision, and then after that, we transition to the work and case consultation and that kind of thing.

    That’s our training process in a nutshell. I know that there are many other models out there. Like I alluded to at the beginning, there is, I think an increasingly popular [00:30:00] push to get your psychometricians certified. So there’s now board of certified psychometrists. I would really love to get a professional from that board to come on the podcast. So I’m going to be working on that. But there is a push to certify your psychometrists. And this is, I think like any other certification, you have to get a certain number of practice hours or supervised hours, there is an exam and then there is a certification that you can obtain. I think the opinion coming out of this so far is that it’s really nice.

    If you do a lot of forensic work, you are probably aware that they will question the qualifications of your psychometrician in court. And so, having a certified psychometrician can really help. And then it’s also, I think just nice for standardization period. You know that you have someone who’s quality and is [00:31:00] administering the tests effectively.

    A step short of that is that I know in children’s hospitals, for example, where they might have a team of psychometricians, they will often have a lead psychometrician who is in charge of supervising and training all of the psychometricians just to ensure standardization as well. So there are a few steps that are possible to make sure that you have a standardized administration process. But like I said, hopefully, I can get someone on to talk about that board of certified psychometrists and really give us more detail on that.

    Thank you as always for listening. This is really cool. I love doing these podcasts and sharing some of this information with you. We have some really cool interviews coming up over the next few weeks. I’m going to be talking with Dr. Bryn Harris down at CU Denver about culturally competent assessment. [00:32:00] I am also going to be talking with Dr. Karen Postal, who wrote the book, Feedback That Sticks, an amazing book about giving feedback and difficult feedback. So I’m really excited for those interviews.

    In the meantime, if you want more information or want to learn more about The Testing Psychologist or testing in general, you can go to the website, which is thetestingpsychologist.com. You can also check us out on Facebook. We have a nice Facebook group going with some discussion talking about all sorts of things testing- that is The Testing Psychologist Community on Facebook.

    And if you are interested in growing your own testing services or need to chat with somebody about how to do that, I would love to talk with you about that. You can schedule a call on The Testing Psychologist website. We can chat and see where you’re at and if it would be helpful to do some consulting around testing in your practice.

    Take care, enjoy the oncoming summer, and I will [00:33:00] talk to you next time. Bye. Bye.

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  • 20 Transcript

    [00:00:00] Dr. Sharp: Hey, y’all. Welcome to The Testing Psychologist podcast, episode 20. I’m Dr. Jeremy Sharp.

    Hello, welcome back to another episode of The Testing Psychologist podcast. Hope y’all are all doing really well. I am doing another pre-roll this week because we have a little bit of a special episode this time. Here in just a minute, I am going to play you the audio from an interview that I did on the Insurance Answers Podcast.

    So the Insurance Answers Podcast, if you haven’t heard of it, is a podcast aimed at mental health clinicians who want to learn more about how to bill insurance in their practices. I got to know the host, Danielle, and Katia, through Facebook, which seems like the place [00:01:00] that I meet everybody these days but with good reason. I have made some great contacts.

    Danielle reached out to me and asked if I would be a guest to talk specifically about insurance billing for psychological testing. I was happy to do that. I think the interview turned out really well. They asked some great questions. We really break down a lot of the small nitty-gritty questions about how to bill insurance for testing.

    My hope is that you will walk away with the idea that it is totally doable if you want to do it. And that has definitely been my experience. In the meantime, I hope you get a nice introduction to Danielle, Katia, and their podcast, and maybe follow up and listen to a few more of their episodes because they’re great.

    So without further ado, here I am on a reverse interview with the Insurance Answers Podcast.

    Danielle: This is episode 19, Insurance Billing for Psychologists, with guest interview, Dr. Jeremy Sharp.

    Katia: Our guest today, [00:02:00] Dr. Jeremy Sharp. He is a licensed clinical psychologist. He’s a Clinical Director at the Colorado Center for Assessment and Counseling, a private practice that he founded in 2009. It has grown to include five other clinicians.

    He earned his undergraduate degree in Experimental Psychology from the University of South Carolina before getting his master’s and PhD in Counseling Psychology from Colorado State University. Jeremy specializes in psychological and neuropsychological evaluation with kids and adolescents.

    He is also the host of The Testing Psychologist podcast, so everyone will have to check that out as well. In this podcast, he provides private practice consultation for psychologists and other mental health professionals who want to start or grow testing services for their practice. Jeremy lives in Fort Collins, Colorado, with his wife who is also a therapist, and his two young kids.

    So welcome Jeremy.

    Dr. Sharp: Thank you. Glad to be here.

    Danielle: Welcome. [00:03:00] Jeremy, tell us a little bit about your role as a licensed psychologist and what types of services you offer with clients.

    Dr. Sharp: I think of my practice in two phases, what I think of now as my former life as a psychologist. I had a generalist practice specialized in couples. So I had a lot of training in emotionally focused therapy for couples.

    Two years after I founded my practice, things started to shift and that’s when I started to focus primarily on just doing testing and evaluation. So I’d say over the last 6 years, something like that, I’ve only done testing primarily with kids and adolescent.

    So that’s what my world looks like these days personally. I do, like I said, psychological testing and neuropsychological testing for kids, a lot of IQ, academic, memory, learning, executive functioning, that kind of stuff, personality assessment.

    And [00:04:00] here in our clinic, we offer a variety of services. So we have a few other therapists who do therapy with kids and with adults. We also do assessment with adults as well.

    Katia: Okay. All right. When people come for psychological testing, what are their main concerns?

    Dr. Sharp: For me, with seeing kids primarily, I get a lot of referrals from pediatricians, from schools and just other parents around town. So I’d say the big three referral questions for us or for me right now are probably, does my kid have ADHD? Does he have a learning disorder or do they have autism? Those are probably the top concerns.

    Katia: Okay.

    Dr. Sharp: And then there’s usually some mood stuff wrapped up in there as well. So trying to separate out like how much of this might be anxiety or depression or even more serious bipolar, psychotic stuff as well, differential diagnosis of most of those things.

    Danielle: Can you tell us a little bit more [00:05:00] about what testing looks like when accepting insurance?

    Dr. Sharp: Oh goodness, yes, testing and accepting insurance. I’m joking. Like everybody, there’s something about testing and insurance, and it’s supposed to be a hard thing but it’s actually not that tough.

    I assume we’ll get into some of this stuff as we go along, but insurance has been pretty easy to deal with in the testing world. There are a few particular insurance companies that are really strict about preauthorization and might limit the number of hours, but for the most part, as long as you have your documentation in place for medical necessity of testing, most insurance companies are fairly easy to deal with.

    Katia: That is really helpful to hear.

    Danielle: That’s really good to hear because I’ve always assumed that it was a huge mess as far as getting testing with insurance. So that’s great to hear that it’s not that difficult.

    [00:06:00] Dr. Sharp: Yeah. I think there was, I don’t know what you’d call it, kind of a holdover from years past. I think it used to be a lot harder. I think it is a lot tougher maybe in a hospital setting, but private practice has been okay. They shifted some of the guidelines for reimbursement for testing, I forget when it was, maybe 2006 or 2008, and that made it a lot easier to get insurance coverage for testing. So I think that’s made a big difference.

    Katia: Interesting. Have you always accepted insurance in your practice?

    Dr. Sharp: I have. Yes.

    Katia: Wow.

    Dr. Sharp: Totally. When I started my private practice, I didn’t even think about not taking insurance. This was …

    Danielle: Right on.

    Dr. Sharp: Yeah. I’m sure y’all are big fans of that. So like I said, I never even considered not doing it. I feel like I didn’t know back then, to be honest, that I could not take insurance. I just thought that’s what you did. [00:07:00] So I did, and it has worked out well.

    And over the years, we’ve gotten busier and busier, and I think have a decent reputation here around town. So I think we could go off insurance, but every time that I revisit it, it just keeps coming back to how important it is for access for certain clients and really for most clients because testing is expensive without insurance. I feel like it’s really important to provide those services for folks through the insurance process.

    Danielle: That’s great. So when you first started accepting insurance, what was the credentialing process like for you?

    Dr. Sharp: Gosh, I feel like I have blocked it out.

    Katia: It’s easy to think.

    Dr. Sharp: I don’t think it was too bad. Maybe y’all could speak to this, but our community has gotten more and more saturated over the years and so I keep referring back to the good old days when I started, which is really not that [00:08:00] long ago, but it felt like it back then that I don’t know that there was a whole lot of competition to get on insurance panels. So it went fairly quickly, like 2 or 3 months.

    Danielle: Oh, that’s very quickly.

    Dr. Sharp: I applied to probably four or five panels; the major ones in our area right off the bat and I haven’t added any insurance panels really since the beginning.

    Katia: That’s helpful. So then how is billing done for your practice?

    Dr. Sharp: We have a combination. Maybe 2 years ago, I brought somebody on, so I contracted out the insurance verification, so we have a full-time admin person who does all the scheduling, accounting part, and sending out bills, but I also have a separate insurance verification team. So we just relay the client benefit information to that team, and then they run it through their system, whatever magic thing that is, and then they [00:09:00] get it back to us quickly.

    Katia: Do they also cover authorizations then for you guys?

    Dr. Sharp: No.

    Katia: No. You do have that in-house then.

    Dr. Sharp: Yeah, we do it all in-house; either I do it because it requires specific clinical information or for some of them, my admin person can do that. It’s more general.

    Katia: And so then your admin person is the one that does the billing for your practice then?

    Dr. Sharp: Yeah, he does all the accounting and keeps track of patients’ bills, sends them out, and collects them.

    Danielle: Payments. So what are the main differences between billing for counseling or therapy versus testing and assessments?

    Dr. Sharp: I think the main thing is probably the hours involved and it totally depends on what kind of assessment you’re doing, but for us where we do pretty comprehensive evaluations, we’re billing, 8, 10, 12 hours of testing per client. [00:10:00] And so I think that’s the thing is like with counseling, you probably have two codes you might bill like the 90791.

    Danielle: Right. And one unit.

    Dr. Sharp: Therapy code and one unit. But for us, you got the interview code and then you have the testing code and that can be different depending on what kind of testing it is. And then some insurance companies prefer you then bill a therapy code for your feedback session. So that gets a little more complicated.

    Danielle: Oh, interesting.

    Dr. Sharp: Yeah. And the documentation. So you have to keep track of the hours that you spent on each test and how much time you spend writing reports. And all of that goes into the testing note that is submitted for the insurance reimbursement.

    Katia: Wow. So that’s very different than the way the counseling piece works then with all of those codes.

    Danielle: Wow. Yeah.

    Katia: The number of hours that you have to put in.

    Dr. Sharp: Sure. And it’s taking a while to get it all [00:11:00] lined up. What was that? How do I keep track of it all?

    Danielle: Yeah, how do you keep track of it all?

    Dr. Sharp: That’s where my EHR system is so helpful. I use TherapyNotes. I picked it initially because it was really well set up for testing in particular.

    So the template that they have for a psychological testing note or neuropsychological testing note is really detailed. It forces you to specify all the tests that you administer and how much time you spend on them, and how much time you spend writing the report. It totals all the time for you and puts it all right there. So I like that structure and that just helps immensely.

    Katia: Wow. Okay. Can you tell us about authorizations for psychological testing? Is that required or is it dependent on the insurance company?

    Dr. Sharp: Totally dependent on insurance. I should back up too, there is also some difference between whether you’re billing for psychological testing or neuropsychological testing, [00:12:00] and it depends on the insurance company. And of course, this is the joke with insurance, you can’t nail it down. Of course, it’s not consistent between …

    Danielle: Of course, that would be too easy.

    Dr. Sharp: Of course. Some insurance companies require preauthorization for psychological but not neuropsychological testing and vice versa.

    Katia: Okay. So can you explain a little bit the difference between what the neuropsychological testing looks like versus the psychological testing?

    Dr. Sharp: Yeah, that’s a little bit of a hard question.

    Katia: I just threw you a curveball. Sorry.

    Dr. Sharp: So depending on who you ask, this answer probably will differ, but generally speaking, when you’re trying to decide if it’s neuropsychological testing or psychological testing, a big question is usually the referral question.

    This is a generalization, but if you’re talking about what a lot of folks will call a mental health diagnosis like depression, anxiety, mood stuff, [00:13:00] even ADHD; a lot of folks will call that psychological testing. Neuropsychological testing typically follows when there’s a consideration of a medical diagnosis involved. So maybe it’s epilepsy or cancer or brain injury, concussion, that kind of stuff.

    Danielle: TBI stuff.

    Dr. Sharp: TBI, yeah. So that’s probably a short answer.

    Katia: No, that’s helpful.

    Danielle: Can you mention different CPT codes? Do you know off the top of your head, what the CPT code would be for, this is another curve ball, sorry.

    Dr. Sharp: Hey, bring it on. Yes.

    Danielle: The CPT code for the initial assessment testing and then the follow-up testing, are they different then?

    Dr. Sharp: I still bill 90791 for the initial interview.

    Danielle: Okay. Would that be the same as a therapy code?

    Dr. Sharp: Mm-hmm.

    Danielle: Okay. [00:14:00] The initial interview where you’re figuring out what they’re coming in for, what sort of tests you would be administering and then you would do the testing codes after that and they come back for the actual testing?

    Dr. Sharp: Exactly. I should say too, I don’t know how much detail y’all want around all the new nuances, but if you are doing neuropsychological testing in specific settings, sometimes they’ll bill on 96116 for that initial interview and talking with other family members and collateral sources of information. There are a lot of nuances to it, but I generally do a 90791 here in private practice.

    Katia: Interesting.

    Danielle: Okay.

    Dr. Sharp: And then the testing codes, like you said, they differ depending on what kind of testing we’re doing and who’s doing it. So that’s another piece that I didn’t even mention. A lot of folks who do a lot of testing will have a supervising psychologist and then have testing be administered by a technician or a psychometrician. And [00:15:00] that changes the CPT code as well.

    Danielle: Okay. At least in Illinois, we have lots of students that are doing the psychological testing for their diagnostic practicum, that would be a different code then?

    Dr. Sharp: Yes. That’s a little bit of a can of worms. As far as I know, there’s a little bit of a prohibition against students doing testing only for student learning. I should probably say that, but that’s the general model. Anyone who’s not a licensed psychologist would bill under a technician code.

    Danielle: Okay. So there’s a different CPT code? Interesting.

    Katia: That’s interesting. Do you have people that work in your practice that are those technicians that administer them or are all of your clinicians licensed psychologists?

    Dr. Sharp: We do have technicians here in the practice. Yes.

    Katia: Okay. I’m wondering what would be behind the decision of who actually administers the test [00:16:00] then?

    Dr. Sharp: The driving factor is probably, there are probably two. One is that a psychologist’s time can be better spent not administering the testing. If you have someone who is really well-trained, like a well-trained technician who really gets the ins and outs of administration and takes good notes and all of that, then that frees up the psychologist for, that could be 8 to 10 hours per evaluation to be doing other things. I think that’s a big part of it, to be honest.

    Katia: Other things like analyzing the results then?

    Dr. Sharp: Exactly. That’s the model that we run here in our practice where I do the interview. I do portions of the testing with each person. So I’m in there for probably 25% of the time in most cases. And then I also do all the interpretation, pulling the data together, writing the summary, [00:17:00] the recommendations, the diagnosis, and producing that final report. I think a lot of folks run a tech model to free up time to interpretation.

    Danielle: That reminds me of like when you go to the hospital to get an MRI, you have the MRI tech doing the actual test, but then you have the radiologist that is interpreting it and writing reports.

    Dr. Sharp: Exactly.

    Danielle: So similar.

    Katia: Right.

    Dr. Sharp: Yes. Very similar.

    Danielle: Oh, makes sense.

    Katia: I’m just curious because I did not realize they even had this. So what kind of experience do your techs have to administer the tests? I’m just fascinated.

    Dr. Sharp: For sure. That’s an interesting question. So the folks that I hire are all advanced doctoral students. And so they’re a year or two away from their PhDs. They at least have master’s degrees and they’ve had at least a year or two of prior testing experience before they come in our [00:18:00] practice. And so that’s their level of training. And then we do on-the-job training once they get here.

    There’s a big push, I forget the official name of it right now, but there’s a certification process for psychometricians that’s gaining steam and that’s starting to become more important, the Board of Certified Psychometrists, I just looked it up.

    Katia: Interesting.

    Dr. Sharp: So there’s a little bit of a push to get certified as a psychometrician to make sure to maintain the quality of administration.

    Katia: Okay. Wow.

    Danielle: Wow. Neat.

    Katia: I had no idea.

    Danielle: I wonder if this varies by state, I wonder. I’m going to have to check it out.

    Dr. Sharp: Yeah, check it out.

    Katia: That is fascinating. Okay. Wow.

    Danielle: What’s the term psychometrician?

    Dr. Sharp: Psychometrician.

    Danielle: Psychometrician, like oh, what do you do? I’m a psychometrician.

    Katia: I had no idea. This is the mind-boggling piece is that from our [00:19:00] perspective as just clinicians doing the counseling part, it’s like, how do you do all of the different pieces? And that’s where we said we really needed to get somebody to interview because it’s just so many different components here with the actual administration and then the analysis and then the feedback. It would be really hard to be a one-stop shop and have to do all of that work alone. That would just be intense.

    Dr. Sharp: Yeah, it’s taken a lot of time, a lot of years, a lot of trial and error, and phone calls with insurance companies to try to nail all of it down. I should say too, this might be a good time to mention that, I don’t know if you’ll do show notes or stuff like that, I have to refer to the current president of APA. His name is Antonio Puente. He has a ton of presentations and information out there about appropriate billing for psychological and neuropsychological testing.

    Danielle: Oh, great.

    Dr. Sharp: So if you can link to that.

    [00:20:00] Katia: Absolutely.

    Dr. Sharp: I know he has a website and some cool resources out there.

    Katia: Okay. I’ll make sure we add that because I think that’s going to be a really helpful link for psychologist listening and even some other clinicians that are allowed in their state to do some of the testing, I think that would be really helpful.

    Dr. Sharp: Absolutely.

    Katia: Okay. It’s definitely more complicated.

    Danielle: You’re claiming that it’s not but I bet once you do it for a while, it’s not so much, but this seems very complicated to me.

    Katia: Right.

    Danielle: That’s saying a lot because billing in itself isn’t complicated to me, but this whole different codes for different tests. You mentioned writing reports and everything, is that also covered by insurance?

    Dr. Sharp: Yes, it is. That was one of those major shifts that I was talking about a few minutes ago, back in whatever it was 2008. Report writing is now covered under the typical testing codes which helps a lot [00:21:00] because I spend between the history and the interpretation probably at least two hours, maybe three or four, depending on the evaluation. So that’s a big chunk of time.

    Katia: Sure.

    Danielle: Depending on the test and everything.

    Katia: Yes. Are there specific tests that are not covered?

    Dr. Sharp: Yes. At least in my world, the ones that are typically not covered are academic tests. So the insurance companies in my understanding is that they operate on the assumption that any academic testing is going to happen through the school district which is a bummer.

    Schools do the best they can and support students really well. There are a lot of students who don’t qualify for testing through the school who could still benefit from it. So that’s tough, but the academic tests are the ones that are typically not covered.

    Katia: Okay. So if you had someone who wanted to come and get services to get that academic testing, [00:22:00] does your company still do them, but it would just be a non-covered service?

    Dr. Sharp: Yeah. There are two different ways that we do that. One is that I cannot administer the entire academic battery. There are different subtests that are maybe a little more relevant for the presenting concern without having to do the whole battery. So we do that sometimes.

    But if someone is coming specifically and they’re only saying, hey, we have a question about a learning disorder. That is purely an academic concern. If there are no other complicating factors then I have to say, okay, well, here’s the deal; insurance doesn’t typically cover testing for learning disorders. So that’s an out-of-pocket expense.

    Katia: Right. Okay, that makes sense.

    Danielle: And then would you possibly refer them to their school? If they would say, oh, I can’t afford that. Would you say, well, your school psychologist would probably do the same [00:23:00] testing or?

    Dr. Sharp: That’s tricky. I was saying that a lot of kids don’t typically qualify for testing through the school unless they’re falling pretty clearly outside the average range for either behavior concerns, disruptive behavior, or academic concerns. At least here, and I think this is pretty consistent, they have to be at least clearly two grade levels behind to qualify for an evaluation.

    Danielle: The squeaky wheel gets to the oil. That’s unfortunate.

    Dr. Sharp: I’m cautious about telling parents what the school will or will not do. I’ll say, you can request this and it might not happen.

    Danielle: Right. Sort of you could look into it.

    Katia: That is interesting. That does make it really challenging if you’re trying to make these assessments and trying to make sure that these kids are not falling down [00:24:00] to the two grade levels behind. If you catch something sooner, then later you would just think that preventatively that would make a big difference to provide appropriate accommodations if needed. That’s definitely a huge challenge that your industry must face then in this respect.

    Dr. Sharp: Yeah. You’re opening a big can of worms there, services in the school.

    Katia: That would be an interesting episode for your podcast because you deal with that side of things; how you guys navigate that. That sounds really challenging.

    Dr. Sharp: It’s interesting you mentioned that. In my next interview, I’m talking with a school psychologist who’s now in private practice to talk about bridging that gap.

    Katia: Wow. Okay, neat.

    Dr. Sharp: It’s a good chat.

    Danielle: You mentioned doing multiple tests in one day. I guess you might have answered this earlier, how you handle the multiple tests is that you [00:25:00] don’t necessarily do them all yourself. You pass them off to the psychometrician. I can’t even get that term right. It’s so new to my lexicon. How do you handle multiple tests in one day if you would be doing it themselves? Do you do a whole battery and are all those tests in that battery billable?

    Dr. Sharp: There are different models in different practices, but we tend to try to knock out the whole battery in one day. So it ends up being probably 4 to 5 hours of actual testing. We take breaks on a lunch break and all of that. We try to try to keep the person engaged as best we can, especially kids.

    So all of that is billable. The limit that I’ve run into as far as insurance billing goes is that some insurance companies do limit you to billing no more than 8 hours of testing in a given day. That’s probably the main limitation but that only [00:26:00] happens with a couple that I work with.

    Katia: Would that include your report writing?

    Dr. Sharp: Yes.

    Katia: What if the testing takes 8 hours and you still have to do the report, you just have to bill it for another day?

    Danielle: The next day?

    Dr. Sharp: Right.

    Katia: Okay.

    Danielle: That makes sense. The insurance companies are saying, you don’t work more than 8 hours a day.

    Dr. Sharp: In a sense, they’re doing us a favor, right?

    Katia: Yeah, sure.

    Danielle: Like go home

    Dr. Sharp: Thank you.

    Danielle: Not to write this report.

    Dr. Sharp: Right. The time that you spend on the report is pretty easily shifted around depending on the date.

    Katia: Okay, so how are rejections handled then? Do you have to deal with rejections often?

    Dr. Sharp: At this point, I don’t get a whole lot of rejections. Having done it for so many years, I know the ins and outs and what insurance companies need, what information and how, what authorizations, and how to write the authorizations.

    Probably the biggest rejections that we get are if [00:27:00] the initial quote of benefits and coverage was wrong for whatever reason and then we have to go back. A lot of insurance companies are decent to work with. If we call and say, oh, we accidentally billed the wrong code for this, can we just resubmit the claim? Usually that works fine.

    Danielle: Okay. That’s similar to the therapy world. If you call and you say, oh, I put in 90837 instead of this, they let you adjust.

    Dr. Sharp: Exactly.

    Katia: I have another question that we didn’t already provide but I’m curious a little bit about what the follow-up session looks like when you’re providing the results for the testing. What is that like for clients?

    Dr. Sharp: So working with a lot of parents, I’ll bring both of the parents in. If the kid is in high school, I’ll have the kid come too. I think [00:28:00] that’s really important for them to have some agency over their testing results and their positive qualities in areas of concern.

    In the feedback session, typically I’ll start and just go over things that went really well and really play up strengths for the client or the kid, talk about how those will serve them and come in handy, and then transition to things that were a little more challenging which often gets at the referral question, the diagnostic picture and how all that fits together.

    So then I present them with the diagnostic picture and then that flows into a conversation about recommendations, what to do, what will be helpful, and what kind of interventions would be appropriate, answer parents’ questions as we go along and try to send them away with a really clear plan of how to move forward and why we’re doing what we’re doing.

    Katia: Okay. What types of things would you end up recommending in general?

    Dr. Sharp: It totally depends on the diagnostic picture, the [00:29:00] kid, the parents, resources, and that kind of thing but I’d say the main recommendations are, I refer a lot of kids for medication consults. That’s a big one. So partnering with psychiatrists and physicians around town. I talk a lot about how to bridge the gap to school and maybe pursue intervention in the academic setting. I talk about that.

    I do a lot of referrals to things like biofeedback or occupational therapy, individual counseling, and family counseling. Those are the main recommendations, social skills groups, that come up a lot.

    Danielle: Oh, sure. Autism diagnosis and things like that.

    Dr. Sharp: Right.

    Danielle: Are there any other tips or tricks that you have for psychologists listening regarding billing?

    Dr. Sharp: I think the biggest thing is having your ducks in a row as much as you can before you start doing testing and billing insurance. To know it’s totally doable. I’ve totally built a practice around it and we’re [00:30:00] successful.

    And like I said, I keep deciding to take insurance, we aren’t going off, so totally doable and there are some nuances to consider and to make sure that you’re doing everything ethically and legally as far as you’re billing and have all those ducks in a row, I think that’s important.

    Katia: That’s really helpful. This was so informative. I did not realize how this all went down and it sounds like you know and figured out the best type of structure that works. You’re providing a wonderful service by structuring it properly and being able to utilize your skills appropriately. So this is really fascinating.

    Dr. Sharp: Oh, that’s great to hear. It’s fun to talk about and I’m happy to spread the word about testing.

    Danielle: What I also like too is that you know when to outsource too. With the technicians doing the testing and everything, I was thinking, oh my goodness, how does he do all these tests, do all this billing and everything, but you’ve recognized your [00:31:00] strengths and you’re the overseer. You’re the radiologist, so to speak.

    Dr. Sharp: Sure. Hey, I’ll take that comparison.

    Danielle: Because doing all the testing yourself would be exhausting and tedious.

    Dr. Sharp: Some psychologists like to do their own testing and I do some, I really like to be in there for some of the testing. I was a psychometrician when I was in graduate school for two years and I enjoy doing the interpretation and the recommendations a lot more at this point. So that’s why.

    Danielle: But you’re there for the initial assessment and things like that, so it’s not like you’re totally removed. You come in and people don’t know who you are, they know who you are.

    Dr. Sharp: Right. Oh, of course. I still consider myself the point person and the main contact for their evaluation.

    I’ll throw this in there just because we’re talking about it, but if you are billing insurance under a psychometrician code, one of [00:32:00] the mandates of that code is that the overseeing psychologist is checking in with the technician throughout the day to make sure that you can adjust the battery if you need to.

    And then they introduce the psychometrician and then they also say goodbye to the client at the end of the day. So there are some guidelines for how to bill under a psychometrician code that are probably important to be aware of.

    Danielle: That makes sense. So it’s not really the psychometrician running their own show. It’s like, okay, we’re tag teaming this.

    Dr. Sharp: Yes, exactly.

    Katia: Exactly, cool. Wow. This is really neat. I’m so glad that you were able to come on and answer our questions about billing for a psychologist. This is just one area where neither of us knows anything.

    You helped to do what we are so passionate about, which was bust these myths about the difficulties with insurance as a provider. And that is one of the biggest things is that the language has been out there that scares [00:33:00] people away. And so I like that you are pro-insurance and have that similar stance and have demystified how intense it is for psychologists. So this is really helpful.

    Dr. Sharp: Absolutely. Thank you so much for giving me the opportunity to come on and talk about all this stuff. I love spreading the word, like I said, and it’s a fun thing. It’s totally doable.

    Danielle: It seems like with any type of billing, trial and error, you learn all the kinks and then once you know how to do it, the ship runs pretty smoothly.

    Dr. Sharp: I think that’s true. I totally agree.

    Katia: Great.

    Danielle: So not to get discouraged by the trial and error piece of insurance billing which I’m sure you’ve gone through.

    Dr. Sharp: Oh, my goodness. Yes, I can’t. It’s like we all say, if we had the money for the time spent on the phone with the insurance companies, it would just be…

    Danielle: Sure.

    Katia: All right. Thank you so much, Jeremy.

    Dr. Sharp: Of course. Thanks for having me.

    [00:34:00] All right. Thanks for listening to my reverse interview with Danielle and Katia on the Insurance Answers Podcast. Hopefully, you took away some helpful information there. If you are billing insurance, maybe there are a few things that you could tweak. If you’re not billing insurance and want to, hopefully, it gave you a little more clarity as to how to do that. Like I said, I think it’s totally doable and has certainly been fairly easy here in our practice once you get those standard operating procedures down.

    So as always, thanks for listening. I’m having a great time doing these podcasts, getting to talk with folks, answer questions, and connect with other people. This has just been an amazing experience so far. I can’t believe that this is already 20 episodes. I remember back before I started thinking, I had no idea what this is going to turn into or end up like. I have to say that it’s been a really cool journey so far. I’ve had such a good time connecting with other folks and learning so much along the [00:35:00] way.

    I hope that you’ll continue to tune in and be part of this community. If you do want to join the Facebook community, there’s some great discussion there on testing preferred measures, processes, billing, different things like that. You can search for our community on Facebook at the bar at the top. So search The Testing Psychologist Community, and you should be able to find us.

    And if you are interested in doing any consulting around building psychological assessment services in your practice, I would love to talk with you about that. We could do a complimentary 20-minute conversation just to see where you’re at, and what you want to do. I’ll give you some ideas about whether consulting could be helpful and if not, where you might go instead.

    So I hope to talk with you next week. We have lots of cool interviews coming up and I’m excited. In the meantime, enjoy the summertime and take care. Thanks, bye-bye. [00:36:00]

    Click here to listen instead!

  • 019 Transcript

    [00:00:00] Dr. Sharp: Hey everyone, this is Dr. Jeremy Sharp. This is The Testing Psychologist podcast 19.

    Hey y’all, this is Jeremy. I know I don’t usually do a preroll like this, but I wanted to give you a heads-up that this podcast is a long podcast for me and there’s a good reason for that. Dr. Aimee Yermish talks to us about so many different aspects of building a practice and working with gifted and twice-exceptional kids. We pack a ton of information into this podcast so I invite you to take some time and stick with us to the end and I guarantee that you will learn a ton.

    All right. Thanks. Now for the podcast.

    Hey everybody. Welcome to another episode of The Testing Psychologist podcast. My guest today [00:01:00] is Dr. Aimee Yermish. I’m excited about our conversation today. We’re going to talk all about giftedness, twice exceptionality, and how Aimee built her practice around assessment with those kids and their families.

    Aimee and I first made contact on the Minnesota Pediatric Neuropsychology Listserv, which some of you might be aware of, if not, it can be a nice resource for conversation and discussion around neuropsychological assessment. I noticed that Aimee was pretty active on the listserv and she had so much good information to share, particularly with kids who were on the gifted spectrum or twice-exceptional spectrum. And that caught my eye, so I reached out to Aimee to see if she’d be willing to come and talk with us about this kind of assessment practice. Luckily, she’d agreed.

    So let me do a little introduction, Aimee, and then we can jump into our interview. Sound good?

    Dr. Aimee: Sounds good. Thanks for inviting me.

    Dr. Sharp: Yeah, of course. [00:02:00] Dr. Aimee Yermish is a clinical psychologist and educational therapist practicing in Stow, Massachusetts. She provides consultation, therapy, and assessment for clients who manifest giftedness or multiple exceptionality. Drawing on her analytical background as a scientist and practical background as a teacher, she focuses on building self-understanding, self-regulation, and range of choice in life. Her book on executive functioning coaching for smart people, If You’re So Smart, is in progress with Great Potential Press.

    Aimee, welcome to the show.

    Dr. Aimee: Hi, thanks so much.

    Dr. Sharp: Welcome. I’m so glad to have you. I’ve been thinking about trying to talk with you for a long time, so I’m glad we could get it together and have you here.

    Dr. Aimee: That sounds great.

    Dr. Sharp: Yeah. I think based on our previous conversations, that we have a lot that we could dive into, so I’m just going to jump right to it. Let’s talk a little bit about giftedness and maybe talk about how [00:03:00] you would define giftedness. We can start there.

    Dr. Aimee: It’s funny because that’s where everybody always starts. I did my dissertation research on the experiences gifted clients have in psychotherapy and every single one, what are you doing your work on? Oh, I’m doing the experiences of gifted clients. Oh, really, how are going to define giftedness? That was always the question.

    The entire field of giftedness research has been going around and around in circles on the definition thing forever. I think it’s a waste of time. At one point during one of these conversations, I said, okay, look, how about you define African American for me and I’ll define gifted for you.

    I was being a little cheeky about it because I was like, come on, not everything can be defined. The more I thought about it, the more I realized it’s true. We can do good research and have good clinical practice on a group, even when it has fuzzy and sometimes internally contradictory boundaries. [00:04:00] Lots of clinically important groups are like that.

    Both in my dissertation and in my clinical practice, if someone wants to come to my office, I’m not going to tell them that they’re not smart enough to hire me. People tend to self-select, but they also do typically have very good reasons to think that they or their children, I work with adults as well as children, they have good reasons to think that they’re gifted or twice exceptional and they’ve often had trouble with other practitioners or they’ve been frustrated in school or in work or in the social world in ways that are pretty typical for gifted folks.

    I have two clients who are pretty average in intelligence. They came to me because they were referred by another very happy client who said, you should work with Aimee. She’s great. I have turned down referrals for kids who are on the intellectually [00:05:00] disabled side of it because that’s an area of clinical competence I don’t have.

    The thing that it helps is, what I found in my research was it makes sense to think of giftedness more as a cultural group. Yes, you have people who are very smart, they catch on to things quickly, they learn things quickly, they learn things well. They may learn things younger or better than other people might be able to but a lot of what we’re looking at is the cultural experience of it. And so then we think about it in terms of cultural competence, just as you would with veterans or Latinos or whatever.

    Dr. Sharp: Okay, that’s fascinating. Is that a widespread belief in the field? I haven’t run across that. Are there standards of competence for working with gifted kids or anything like that?

    Dr. Aimee: Part of what came out of my dissertation work was I came up with a set of provisional clinical guidelines for clinicians who want to work with the [00:06:00] gifted folks. Interestingly enough, I was able to base them very heavily on the, I was like, I don’t know how to write clinical guidelines, let me look at some. I looked at the guidelines for GLBTQ clients and I said, oh, this is a lot of the same issues. A lot of times, it functions culturally as a closeted minority or semi-closeted minority status.

    This goes more towards questions of therapy than assessment but when I’m thinking about why am I good at this and why is this a good niche for me, a lot of it has to do with that notion of thinking of it in terms of culture.

    Dr. Sharp: Okay. Just to maybe backtrack a little bit, that reminds me, it’d be important to probably talk about how you even became interested in this population and why this is so meaningful for you.

    Dr. Aimee: Sure. I walked backwards into it. I’m a multiple time career changer. [00:07:00] I am a grown up gifted kid myself. I’d like to say there’s two kinds of gifted families; those who are shocked to find out that their kids are gifted and those who are shocked to find out that anyone could be shocked to find out that their kids are gifted.

    I grew up in the latter kind of family where I was pretty socially isolated in a small school but my family not strongly valued education and there was a lot of support, everybody in the family is smart, there wasn’t a sense of surprise, I got a lot of support at home.

    And then when I went to a very large public high school in a good district and then eventually to MIT, I was like, oh, well, here I’m totally normal and this is great. And that’s where most of my friends and also my husband we met, when I was an undergraduate. So there’s a community.

    I trained originally to be a molecular biologist but in graduate school realized that I really [00:08:00] loved teaching far more than I loved research. I stepped back and said, you know what, I want to know why my undergraduate students don’t understand science. And so then I went into K-12 teaching. I taught biology, I taught physics, math. I started in high school and then I moved to middle school, picked up a teaching credential along the way.

    One of the schools I taught at specialized in kids with learning disabilities and ADHD. A lot of them had ADHD. I found that I really enjoyed the shared puzzle solving, how do I help this particular kid wrap their mind around this particular concept? How do I get them on board with me to try? So that was like, oh, this is cool.

    And then I taught at a school that specialized in gifted kids. And that brought up a whole new set of challenges. I had a lot of opportunity to be creative as a teacher and to enjoy middle schoolers. People always go, oh, you [00:09:00] poor dear, you taught middle school, what happened? Did you get last choice?

    I’m like, no, middle schoolers are great. It’s all about niches. And for me, those young adolescents are, they have energy, they’re a little nutsy. So much is happening for them psychologically. There’s a lot of leverage. They’re trying to figure out who am I and developmentally, they start to want grownup help who aren’t their parents. So being able as both a teacher and a clinician, to do the object relations work of being an attachment figure outside the family who can say, hey, I can help you here, let’s walk together, that’s rewarding for me.

    I eventually got tired of politics in school and so I went into private practice as a tutor. I could teach AP Biology and AP Calculus [00:10:00] and do it for kids with LDs. So that was a little specialized niche all by itself.

    I got interested in testing and I took this certificate in educational therapy. It was not represented accurately to me when I took it. It was basically Boston Process Approach Neuropsychological Evaluation and Remediation specific to learning disabilities. So that’s how I got into testing.

    And then over time, my clients got more and more unusual, more kids with psychological disorders, more kids with autism spectrum disorders, with trauma and kids who needed official diagnoses, which I couldn’t make. They needed a big doctor person to come in for their special education advocacy.

    What was happening was, I was finding that I had to turn away more and more kids where I’d say, I can’t do what you need and at the same time, I had nobody to turn them [00:11:00] towards. So that’s what got me back into graduate school. I became a psychologist.

    Part of what I liked about graduate school was that I was able to, I went to a professional school, which’s now called William James college, Massachusetts School of Professional Psychology was name at the time. They allowed me to tailor my clinical work to what I wanted to learn and also to do my dissertation work on, as I said, the topic that I was interested in.

    My dissertation is free on my website. People read it. I will talk more about marketing later, but I have to tell you, having paid the extra $40 to ProQuest for the right to put my own dissertation up on my own website has paid off enormously because people read it and they go, oh, you get it.

    Dr. Sharp: She gets it.

    Dr. Aimee: And that’s [00:12:00] the thing, is that in the clinical where the gifted clients often say, well, we have to find therapists who get it, and most of them don’t.

    Dr. Sharp: I was going to say, it sounds like that’s particularly important for this population because you have folks who actually would read a dissertation before coming to see you, right?

    Dr. Aimee: Yes. It’s a qualitative dissertation. It’s very conversational. And the thing is that within the gifted community, people say, oh, you have to find a therapist who gets it and a lot of them don’t. A lot of people have had very bad experiences. A lot of people have a wonderful experience too, but they’ve had very bad experiences.

    The problem is when I would explain this to clinicians, so often the response I would get was, well, there’s nothing to get. They’re all a bunch of narcissists who think they’re all so special.

    Dr. Sharp: Oh, goodness.

    Dr. Aimee: And the harshness of that. I was like, oh, little [00:13:00] unprocessed countertransference match. That was part of the thing, was realizing that, because a lot of the people who would say this were obviously themselves very intelligent, but it was like, this is part of that sense of you have to be comfortable with yourself. So yeah, people read it and they go, oh, this person gets it. I want to work with her.

    Dr. Sharp: It’s funny, you had to think of that as an aspect of marketing in your practice, but I could totally see that. It’s an extended version of your biography that people […].

    Dr. Aimee: And it’s also a service in and of itself. Sometimes I get thank you notes from people who write and they go, thank you so much for putting that. It was validating to know that I wasn’t the only person who had experienced these things. They don’t need therapy, they don’t need anything, they’re just [00:14:00] sending me a note.

    Sometimes, at the urging of a friend, I put a tip jar there and occasionally somebody puts money in the tip jar. It’s because she said, I can’t believe you’re putting it out there for free, and I’m like, because I want to offer it, I want people to hear that they’re not alone. That their experiences are not, they’re not the only one. So there is this.

    And part of this, there is this sense of mission for me. This isn’t just like, oh yeah, gifted people, they’re cash cows. No, this is actually much more a sense of purpose for me as a clinician.

    Dr. Sharp: Oh, sure. It seems clear this is your life. This is what you’ve experienced personally and have managed to wrap it around in a professional way too. I think that is so important. I’ve talked on this podcast a fair bit about how testing a lot of people, I get these [00:15:00] questions of like, oh, how do I start testing my practice? What are the codes? How do I bill?

    You got to walk that back and say, what do you really like to do and what are you passionate about? Because otherwise, it’s going to get real tough when you’re sitting down to write those 10, 15, 20-page reports and you don’t have that motivation to do it.

    Dr. Aimee: Oh, yeah. I think every neuropsychologist I’ve ever talked to, we all go, oh God, the reports.

    Dr. Sharp: Sure. Oh gosh.

    Dr. Aimee: I’m sure we’ll get to this later in the hour about report writing for different clients, its own ball of wax, but if you’re going to be doing that work, you’ve got to. I think most people I know who have a niche area have some personal connection with it. You have to have metabolized that. You can’t be like, okay, I have to do this and I have to fix this.

    If you’ve got too much of a drivenness, then [00:16:00] you’re working out your personal needs with the clients. I think you need to have done your own work so that that’s not what, you’re doing it for the clients, not for yourself, but to have it be this very authentic outgrowth of this is a population that I love to work with and a kind of work that I love to do. People can tell, and it’s easier for them then to hear you when you have to say things that are hard for them to know that there’s trust.

    Dr. Sharp: Oh, that’s so important. I think you nailed it. Trust is the word. So let me maybe use that and transition a bit, did you go straight into private practice doing assessment and testing after graduate school then?

    Dr. Aimee: Yeah, what had happened was I had had my educational therapy practice [00:17:00] where I was mostly doing, let’s say, glorified tutoring, special education consultation and advocacy with that. I did some intelligence testing. I did some LD testing, fairly limited in that because I needed to stay on the right side of the law. So I had been doing that.

    And then over the course of my training, while I was in graduate school, I still maintained that practice. From a time perspective, I had to prioritize graduate school, but I continued to see clients as much as I could squeeze them in and to stay involved with the community and to continue doing all of the things that I had been doing that had built the educational therapy work. I continued to do those things.

    And then as I became progressively more legal, as I [00:18:00] became more able to do the things that I wanted to do and that I was now competent to do, during my postdoc phase, I had an agreement with one of my former internship sites where I was then on staff as an employee. What happened was that people would come and they would come to me and I’d say, well, I can’t legally do this assessment, but I can have you go over to the clinic with me and I will be your assessor.

    So the clinic was making money and I was making money and they were getting me to do their assessment and I was getting appropriate supervision. It was a win-win all the way around. It was a great experience for me. And then once I was independently licensed, then I started working independently.

    It took a little bit to grow but it [00:19:00] grew quite quickly because it already existed and because of the, I don’t know what it would have been like had I not had the previous experience. I think it would have taken a little longer to establish myself.

    Dr. Sharp: That makes sense. That is a natural extension of the work that you were already doing. It sounds like you were getting some of those calls beforehand in the tutoring practice but you rightfully said, no, I can’t do this but once you had your degree, it’s like, okay, yeah, the market is open.

    I know we had some conversations earlier about insurance and cash pay and that sort of thing, have you ever taken insurance with these assessments?

    Dr. Aimee: No.

    Dr. Sharp: No. Okay.

    Dr. Aimee: No. It was funny because one of my motivations was, oh, I would love to go and be a licensed professional and then I’ll be able to take insurance and then more people will be able to afford my services. And then I saw the dark underbelly of [00:20:00] the insurance system and I saw how little they pay for assessments and I went, I can’t feed my family on that.

    I am basically a cash only practice. I do offer some pro bono work. There are times where somebody will call up and I’m like, all right, I can. If I choose to slide my scale or to offer pro bono stuff, I will do that but basically, it’s cash only. What I’ve done instead is I offer a range of services and that includes free information that is high quality, useful, take it to the bank, use it. You don’t need to pay me for it.

    Information on my website and the blog that I don’t know… if I write up, oh, here’s the things that I usually recommend for people as far as how to help your middle schooler or your high schooler organize their stuff and get their homework done. [00:21:00] Well, that stuff’s for free on my blog. People call me and I say, you can do that for free.

    And then I have a range of other services so that it’s not just the multi-thousand dollar assessments. There’s a range. I’m very clear with people around let’s find a service that works for you.

    Dr. Sharp: So let’s say that someone calls and they want to go forward with an assessment and you’ve deemed that to be appropriate, how do you structure the pricing for that?

    Dr. Aimee: What I do is I usually have them fill out a developmental history first. A lot of my clients have been assessed before, some of them many times. They’re often a lot of single discipline assessments or the schools have done, there’s a lot of little things and everybody’s like the blind men seeing the elephant that they’ve got, everybody’s got a little piece of the [00:22:00] picture.

    I know, a lot of those kids are on the autism spectrum. That’s the most common when I see the giant pile of stuff. I know here’s where we’re going but I’m looking at the complexity of the case, I’m looking at what do we already know? What can I figure out so that I can try to create?

    I don’t use the same testing plan for every kid so I plan out an approximate testing plan. I think, okay, how much time am I going to need for this? And then I quote people a flat fee up front. I’ll give them options. I’ll say, if you’d like me to include testing for dyslexia, then that’s how much it is. I’ll let them pick and choose.

    I’m very collaborative with the client around defining what are the referral question? What do you already know? What do you suspect? Who’s the audience? If you need me to make this clear so that you can advocate for an IEP, [00:23:00] that’s a different set of clarity than if I’m working with a homeschooler who says, I need to know the answer but I don’t need to be able to prove it to anybody else.

    And also what was in the range of services is needed, sometimes it’s just a consultation. They just come in for two hours. There’s no testing. I play with the kid. We talk, we have fun. I talk with the parent at the same time and I can give them a lot of the same advice for a lot less money. So I give them their options.

    Obviously, there’s richer information when I test and more certainty. I frequently with consultations, I don’t make a diagnosis but some people don’t want the evaluation in part because they don’t want the diagnosis. I try to lay out their options but I quote them a flat fee and the reason I do that is because I know some people like to work hourly; the problem is with gifted kids, some of them go [00:24:00] for a really long time into those tests. And with the WISC, you can’t adjust the start points. It takes forever.

    I’m very nice because I’m like, I’m really sorry, I have to give you these really easy questions first, just bear with me, it’ll get more interesting soon. They’ll keep going and a lot of gifted folks are perfectionists and persistent and they will work really hard.

    I used to do it hourly and I would tell people, okay, this testing, it’s typically four hours of testing and then I had this one mom where I told her it was going to be four hours of testing and the kid took six. I felt horrible because people need to be able to budget. And so I said, I don’t want this to ever feel like a bait and switch. There’s a flat [00:25:00] fee that includes everything I’m going to do, that includes feedback, the report, more conversations. I am extremely generous with my time because I want them to feel that they’ve gotten their questions answered.

    Dr. Sharp: Got you.

    Dr. Aimee: And so I just sit there and I go, all right, I set up, I say, this is what, this is going to be for this. I tell them, I don’t want to be in a position of having to come back to you in the middle of the testing to say, oh, actually, I want to do something else.

    Dr. Sharp: So how do you structure that just from a business perspective? How does that flat fee correspond or not correspond to your hourly rate and how do you come up with that budgeting for all these factors?

    Dr. Aimee: Some of it is related to my hourly rate. There is no way I could charge for the hourly time I spend writing reports, I just can’t. And that’s my perfectionism and I don’t believe in punishing other people for my perfectionism.

    [00:26:00] A lot of it is based on what’s the going rate around here. I do charge a bit more than the going rate around here, but not ridiculously much more. In any time, you’re setting prices for any service, it doesn’t matter what industry you’re in, it comes down to a question of what value do I provide and what do I feel comfortable being paid for this? Is it so much that I can’t look at myself in the mirror? Is it so little that I resent it?

    I end up with an approximate that most of them come out and around the same point, but it really is this sense of, I know how much work this is going to involve and here’s what I think is a fair price. If somebody says, I can’t afford that, then I go, okay, let’s talk about a different service that you could afford. [00:27:00] In some cases, for some services, I’ll say, well, then I think you should go to somebody else because it’ll be less good service but it’ll answer your question. I am enthusiastic about recommending my colleagues.

    Dr. Sharp: Got you. Just a nuts and bolts question, are you doing all of this during, you call it a consultation, but is that like an intake interview? Do people fill out that developmental questionnaire ahead of time and then you talk with them on the phone before they even come in or how does that work when you’re deciding with them what’s the best?

    Dr. Aimee: I started doing the consultations as almost a diversionary service. The thing is that I’m only one person and I’m a perfectionist writer myself, the limiting reagent was how many reports can I write? And that’s a piece of business decision around, is [00:28:00] there a way I can hire an assistant of some kind who could help me, who would still do the quality work? I haven’t figured that out yet. That’s not something I’ve solved right now but I would get way more people asking for testing than I could possibly test.

    And very often what I would see is, I know what I’m going to tell them. I would look at the history and I go, I already know what this is going to probably be. I know what to tell them, maybe not in as much detail, maybe not as perfect as I could do it if I actually had all the testing data. But if I know that a kid is clearly struggling with social cognition, then I actually already know what I’m going to recommend for them for a lot of things. And once I meet the kid, I get a lot more information just from meeting them.

    So it was partially because I don’t have the bandwidth and partially because it lets [00:29:00] me serve more people and save them money and stuff. If somebody comes in and they say, I know that I want to do an assessment, then what I do is I have them fill out the developmental history and send me all of that pile of paperwork, every previous test, current special education records if you’ve got them, current school records if you’ve got them. And then I usually say, anything else you think would help orient me.

    I do say all prior evaluations even if you think they weren’t very good or you disagree with them because people will try to edit what they give me. I’ve seen that. I’ve been on both sides of that coin where people have edited or wanted to suppress or edit my report and then give it to somebody else. I’m like, I’m not going to edit my reports in any case.

    So I’m getting this pile of paper on the person. [00:30:00] Usually within that, I can say, okay, if they know they want an assessment, I will be able to figure out from that what I want to do. And so I’ll be able to give them a quote, we can schedule the assessment directly. They’ll come in and I orient the kid and I do an assessment and then we do feedback pretty typically.

    I can tell you a little bit more about that process but it’s more when I’m trying to do the consultation to head off the need for assessment. There’s a lot of mythology in the gifted community around, well, you’re a bad parent if you haven’t had your kid tested. And I’m like, no, you don’t need to get your kids tested, you test when you have a question that testing will answer and when you have an audience that’s interested in the answer.

    A lot of what I’m doing is educating them about, you don’t have to do testing if you don’t want to or if you don’t need to. Sometimes the consult is as a [00:31:00] prelude to maybe doing testing. So then that’s part of the question that we’re doing in the consultation is figuring out whether they now know what to do or whether they do want to have an evaluation. What’ll happen is they filled out all the paper beforehand.

    I always tell people it’s not strictly required, but I do find that it lets people give me a lot of information quickly so that we can make best use of our time together. I read faster than they talk so it’s better if I already know that stuff.

    I do do consults over video chat also and there’s obviously, I’m not going to play with the kid. But for testing, I’ll be playing with the kid and I’m taking notes on how they do playing board games or what they’re doing in the sand tray or whatever, that ends up getting rolled into the evaluation report [00:32:00] if they go forward with it.

    I’m trying to help them. I’m trying to answer their questions. They’re getting a chance to scope me out. I’m getting a chance to scope them out. There’s definitely trying to get a sense of personal fit. Sometimes I will get a really strong sense that this family is not ready to hear the news.

    Dr. Sharp: Interesting. What might give you that impression?

    Dr. Aimee: They’ll be very explicit about it. Oh, we don’t really believe in diagnosis or we don’t want our child to be labeled. We don’t want that. And I have answers for those things. I believe them. I talk about it. I believe that self-knowledge is always better than not. Once you know something about yourself, you can then decide what to do with it.

    Dr. Sharp: I would agree.

    Dr. Aimee: These are the same answers I would give; these are not gifted specific answers. Although gifted clients can often do really well with that self-knowledge. [00:33:00] It becomes then part of the grist for your problem solving. Oh, well, here’s what I’m really good at and here’s what’s harder for me, I’m going to approach this difficult task.

    The labeling thing, I say that the issue is that everybody’s always being labeled. What we’re working for is labels that are accurate and compassionate. When a kid is rude or thoughtless or a jerk or what, I’d much rather be able to explain why this kid is having trouble managing the expectations of the social world or whatever.

    I try to work with them around that but sometimes it’s very clear that they’re not comfortable with that or what they really want is a much more limited assessment that is not designed to be diagnostic. They want something that’s more aimed for advocacy [00:34:00] purposes and it’s more focused on identifying strengths.

    I write in the report that this was not designed as a diagnostic assessment and can’t answer a diagnostic question. That’s fine. I try to be clear with them that if you come in for a multi-day full neuropsychological assessment, the usual practice in that is that in that report, I am either going to make a diagnosis and explain why I’ve made it or I’m going to explain very clearly why I think no diagnosis is warranted.

    Usually if you’re in a situation where you’re thinking about a full assessment, that’s a large investment of time and money, usually there’s a problem so there’s usually going to be something diagnosable. So sometimes what it is, is that they’re able to get the help that they need. They’re able to take in the idea of, for instance, the kids with the autism spectrum disorders are probably the hardest in terms of getting [00:35:00] families on board. I could spend a whole hour talking about that.

    Dr. Sharp: Can I jump in there real quick? Because I would imagine some people might be saying, and I’m thinking, is there truly any relevant or documented comorbidity between giftedness and autism spectrum?

    Dr. Aimee: The issue is that the autism spectrum is very broad. It’s not even a single spectrum, it’s a large multi-dimensional space. I don’t think there’s any support for the idea that giftedness causes autism. Sometimes what you’ll see is that kids who are quite bright when they’re very young and they’re autistic, and they learn to read early, and they read and they score, so they gather lots of [00:36:00] information, and they score very high on measures of crystallized intelligence because they’re five and most of the kids in the norming sample don’t have access to the sources of information they do.

    As soon as you’ll get these very high scores on IQ tests at quite young ages with autistic kids where it’ll tail off if you see the same kid come back. Remember, I’m often seeing reports where I’m seeing, oh, here’s the report from when they were five, here’s the report from when they were 10, here now they’re 15, now it’s your turn and I’ll see changes over time. Sometimes those scores hold up, sometimes they don’t.

    One of the common experiences that a lot of gifted folks have is social isolation and social mismatch. You’re the normal kid, you’re going to school, school’s not built for you. Most kids have the experience of going to school and [00:37:00] having lots of kids around who are basically like them and having most of the things the teachers ask you to do to be reasonably challenging but doable. That’s what schools is for most people.

    For a lot of gifted kids, there’s nobody around who’s like you and of course, schools often systematically isolate them. They parcel them out as thinly as possible across all classrooms. Research suggests putting them together in clusters, it’s actually better for all the kids and it gives them friends. It gives them a group that’s easier to make friends with, gives the teacher a constituency, so it’s not just like the one kid.

    That’s again, topic for another podcast, but so a lot of gifted kids have limited access to the peer groups and the peer experiences that allow them to develop social skills. So a lot of times people think that a kid [00:38:00] who’s really smart must be on the spectrum because they’re a little bit geeky and they have deep passionate interests that are not necessarily typical for children their age or they’re extremely articulate. They have very big vocabularies and they are more comfortable working with older people or even with adults. And so these are features of giftedness that can masquerade as autistic stuff.

    There are also sometimes features of autism and so I don’t think that it is true that gifted people are more likely to be autistic or autistic people are more likely to be gifted. But it’s certainly of the things I see, when people come into my office with a lot of distress, the main things I see are autism spectrum disorders, ADHD, learning disabilities, anxiety disorders, mood disorders.

    Everything else in its normal thing, I’ve worked [00:39:00] with kids who are developing psychosis and things like that, but those are rare because that’s rare. It’s mostly the more common stuff.

    Dr. Sharp: Got you. Okay. I want to get into the nuances of testing with gifted kids but I do want to ask one question about, it seems clear that you have a really busy practice to the point that you you’re using your intake as a diversion, which is funny.

    Dr. Aimee: I know. I have to find some way to find an associate, but there’s so much around, I need to find somebody who would be able to do what I do.

    Dr. Sharp: Sure. Oh gosh, I know that challenge. Let me ask you then about marketing or whatever you might call marketing. How did you build such a busy practice?

    Dr. Aimee: It’s funny, I don’t market per se. I’m very much part of the online gifted community. There used to be a number [00:40:00] of mailing lists, they’re less active now in the day of Facebook. There’s now very active stuff on Facebook. It doesn’t have the same intimacy as it used to be but I am very much part of the community.

    I’m a participant observer. I present at conferences that are aimed at parents of gifted kids as well as for my professional colleagues. I answer questions. Honestly, the way I built my practice first was just by hanging out in mailing lists, this was before social media and being knowledgeable and helpful in answering people’s questions and doing it out in public.

    And the people would be like, oh is it okay if I ask you to, I’d like to pay you for some of your time, are you willing to do that? I’m like, yes, [00:41:00] that’s what I do for a living. The vibe when I’m doing it is not, oh, but if you come in for a consult with me, then I’ll answer your question. I don’t do that.

    If I’m going to answer somebody’s question in public, I’m answering somebody’s question in public with the full knowledge that I’m giving something away. What it’s doing is it’s letting people see how I think. So people who see how I think, then say, oh, I’d like to work with her.

    The most useful thing I do is I do public speaking. I always joke, I used to do public speaking six times a day for hostile audiences because I taught middle school. They will let you know if you’re boring. So what I learned how to do and I make funny PowerPoints. I’m good at that.

    I found that by giving talks in places where [00:42:00] parents, I include adult work too, but places where people who might be interested in hiring me might hang out. For instance, at MIT, there is a weekend once a year where high school students come from literally all over. They get like 2,500 kids coming from all over the place. And like anybody in the community teaches anything for free, if it’s $40 for the whole weekend for the kid, it’s ridiculously cheap.

    So the kids are in this giant learning playground. There’s no rules about who can come, but it attracts curious smart people. And so now we have all their parents who are now hanging around with nothing to do. So the organizers set up a little parent program. I always speak at that parent program.

    Dr. Sharp: Oh, okay. That’s perfect.

    Dr. Aimee: It’s perfect. I always tell us, put me before lunch because what’s going to happen is that I’m going to give my talk and then people are not going to stop [00:43:00] asking me questions. And so put me before the lunch break so that then we have time.

    And then I usually end up just sitting out in the parent lounge area for hours afterwards. People are continuing to ask me questions. I am so essentially doing what I do in public and letting people see how I think, letting people see how I approach cases and they’re getting to see me as a person.

    Dr. Sharp: Absolutely.

    Dr. Aimee: It’s great because it’s always been, by being part of the community, that has also really helped me that I can tell you when I was in dissertation how:

    a) I had no trouble getting subjects.

    b) I had people chilling for me. I provided posts to Facebook, oh my God, another 3000 words. They’d be like, hey, go, go.

    It’s like the kid from the small rural village who goes off to college to become a doctor and then comes back and sets [00:44:00] up a medical clinic for the community. It’s been part of why it works. So I think that the marketing is very much being out there, being helpful and knowledgeable, letting people see how I do it, how I think.

    I am a member of the appropriate professional and parent organizations and so for instance, my state association for gifted education, I talked to them and I said, you guys should have a professional membership. They said, really? I said, yes, I would happily pay you more money every year for the right to have a listing on your website as a professional member. They’re not endorsing me, they’re just saying I’m a member and I’m a professional and I’m on their website. I have the same thing with [00:45:00] SENG.

    That means that people who are looking for an evaluator, and they go, oh, gifted, Massachusetts, let me see what I find, they find me. I also have nice relationships with, there are a few schools around here that require IQ testing for admissions. That’s very easy testing. And so I’m on their webpages too. But mostly it’s word of mouth being part of the community, that’s where it goes.

    Dr. Sharp: Just thinking about specifics, are there any particular conferences or websites or groups that you would recommend for anybody else who is interested in getting into this community?

    Dr. Aimee: What I would recommend is if you go to the blog that I never have a chance to update, part is because I’ve been working on writing the book, I write long blog posts and it’s too much. It was like I’d write something, I go, [00:46:00] oh, I should put this out where people can see it. So that’s what the blog is. I had two sticky posts there. One of them is called, oh no, my kid might be gifted, where do I start?

    Dr. Sharp: Oh, perfect. Okay.

    Dr. Aimee: I update the post rather than posting new things. I just go, oh, there’s a new edition of this. I’ll put that up there. And that gives good stuff.

    I don’t know if the misdiagnosis book saying is called Supporting the Emotional Needs of the Gifted. That’s a really good organization. It’s primarily for families and gifted people themselves, but there are professionals in it. Again, you can be a professional member. I think you do have to establish that you’re not just some carpetbagger. I have to say, people are often very suspicious around that; [00:47:00] who are you?

    I go to the SENG conference. There’s a New England Conference on Gifted and Talented, whenever it occurs, I present at it. Locally, we have a little tiny thing happening this weekend called Beyond IQ. It’s mostly like a family reunion more than anything else.

    Essentially, I’m a member of the National Association for Gifted Children. You identify with the things. I’m also connected with the Davidson Institute for Talent Development. They serve kids who are at 3 standard deviations above the mean. I’ve done seminars for them. I’ve presented at their annual conference.

    They’re actually going again this summer. They have an annual gathering and they’ve invited me as a speaker. It’s a win-win. They get a great talk for their people and I get to be in front of people who don’t know me yet.

    Dr. Sharp: Sure. That’s [00:48:00] fantastic. Thanks for those resources. We’ll put all of those into the show notes so that folks can check those out when they are ready. So let’s transition, you’ve been so generous with your time. I really want to …

    Dr. Aimee: I talk too much, but yeah.

    Dr. Sharp: well, this is all good. You have a lot of valuable things to say, so this works well. Let’s transition into the actual assessment process. I would imagine people are really curious. Does assessment with gifted kids differ from other kids in terms of measures you might choose, the process of testing, how do you approach that?

    Dr. Aimee: Sure. Some of it has to do with managing anxiety because sometimes they’re coming in because I want to get my kid into the following school. So there’s often a lot of parental anxiety. I have had to warn parents, do not go looking for how do I [00:49:00] do test preparation. I tell the parents, the only preparation you’re allowed to do, and I want you to do this, a kid has to have a good night’s sleep and a good breakfast the morning of and the parent needs to relax as well because the kids can read the parental anxiety and then the kid’s going to get anxious. So there’s a lot of stuff around that.

    Sometimes, a lot of parents will say, oh, let’s go to take the kid to my friend and we’ll play some games with them. The gifted kids usually can tell that you’re lying to them. Why are you so anxious that I have a good night’s sleep before we go play with your friend? I don’t get it. They’re not dumb.

    It’s funny, I remember one particular case where the parent insisted I was not allowed to use the Word test.

    [00:50:00] And you know what, it was a mistake because the kid was more anxious because she didn’t know what was going on. Why is this so serious if we’re playing games? Why can’t we agree to change the rules of the game, if it’s a game?

    I think the problem is they also start worrying what’s wrong with me. No matter what’s going on, these are kids who crave knowing and it’s a different experience. So I am very honest with them. I say, I am a psychologist.

    If it’s a little kid and they don’t know what a psychologist is, I say, I’m a thoughts and feelings doctor. I help people who are frustrated in school. I think about what’s the kid’s reason for referral. I help people who are really bored in school, or I help people who are trying to have more friends. Whatever it is that the kid would identify as their reason for referral.

    I try to solicit that when I’m talking [00:51:00] with kids. What would you like to know about yourself? Recently, I was sitting with a parent and the parent had pretty typical, we’re pretty sure we know what the diagnosis is, but we need updated testing and we’re trying to get guidance on where to put the kid in school.

    And the kid says to me, I want the following career. I’m not going to say it because I don’t want to be mad, but here’s the career I want. It’s a little bit impractical but not totally. I said, this this career, I can tell you, I want to be a race car driver.

    Dr. Sharp: No.

    Dr. Aimee: I said, okay, well, being the actual driver might be unrealistic because very few people can have that and he understood me. But then I said, but we can think together and we absolutely can use the testing to help you think about what you can do now in school that might help you get a job in the larger field of race car stuff. Maybe you’re going to end up [00:52:00] as an engineer, maybe as a broadcaster, maybe as a mechanic, there’s lots of things and the testing will help us figure out how to help direct you now that might help you.

    I said, that’s actually a really good reason for referral. It can really help. And that also helps bring the kid into the process because if you don’t get them in on the game, oppositional kids don’t test or you don’t validate it, and that’s true for everybody. So I do that.

    The other thing I have to really do is I have to normalize for kids the experience of what testing is going to be like, because a lot of these kids, first I explain, we’re going to do lots and lots of different things. I talk with them. If they play sports or music or something, I’ll say, oh, how is this sport different from that in terms of what you have to be good at. You have to run fast or jump high or if you’re really strong, or you can go all day. [00:53:00] Sports are different.

    Different kids have different strengths and weaknesses so I’m going to normalize that we’re going to do lots of different testing and some things are going to be really easy for you, and some things are going to be really hard for you. And that’s okay. These are kids who normally don’t get anything wrong in school very commonly.

    The other thing I have to explain to them that the tests work on the Goldilocks Principle. It’s going to start really easy and then it’s going to get harder and harder and then it’s going to get too hard. And it’s okay that it’s going to get too hard. It’s okay that you’re going to get things wrong. That’s my job, is to find the things you can’t do.

    And I tell them, I say, these tests are normed all the way up for big kids or adults or whatever. I say that I guarantee you there are going to be things that I ask you to do that you don’t know how to do. And that’s okay and that’s good.

    I give them a little bit of a quiz, as long as I keep asking you to do things, you’re probably [00:54:00] doing better than you think you are. One mistake doesn’t end it so I want you to stay in there with me. I don’t know silly answers when it’s too easy. Give me good effort when it’s hard and that’s okay but I need to give them that normalize thing.

    Sometimes when the kid is particularly anxious, I’ll use that consultation beforehand so they can meet me, that’s why we’re doing a consultation ahead of time, it lets them play with me. It lets them be okay. She’s not from the black lagoon or something like that. It lets me do some play based evaluation.

    I don’t find that most gifted kids do not do well on do I get to earn stickers by doing subtest. Some of them do, it’s not particularly motivating. The thing that tends to motivate them is the idea that we’re going to learn something about you and I’m going to include them [00:55:00] in the process. I often do create a checklist so that they can, okay, I’ll write the things I’m going to do that day and then we’ll check them off so they can see where we’re going.

    Sometimes gifted kids have trouble accepting the role of the authority, like I’m setting the rules here now and you’re not. I will tell them, I have to follow the rules of the test too, because I can’t … Sometimes they’ll try to control the book, try to try to turn the pages and things like that. Sometimes they don’t, they want to look at my side of the easel.

    I think a lot of kids do that and it’s anxiety. I want to see the answers. Maybe you’ll tell me the answers. I try to give the kids as much autonomy as I can. Every once in a while, I’ll get a kid who wants to make a test for me and I let them do that. That’s fine.

    I [00:56:00] want them to understand what we’re doing and to understand that the failures that they’re going to experience are totally fine and normal. It’s information. It’s not like at school where you generally know everything.

    Dr. Sharp: I think that’s so important yet to normalize that because I think most people come into it thinking, oh, this is a test, I can maybe get 100%. I’m going to be graded. And just to say like, hey, this isn’t

    how it works.

    Dr. Aimee: Not how it works. Sometimes kids will have done a thing in science class where they get a piece of tin foil and they have to make a boat. I used to talk about building balsa wood bridges and then you would find out which bridge was the strongest by seeing how much weight it could hold, but the problem is with that you end up crushing the bridge. And I said, I know that’s not a nice image.

    Because I talked about the tinfoil boat and if we wanted to know which boat could hold the most weight, then we’re going to keep putting pennies in all the boats and we’re going to see which one sinks first [00:57:00] and then we know, oh, it can hold that many pennies minus one. It doesn’t mean the boat was a bad boat, it means that that’s how many pennies it could hold before it sank.

    Dr. Sharp: That makes sense.

    Dr. Aimee: It’s something that kids have often seen something like that. I try to leverage their curiosity.

    Dr. Sharp: Good. You have to enroll them in such a lengthy process, I think.

    Dr. Aimee: Yeah.

    Dr. Sharp: So then once you get into it, what measures are you selecting? We got standard, Wechsler scales, are there different measures that are better for gifted kids or?

    Dr. Aimee: It’s an interesting thing. A part of what I’m looking at is who’s the audience. Generally, if it’s school admission stuff, most of the private schools want the Wechsler. So I’ll do that. The Wechsler is a fine test. I like the new edition because the splitting up of fluid reasoning away from visual spatial, [00:58:00] both fits better with research and also tends to be more relevant.

    I’ll often see kids where they’re very strong in fluid reasoning and their visual spatial is good but nothing fabulous and I like to be able to see those as two separate factors.

    Dr. Sharp: Hey, can I ask you? Sorry to interrupt you. I’m just very curious, I like to get people’s perspective. How do you explain how fluid reasoning is relevant in everyday life to parents?

    Dr. Aimee: I usually talk about it in terms, I say intelligence is made up of a lot of different things but one of the biggest splits, this is actually how I usually start my feedback sessions, is between stuff you know and your ability to figure out new things. Stuff you know and familiar situations for most of the time with the gifted kids, the verbal Comprehension Index is usually functioning more as a crystallized intelligence. It’s [00:59:00] measuring their experience in the world.

    So fluid reasoning is about coming into a new situation, figuring out what to do when you’re not sure what to do. I also talk about how the two intertwine because one of the best things to have when you’re coming into a novel situation is to have a good pile of existing knowledge about, oh, but other problems similar to this were solved this way, so that’s crystallized intelligence about problem solving.

    And when you’re trying to learn something new, you’re trying to build your crystallized intelligence focusing on how does this fit in with what I already know, and how do I connect this, how to make sense, that’s a problem solving technique. So they tend to intertwine, but I think of it in terms of figuring out what to do when you don’t know what to do.

    [01:00:00] Dr. Sharp: Okay. Thanks for indulging me there. I was just curious. That’s something that I think about sometimes, so measure selection.

    Dr. Aimee: The other thing I happen to like about the Wechsler, if I think that autism spectrum disorder is on the table as part of the differential, I usually do the whole test minus the reading stuff at the end but the balance between the information and the comprehension subtest, often with the gifted kids on the autism spectrum, we will see 18 on information and nine on comprehension. You see huge split between those two subtests because it represents the difference between book learning and social learning.

    Dr. Sharp: Sure.

    Dr. Aimee: It doesn’t prove anything by itself, but a lot of times I’m looking for like, oh, I just need a little, sometimes if I’ve used a different IQ measure, I’ll often just do those two subtests as a [01:01:00] supplemental piece.

    I really like the DAS. I like it better than the Wechsler for a lot of things. I like the fact that the fluid reasoning tasks are not confounded with time, with speed.

    Dr. Sharp: Oh my gosh.

    Dr. Aimee: It gives you time to think. I like the fact that I can put the start point anywhere I want to; I don’t have to do the easy stuff. In fact, you can administer stuff out of level. Some stuff has to be administered, so if I have a four-year-old, there are some five-year-old stuff I can give them and there are still norms for it. If I have a five-year-old or if I have a gifted five-year-old on the Wechsler, they’re on the WPPSI, which means they’re going to ceiling stuff and I’m going to have ceiling effects. It’s a big issue.

    Whereas on the DAS, I can give them the school age battery [01:02:00] which is designed for six and up, but it has norms for five year olds. Sometimes the cute things with the little pictures for the little kids is actually confusing and they’re like, why are you telling me this? Whereas the stuff that says Scott Squares and Circles on it, is easier for that. They’re like, oh, okay. I see what you want me to do. You want to figure out the rule. Oh, I can figure out the rule. So I like the DAS a lot.

    I don’t care for the Stanford-Binet. I find that it doesn’t have enough granularity because there’s just not enough items at any given level and the instructions are very confusing in some places for the kids. I’m like, I don’t want this to be about, could you understand the instructions?

    Dr. Sharp: Oh, of course.

    Dr. Aimee: I’ve used other tests, mostly I use the DAS and the WISC. Those are my favorites. And then I use the [01:03:00] Woodcock-Johnson, not as an overall IQ measure, but it is my best source of little diagnostic bits and pieces in the cognitive realm.

    And then I use all the same things you would use for a lot of other stuff. If I’m doing dyslexia, I’m going to be using like a CTOPP and a PAT and a GORT and things like that. I’m going to be using stuff that’s aimed at the particular question I’m asking.

    The biggest issue that I have is that most tests of social cognition are much too easy for the gifted kids and they just ace them no matter how much trouble they’re having. The thing that I’ve found thus far that has been the most sensitive has been the Social Language Development Test. It has picture items and verbal items, and a lot of times the kids can answer the verbal items reasonably correctly.

    Although they might have trouble with the, well, I can know the right thing to [01:04:00] say in a social situation as long as it doesn’t upset me but when you’re actually asking them to look at pictures and say, what’s this person thinking and why, it’s often much harder for them.

    Sometimes that also gives me a source of very clear information I can show to a parent. I can show them a picture. There’s one item on SLDT that has this kid who looks furious and he’s got his hand up in the universal stop, get away from me gesture. If I show that to the parent and I say, I want you to know your kid looked at this picture and he said, I’m five years old. It’s vivid.

    Dr. Sharp: That’s so big.

    Dr. Aimee: They can see that. They go, okay, that kid is not correctly interpreting social signals. There’s two pictures on that test that adults in these scolding [01:05:00] things, like they’re warning you, like it’s the teacher giving you the look. I can show them, I say, if this kid can’t understand what this look means, they’re going to get in trouble a lot because they got the warning, but they didn’t see the warning. So they don’t know why they’re getting in trouble, but the teacher thinks she warned them. I like that test in particular.

    I have heard really good things about the RESCA and I haven’t gotten it yet.

    Dr. Sharp: Oh yeah, I’ve seen that one going around on the listserv as well.

    Dr. Aimee: It’s being discussed. I’m likely to check that out. A lot of what I’m looking for, for the gifted kids in the neuropsychological realm is I’m looking for difficult tasks. I don’t get as much information out of something like Trails and Verbal Fluency. I usually administer them because they’re easy and fast and stuff, but oftentimes, they don’t give me a whole lot. But tests like the Tower of Hanoi or the Tower Test on the D-KEFS, [01:06:00] the tower on the D-KEFS is great because I can watch them try to learn from experience.

    Dr. Sharp: Yeah, sure.

    Dr. Aimee: It starts with; can they figure things out? How do they approach it? Do they just dive right in and do 100,000,000 moves? It gives me a sense of how they are, similarly, the Sorting Task, what do they do when they run out of easy answers?

    A lot of times it’s the qualitative stuff. With gifted kids, it’s often hard to find tasks that are actually hard for them. Frequently, even in their areas of most profound weakness, twice exceptional kids will give you average scores because nobody told them they’re supposed to do badly on it. So they’re compensating. They’re doing everything they can to try to get the answer and they can muddle through.

    Dr. Sharp: So you’re looking at scores that are in the average range or maybe even above [01:07:00] average technically but still are significant weaknesses for these kids and have to mindful of.

    Dr. Aimee: Yeah. I care much more about the within kid differences. And that also is reflected in their grades. That sometimes the kids, they’ll be like, well, but he’s getting B’s in reading, I don’t know what the problem is. The school’s like, well, he’s getting B’s in reading. I’m like, well, yes, but he can actually barely read. It’s taking an immense amount of effort. This is not fluent, comfortable reading.

    Oftentimes, that becomes a thing that’s a little more sensitive because they can do it if you give them time but if you force them to do it immediately, they have a harder time.

    Dr. Sharp: That’s tough. Yes. So once you have all of that results, then I am curious, just to wrap the process, how do you structure the feedback session and write the report? Do [01:08:00] those differ with gifted kids versus neurotypical kids?

    Dr. Aimee: Yeah, one of the big things where I don’t know that many people do this for more typically average intelligence kids, I virtually always include kids in the feedback process.

    Dr. Sharp: Okay, at all ages?

    Dr. Aimee: Yeah, I can explain the normal curve to a smart four-year-old. They don’t understand it as well as their parents do. They’re usually curious, they want to know. What I always explain to parents is, it’s like sex, I don’t want them to get their information on the street. I want them to get their information from me because I’m a reliable source.

    Sometimes parents don’t want me to give numbers during the feedback session, and I’ll respect that because I don’t want the kid to go to school and go, I got a 137 on my IQ. I will talk with kids [01:09:00] about how do you talk with people about this and how not. It’s like bragging about your income; we don’t do that.

    But even pretty young kids, what I usually explain is I say, well, for anything we ask you to do, there’s going to be lots of different things that affect how well you can do on it and some of that is who your parents are and what you had for breakfast that morning and what I had for breakfast that morning. So there’s going to be lots of different things that affect it.

    Most of the time, the things that help you about counterbalance the things that hurt you and so you end up in the middle. And sometimes, it’s more unusual, you have more things that help you and other things that hurt you and so then that gives me the hand wavy explanation of why a normal curve looks like it does.

    I draw a normal curve and I put little smiley faces on the normal curve to say, okay, so when we’re in the world of knowing things, you do a lot better than most kids and I draw a little [01:10:00] smiley face up here. And over here, when it comes to keeping track of what you’re thinking about and holding lots of information in your head at once, you’re much more like most kids there, or that’s a lot harder for you and I put the smiley face someplace else. I build up this color coded thing so that they can see the score splits. When I have that kind of a split, we’ll say, oh, and I try to tie it to their experience.

    People who have this often have the feeling of I feel like I have all these ideas and I can’t remember them all. And the kid will go, oh yeah. I’m like, well, that’s where we saw that on that score. So I’m trying to tie it to them.

    The language, we’re going to keep it nonjudgmental. You know a lot of stuff, here’s what’s harder for you. It can be hard for you to do easy things quickly without getting bogged down. I go back to the kid’s reason for referral.

    A [01:11:00] part of why I want to keep the kids in this is because if we don’t tell them, besides the fact that they’re going to get information off the internet or their friends or whatever, they’re going to get a lot of wisdom, they will tend to assume there’s something deeply wrong with them. There’s a lot of shame.

    If there is something that’s diagnosably wrong, I want to be able to frame that in terms of, it’s not a death sentence, it’s this year’s, here’s what are the good aspects of this. Here’s what are the more troublesome aspects of this. Here’s how you can use your strengths to compensate for your weaknesses. Here’s some things you can do to help yourself.

    I have to get to report writing. The other thing is that I leave a ton of feedback at a time. If it’s just an uncomplicated IQ test, I will allot an hour but if it goes a little over, I won’t get upset. If it’s a full evaluation, [01:12:00] I try to get it done in two hours, but sometimes parents aren’t done. Sometimes they’re not done, especially if there’s a developmental diagnosis on the table.

    Gifted kids tend to have gifted parents and they are also used to knowing a lot and understanding a lot. They don’t want me to just say, here’s the answer. They want to know, how’d you get there? What exactly was that test? No, that can’t be right.

    Usually, I don’t get outright arguments, but I get a lot of curiosity and a lot of debate. I accept that asking questions, it’s how I learned. I ask a lot of questions when I’m a student too. So I don’t get upset by the lots of questions. I’m like, I need to prove my case. I need to show them the data.

    Oftentimes I’ll pull out the rag. I’ll show them, I say, here, this is the Rey complex figure. And they go, that’s a complex figure. I say, yes, that’s a complex figure. And [01:13:00] I say, what do you notice about it? They’ll tell me different things. I’ll say, okay, so now I’m going to show you, the first thing I asked you to do was to copy it. And I’ll say, we noticed and they’ll see like, wow, the kid missed a lot of the important details even though it was right in front of them or wow, they’re seeing all the pieces, but they really don’t see how it all fits together.

    If I had only one traditional neuropsychological test, the Rey would be the thing. I find that it usually gives me a lot of information. I hate to say this in front of a lot of neuropsychologists, but the Rorschach is my favorite of tests. It gives me a ton of useful information. It’s really good. You can hate on me for it if you want, but it’s very helpful. I would never diagnose anything on the basis of the Rorschach alone, but it gives very rich information.

    To go back to Rey, I’ll show them, they’ll be able to see, wow, this kid can see all these details, but they don’t see how they [01:14:00] fit together. I can also use that to build empathy. For a lot of folks with autism, it’s like every detail in the world is exactly as important as every other detail in the world. And that makes them really observant, but it also gets them overwhelmed.

    It’s hard for them to fit it into a coherent whole, and you can see that here. They can see that on the thing. And then I can show them the recall copies. I say, and here’s what they internalized from it when I asked them to do it from memory. You’ll see details randomly scattered on the page or whatever, or the kid with ADHD where they’ve got the basic idea, but everything’s just missing and it’s very sloppy. The point is I show the parents primary data so that they can see where I’m coming from.

    There’s a lot of family therapy [01:15:00] involved. There’s often oh yeah, my brother’s just like that too, or my spouse is just like that, or I’m just like that. I think that’s certainly not specific to gifted kids but doing that family work around acceptance is important.

    My number one rule is; I don’t want my reports to be used as fish wrap. If they’re rejecting the report, if they go, I paid all this money and she’s wrong, then I haven’t been able to help this person. So I do try to accept that it’s going to take longer. I want them to feel that they’ve had their questions answered.

    Sometimes they’ll send me emails later with other questions. What I do is I take notes during feedback and I make a point of making whatever I told them, I make sure I incorporate those questions into the report as well and make sure that that information goes in. [01:16:00] It’s long but it’s worth it because ultimately, if I’ve gone to all this trouble to do the report and then they don’t believe me, then I’m not helping anybody.

    Dr. Sharp: Right. Believing comes through educating and just walking them through. I don’t know about you, Aimee, but I find those feedback sessions fun if somebody is asking nuanced questions like what’s the difference between rote memory and working memory? Why can they do this but not that? That’s fun for me. I’m like, okay, we can talk about this.

    Dr. Aimee: I’m trying to tie it to their everyday experience too. What’s always amazing is when I’ll tell them something like, oh, I’ve noticed that you come up with a million ideas but then you struggle to get them all out before you’ve forgotten them. And they go, how did you [01:17:00] know? It was something they hadn’t told me. If they had noticed it and crystallized it, they probably would have told me but they didn’t realize it.

    And so I’m able to show them things and then they go, oh yeah, that is like me, or that is like my kid, that explains it. And so I’m helping them build. I always say, I do diagnosis because the universe demands diagnosis, but I care about case formulation. I want to build a coherent understanding; why does this person have the dilemmas and struggles they do? What can we do about it?

    The goal is for it to be really empowering. A lot of times, it helps people build compassion for themselves and for their kids and it helps them build a sense of hope that I’m not stupid. Kids tend to globalize because people tend to globalize. [01:18:00] It’s like, you’re not stupid at all. Here are the things that you’re super good at and here are the things that are a lot harder for you. And it is normal to not be good at everything.

    Here’s why you like the things you like and here’s why the things that are hard for you are hard for you, and here’s what you can do. Ideally, it’s a joyful process. It’s not always, it can be hard.

    Dr. Sharp: Of course.

    Dr. Aimee: Is a grieving process often. There’s that sense of the death of the ideal child in mind.

    Dr. Sharp: Oh yeah. Of course.

    Dr. Aimee: I’m a therapist in addition to it. I know that some people who do testing, they’re testers. That’s what they like. I’m a therapist at heart. In some cases, for adults, I’ll do a formal therapeutic assessment where the [01:19:00] report writing looks completely different. Are you familiar with Steven Finn’s work?

    Dr. Sharp: Yeah, I interviewed a psychologist, Dr. Megan Warner, who’s also over on the East Coast. She’s over near Yale. We did a whole episode on therapeutic assessment, I think it was episode 10.

    Dr. Aimee: I think both formal therapeutic assessment where you’re going towards a letter or a personal fable or something like that, I love doing that with people, folks, because you can leverage somebody’s imagination, develop a story.

    For a lot of the adults who come in, it’s like, I can’t keep a job. What is wrong with me? Or I’m struggling to deal with personal dilemmas. My father is dying or whatever, the things that people deal with and using the testing as extended therapeutic session. Having them join in the process of interpretation with [01:20:00] you, it’s really good for them. It leverages their strengths.

    They’ll often come up with ideas that, oh, I’m not really sure. I might have an idea but I’m not sure and they’ll go, no, it’s this. I’m like, oh, yes, now I see it. I do share the process as much as I can with them.

    Even when I’m going to be writing a formal report because there’s an audience out there or I need to, I still try to keep to the idea of keeping them as a partner in the process.

    Dr. Sharp: I think that’s a great perspective just to have with assessment in general. It’s strength-based and you’re trying to enroll the person and ultimately they’re the ones who benefit, hopefully. Well, this is great, Aimee. I feel like we have packed so much helpful information.

    Dr. Aimee: I talk too much.

    Dr. Sharp: No, this is fantastic. You basically walked us through from start to finish how [01:21:00] to develop and run and the structure of practice aimed at gifted and twice-exceptional kids and young adults, of course. This is amazing.

    Dr. Aimee: And adults. There are people out there who do a lot of work with adults. I have adults in my therapy case where I have quite a number of adults.

    Dr. Sharp: Well, it’s a needed service. It sounds like you’re doing a great job.

    Dr. Aimee: Yeah. It’s one of my goals in life is to teach more people. One of the other sticky things on my blog is, I was helped finding a therapist for a gifted client and people write to me, do you know anybody in lower Townsville? And I’m like, no, I don’t. I would love to have a broader network of people who are culturally competent with this group both for therapy and for testing and do a good job.

    Dr. Sharp: Just to bring it full [01:22:00] circle, we started talking about how working with gifted individuals is maybe a cultural competence and it helps to view it that way. Do you have any parting words or resources for psychologists who might want to learn more about working with gifted individuals or testing with gifted individuals, anything like that?

    Dr. Aimee: I think there’s two things. One is, I mentioned that, oh no, my kid might be gifted. That’ll enter you into a lot of the main resources; go to Hoagies’ website, see what’s going on. There’s part of that you need to educate yourself.

    There is a book, they’ve just had a new edition of it called The Misdiagnosis and Dual Diagnosis of Gifted Individuals. It’s a lot of clinical lore, but it’s quite useful in orienting, because there’s issues with both over diagnosis, under diagnosis, and misdiagnosis.

    There’s a lot of [01:23:00] times where people want to explain away very pathological behavior on the logic that, oh, that must be because they’re so smart. There’s times where we don’t see how much they’re struggling because they’re so smart and they’re working hard at it, and there are times where we misattribute.

    So like I got this one little boy. He was adorable. Both of his parents had doctorates in mathematics and he had memorized the entire public transit schedule of the Greater Boston area.

    Dr. Sharp: Oh, goodness.

    Dr. Aimee: Okay. You’re, the kid must be on the spectrum. I always use memorizing train schedules as the everybody’s idea of what autism is, like, oh yeah, that’s what they do. And I said, most of them don’t do that. This one did.

    I tested him and I played with him and I talked to him, no, he was a little boy who lives in the big city and his parents don’t own a car. [01:24:00] It was interesting and it became like this fun family thing and he really does love public transit. It’s really interesting. Maybe he’ll become a civil engineer or something like that or a city planner or something someday.

    It was just interesting and fun. It gets him out in the world and it orients him, I feel safe. I know what bus that is that’s coming because it’s this time of day and I’m on this street, so I know what bus that is. Both in how he interacted with me and how he did on the various tests, I was like, no, he is just anxious. It had more of an OCD flavor than autism stuff.

    So people will miss, that’s the kind of thing where somebody would take that and go, oh, well, obviously, and you’re like, no. So it’s really important to be aware that you can make mistakes in all those directions. That book’s a good place. It is written for clinicians.

    [01:25:00] Steven Feifer has some stuff. The AP does have a book on the psychology of giftedness. Most of the stuff is focused around kids in school with adjustment disorders.

    The other piece that I would want to say is most of the psychologists that I know are pretty smart. You have to be pretty smart to get into the field, especially if you like doing testing because to do the coursework to do that, to do the training to do that, so chances are good that you are smart yourself. I think it’s important to work through what that has meant to you and to get comfortable within yourself.

    When I think of it in terms of cultural development, we talk about the notion of developing a multicultural self.

    To really know, what is this to me? I see myself [01:26:00] as an ambassador between these two cultures. The problem is that what you have, it’s just like anything else, what you haven’t metabolized, what you haven’t processed, you’re going to act out.

    When people talk to me about painful experiences that they’ve had, it often has that flare of somebody trying to cut you down a notch, you’re not so smart, you’re trying to stop being so oppositional, you think you know everything or whatever. And so you need to get comfortable with your own intelligence and accept what it means to you, what it’s been.

    It may have affected your life; it may not have affected your life. How it feels to know that there are people out there, no matter who you are, I guarantee you there are people who are smarter than you, and there are people who are better than you at everything and what that’s like? Because if you haven’t thought it through, you will act it out with your clients, and that’s not okay. [01:27:00] It’s just like any other countertransference reaction.

    Dr. Sharp: Yeah, but one that we don’t talk about. This is literally the first time I’ve heard anyone mention that as an identity to be aware of as you’re working with folks. I think that’s super valuable. My brain is spinning, all these experiences over the year, okay. This is great.

    Well, Aimee, I so appreciate all the time that you spent with me this morning and I think that people are going to find this really helpful.

    Dr. Aimee: I’m glad. It was great fun.

    Dr. Sharp: Good. If folks want to get in touch with you or follow up for any reason; what’s the best way to contact you?

    Dr. Aimee: Usually email. My website is www.davincilearning.org. My email is aimee@davincilearning.org. [01:28:00] That’s usually the easiest way to set things up. I do consultations, for quick questions, I often answer them and if people want me to actually sit down and do a consult with a case with you, we do that hourly. I absolutely do that too.

    Sometimes people are really struggling with that, oh, I’ve got this tricky, not sure what to do with, I’m happy to help out with those because very often it is a pattern that I’ve seen, you may not have seen it a lot because this is who I work with, I probably have seen that pattern before.

    Dr. Sharp: Great. That sounds awesome. We’ll put all that information in the show notes too, so that folks can get in touch with you if they want to. Well, thank you again. This is great. I appreciate your time, Aimee.

    Dr. Aimee: Great. Thank you.

    Dr. Sharp: Take care.

    Dr. Aimee: All right. Take care.

    Dr. Sharp: Bye-bye.

    Dr. Aimee: Bye.

    Dr. Sharp: Hey y’all. Thanks again for tuning in to my interview with Dr. Aimee Yermish. Usually, I like to do a little recap of the important things from the interview, but to be honest, there was just [01:29:00] so much good information there that I am having a hard time summing it all up.

    Two things that did jump out at me though, were Aimee’s view of giftedness as a cultural competence issue. I like how she framed it that way and emphasized that it’s something that you need to know about and need to have done your own work around perhaps being a bright individual and that there’s a lot to know about working with the gifted population.

    Luckily, she gave us plenty of resources to learn more. You can find those in the show notes as always. And like Aimee said, sounds like she is generous enough to do some consultation as well. If any of you are doing some testing with gifted individuals and have some questions, sounds like she would be willing to talk with you. So that’s fantastic.

    Thanks as always for supporting the podcast. It’s great to see the community grow. If you’d like more information, you can go to the website, which is thetestingpsychologist.com. You can check out the [01:30:00] Facebook group there. You can also learn a little more about testing and consulting, if you’re interested in that, in building your practice, there’s some great resources there on the website.

    If you’d like, and if you feel compelled, please feel free to support the podcast any way you want to. You can share it on Facebook. You can share it on your own website or on your own podcast, and you can tell your colleagues.

    Hope everyone’s doing well. Enjoy the springtime turning into summer very quickly. Hopefully, that’s happening wherever you are. I know it certainly is here and we’ll talk to you next week. Bye bye. [01:31:00]

    Click here to listen instead!

  • 18 Transcript

    [00:00:00] Dr. Sharp: This is Dr. Jeremy Sharp. Welcome to The Testing Psychologist podcast, episode 18.

    Hey, welcome everybody to another episode of The Testing Psychologist podcast. I’m Dr. Jeremy Sharp. Today, I’m talking with Allison Puryear. I got introduced to Allison through our mutual connection Joe Sanok, who I’ve talked about on the podcast before.

    I did some consulting with Joe over the last several months and he is understandably well-connected in the mental health consulting world. He hooked me up with Allison, and we had a good conversation two weeks ago. I’m thankful that she is going to spend some time with us on the podcast today to talk about all sorts of things that I think will be helpful for [00:01:00] y’all.

    So I’ll do a brief introduction and then we can just dive into it.

    Allison Puryear is an LCSW with a nearly diagnosable obsession with business development. She started practices in three different states and would like you to know that building a private practice is shockingly doable when you have a plan and support, which we’ll talk a lot about. Allison has a private practice and she also does consulting through her consulting business, Abundance Practice Building.

    Allison, welcome to The Testing Psychologist.

    Allison: Thanks so much for having me, Jeremy.

    Dr. Sharp: Great to have you. I’m excited to talk with you. We have any number of things we could get into, but the thing that jumps out right away is, and I’ve heard you talk about this on other podcasts and whatnot, but you have started over in your private practice three different times, at least that I know [00:02:00] of. Is that right?

    Allison: That’s true, plus two maternity leaves.

    Dr. Sharp: Plus two maternity leaves. Okay. My admiration for you just went through the roof.

    Allison: Thanks.

    Dr. Sharp: Yeah, for sure. I think that just gives me chills and terrors to think about starting my private practice over. Maybe let’s just talk about that. That’s a good place to start.

    Allison: Sounds good.

    Dr. Sharp: So why did you have to do that and how did you do that? Let’s just go there.

    Allison: I guess we’ll start chronologically. My husband and I were living in Athens, Georgia. I’d been working for the university there and also had a private practice on the side. I needed to get out of my full-time job but my husband was interviewing all over the country for PA school.

    He ended up getting in at the University of Washington, which was [00:03:00] our top choice. And so instead of quitting my job and going whole hog into this private practice for like six months and then moving, I maintained the small private practice and continued to try not to get super burned out in my full-time job. I did this part-time practice, full-time job thing for five years, which looking back on that, I’m like, what, Allison, why did you do that? But I did love my full-time job for a long time. It was just at the end that it was not so great.

    By the time we moved to Seattle, I was at the end of my agency rope. I was not going to work for another bureaucracy. I’d had really bad experiences working in agencies, despite being pretty easily managed. I’m a good employee and I’m a people pleaser which I’m working on, but it’s not that I was the rebellious employee who didn’t like authority. I love authority. Please give me some rules and boundaries, but I just worked for [00:04:00] some toxic agencies.

    As we were preparing to move to Seattle, I was like, babe, I know you’re not going to be able to work while you’re in school because his program was 80 hours a week but I absolutely can’t do this agency thing. So I’m going to try to do full-time private practice and I promise I’ll get a job if money is running low, but deep down inside, there is no chance I was going to let that happen.

    So we moved to this brand new city where I didn’t know anybody and I decided to throw myself in it as hard and as fast as I could. I’m a tenacious person, so I just used every single ounce of that that I had in me and it was great. I had an incredible time building in Seattle. It was incredibly empowering. It was totally scary. There are some rose-colored glasses going on, I’m sure, but overall, I felt [00:05:00] like I stepped into myself as a powerful woman for the first time in my life.

    Dr. Sharp: Oh, that’s interesting. What do you think you learned about yourself during that time in Seattle when you were building your practice?

    Allison: I think moving across the country where I didn’t know anybody was already a big leap. I’m very community-oriented and had lived in one place for most of 13 years. So I had a very tight secure network of friends.

    And so I think recognizing that, oh, I can make friends anywhere. This is nice. I can build this business and be far more emotionally satisfied and financially comfortable than I ever thought possible as a therapist, because I was trained as a social worker and my program had a lot of emphasis on like, you’ll do really good work in the world, just don’t expect to make money.

    So it was nice [00:06:00] to bust through the ceiling I thought that existed that didn’t and find my work so fulfilling. It was a powerful experience for me and I think it helped me fall in love with private practice just the way everything fell together.

    Dr. Sharp: That sounds like a really amazing experience. Did you have to do a lot of that when you built your practice on the side back in Georgia?

    Allison: I didn’t. It was a small city. I had a sought-after niche. I was known in the community already as somebody who provided this. So clients came easily. I never had to work for it, honestly. I just had to let people know that were already in my social network and professional network that I was doing it.

    It was also a nice wake-up call to go from being super well connected, very easy start to a private practice to the early days of Seattle where I would lie if I was not saying, [00:07:00] I was sitting on the floor crying probably two times a week early on. So let’s keep it real, right?

    Dr. Sharp: Yeah, I appreciate that. No, those early days are really hard for a number of reasons, but certainly moving to a place where you don’t know anyone, that’s extra hard.

    Allison: Yeah.

    Dr. Sharp: Goodness. But then you did it again.

    Allison: Yeah. So my mother-in-law was sick and so we needed to move back across the country to the Southeast so we could be closer. So we moved here to Asheville, North Carolina. I was building my practice and it was going well and it was building up pretty quickly and I knew we were putting roots down here and I started getting sad that this was going to be my last practice that I would build, that once I got it up and running, it would be self-sustaining and I wouldn’t do this marketing stuff anymore.

    I was sad about it. I thought, well, [00:08:00] that’s interesting. Am I crazy? What’s going on? And that’s a piece of what ended up having me create Abundance Practice Building, in helping other people build, I get to live vicariously through other people as they build their practice while also all the marketing efforts that go into an online business.

    Dr. Sharp: Right. That’s an interesting way to look at it, that you’re living vicariously through these other folks who you consult with. I could totally get that, it’s not feasible to just keep moving across the country and starting practices.

    Allison: I think I’m not enough of a gypsy soul for that.

    Dr. Sharp: Got you.

    Allison: I’d like to claim it.

    Dr. Sharp: Right. Have you always been what I would call an extrovert or someone, I perceive you to be an extrovert just by virtue of the way you’ve built these practices. I assume it takes some of that, but I don’t know if that’s true or not.

    [00:09:00] Allison: Yeah. I say I’ve been an extrovert and outgoing most of my life. I went through a shy period, but I’m pretty outgoing and pretty extroverted. So it worked for me to use networking as a primary means of building my business because then when I’m in a new city all by myself, whether it’s Seattle or Asheville, it was a way to meet new people. It was a way to get my need for connection met and it made it fun and helped me learn cities. So that was fun.

    Dr. Sharp: Absolutely. That’s cool. It sounds like you came by this consulting niche because I would say I’ve always heard marketing and reaching out and networking is your niche within consulting even, it seems like you came by that pretty honestly and it’s something that you enjoy.

    Allison: Yeah. I think it’s possible for almost anybody to enjoy networking with enough reframing and training. [00:10:00] So that’s one thing I love doing.

    Dr. Sharp: Well, I’d like to talk with you about some of that. Maybe we could jump into that. I think that’s a big leap for a lot of folks. I don’t know if I’m generalizing here, I’m sure I’m generalizing, but folks who do a lot of testing or assessment tend to be fairly data-driven and maybe more prone to staying in their offices and looking at data and writing reports and that sort of thing, so I wonder if it might be a little tougher for testing folks to get out and do this marketing, networking kind of thing.

    Allison: Yeah, I can totally see that.

    Dr. Sharp: I know you talk with a lot of folks in your consulting, have you seen folks who are building practices around testing or assessment?

    Allison: Primarily, it’s usually counseling, though I have some people who do assessment as a part of their practice, but not the primary [00:11:00] means.

    Dr. Sharp: Yeah, certainly. So through that experience, have you seen any concerns or issues that are specific around the testing, like how you market that stuff or how you reach out and network with folks? Has that come up at all?

    Allison: I think of testing as such a nice, natural, beautiful niche that makes marketing easier, actually.

    Dr. Sharp: Ah, I like that. Beautiful niche. That’s great. I’m going to take that. Talk to me about that, what makes it easier, you think?

    Allison: Especially if you look at the assessments you enjoy doing, so if you enjoy ADHD testing in children, for instance, that’s like who to network with on a silver platter. You’ve got pediatricians, you have family doctors, you have therapists who treat families, therapists who treat kids, therapists who treat frustrated parents. So you have all of these different people, dieticians who might be helping families work with [00:12:00] different dietary means to help their kid calm down.

    So you have all of these people you can reach out to and let them know what you’re doing and you are helping them. I think that’s one of the things that we have to keep in mind around networking is it’s not about going and selling yourself to someone because I would hate networking if that’s what it’s about. That would feel creepy. What it’s about is letting people know what you can offer that will help them.

    Dr. Sharp: How do you do that without seeming creepy and pushy?

    Allison: Therapists are a good example. They’re, I would say, the starter package for networking because we tend to, like most people we meet, that’s a generalization, we might be interested in people a little bit more than the average person. And so I always say with networking, especially if you’re reticent to start easy, you don’t have to be a hero. Find some therapists you’ve heard good things about, or [00:13:00] maybe you’re friends with some friends of yours, the low-hanging fruit, find them, reach out.

    I usually send an email because, at 37, maybe I’m on the edge of the generation where the phone feels a little too intimate for a first conversation. I am more comfortable reaching out to strangers via email. So I email.

    I usually have a subject line of I’d like to connect and that way they’re clear it’s probably not a client but it’s also interesting to click on. Then I usually say what I have in contact with or in common with them. So it might be like, oh, we’re both friends with Jane Doe. I’ve heard good things about your work. I’d really love to get together for coffee in order to learn more about you and your business.

    Sometimes they reply, sometimes they don’t. And that’s one thing to note that if you’re sending out one email at a time and expecting a response, you’re going to be waiting for a while. So go ahead and scatter shots, send out [00:14:00] five and you’ll probably get two or three back.

    And then if you’re an introvert, maybe schedule one, maybe two networking events per week, but just try to get it consistent where it’s a part of your week and it’s not something you binge on in a week. Let’s keep it low-key and easy.

    If you’re like me and you’re extroverted and you like any excuse to get together with strangers, I’m so weird in that way, then sure, book five in a week, do whatever. When you get together with them, just talk to them like human beings. We’re good at connecting.

    If you’re doing assessments, then you’re good at connecting enough that people are giving you responses. They’re not just staring at you with their mouth agape. So talk to them like you’re wanting to get to know them as a person. Do ask them about their business but the conversation doesn’t have to focus on their business. You guys will get to that, it’s the thing you have in common, [00:15:00] so it’ll come about naturally and you don’t have to push it.

    Dr. Sharp: Yeah. I think that’s so true. I’ve talked about networking more in the sense of just building relationships more than anything else. If I think back to all my conversations with folks, there are some, depending on the frame where we’ll talk about business stuff pretty quickly and that’s that but most of them, we just ended up talking about all sorts of things; our kids or the South where I’m also from or college football, whatever it might be, and then the conversation will find its way back to the business but you got to get comfortable first, I think.

    Allison: And I hear a lot of people say like, oh, but I hate small talk. I can understand that, most of us, we like to go deep. It’s part of our training and part of what attracted us to the field potentially but you can’t go deep without knowing a little bit about [00:16:00] somebody.

    So to think about it as laying the groundwork for those kinds of conversations that you might want to have with them later and knowing who felt like a nice, easy connection and nurturing that connection. I don’t think that you need to have a second networking date with somebody where it was awkward and uncomfortable and you could not wait to leave, just leave it be. They probably had the same experience.

    Dr. Sharp: That’s a great point. Don’t force it.

    Allison: Yeah.

    Dr. Sharp: Do you have anything that you found that makes it easier for folks who might be a little more introverted to get through that 15, 20, 30 minutes when you meet with someone for the first time and are trying to do that small talk thing? How do you approach that?

    Allison: I think first it’s looking at what are you most comfortable doing. Usually, introverts are much more comfortable asking questions about the other person and letting that other person take the stage. [00:17:00] And then it’s just using the social skills that you have, shy, introvert or not, you have the social skills most likely to leapfrog questions after what they say.

    I’ve talked to people for a long time about quilting and I don’t know the first thing about quilting because I would be like, tell me more about that. Where did you learn to do that? So using the part of you that’s really interested in other people, using that skill set to get to know this person. You don’t have to save it for the assessment or the counseling room.

    Dr. Sharp: And that seems easy. When you say that, it’s like, oh yeah, I know how to do that. I can answer questions. I do that all the time.

    Allison: Totally. I’ve had this conversation with my partner. He’s a mountain biker and he’ll go on and on about this mountain bike he’s looking at. I can sit there and be like, uh, uh or I can ask him questions like, tell [00:18:00] me more about that dropper post, that sounds fascinating. How does that work and why? In that way, we’re having a better time talking. I’m less bored and more engaged. It doesn’t mean I am interested in mountain biking, but he loves it so I’ll join him with it conversationally, at least.

    Dr. Sharp: Right. That’s great. You’re right, that makes the conversation better for everybody if you’re engaged to some degree. So the therapists, it sounds like is low-hanging fruit, which I would agree with. That seems pretty easy.

    The thing with testing is that we are often trying to network and maybe garner referrals from folks who are traditionally hard to talk with. Physicians, of course, school counselors, psychologists, and attorneys, I think about are big referral sources for us a lot [00:19:00] of the time. So I wonder what some of your thoughts might be on getting in and having some of those harder conversations that might be tougher to land, so to speak.

    Allison: So the thing about therapists is we’ll run on and on. If we have a lunch hour, we’ll talk the whole time. You’re not going to get the lunch hour of an attorney or a doctor most likely. So you have to get in and get out quickly to make it loaded with good information that’s going to make it easy for them to refer to you and to remember if you’re getting intimidated, that you were making their lives easier.

    When my husband was in family practice, he was clear that 15 minutes for his clients who had some mental health issues was not even close to adequate to helping them. He could prescribe medication, but he knows that’s not solving the problem.

    So he was always really happy to find good therapists to refer people to because he cared that his patients got what they needed. [00:20:00] And so in that way, even though he was crazy busy when people would come by to network with him, it was the sense of like, oh, thank God, I’ve got somebody to refer to.

    So I think staying in this mindset because I think many of us can get intimidated by physicians and attorneys, staying in the mindset that we are helping them do their job better. We have a skill set they don’t have and we’re making their lives easier.

    And being tenacious, not taking it personally if the front desk staff doesn’t want you to do a little talk because that’s one thing you might do is offer a talk about how to get somebody in for testing or how to recognize the unseen signs of whatever diagnostic criteria that the doctor might not know about that you’re seeing it, you’re testing.

    So you can do little talks. Most likely the doctors are going to come in and grab whatever food you brought and leave, but the nurses are there and the [00:21:00] nurses have a lot of power. They’re often the drivers of referrals. So that’s one way.

    Dr. Sharp: Sure. Just a practical question with that, say you’re able to land a talk and you mentioned the food thing, I know a lot of people who have agonized over what kind of food to bring and do you bring anything else? Do you bring healthy food? Do you not? All of that. Have you found anything that works in those situations or how to approach that?

    Allison: I’d ask the front desk. Ask them, say like, what do you guys want? And then you’re bringing them something different than from what the drug representative bought them yesterday, and it’s maybe something across town that they never get that they really want. So they may think even more positively about you because you fed them well.

    Dr. Sharp: Oh, yeah. I think that makes a big difference.

    [00:22:00] Allison: Yeah.

    Dr. Sharp: That sounds good. Okay, I like that piece about you doing them a favor, which I think is totally true. And especially, at least here, I know that that’s a big deal. I get referrals from folks who I’ve never actually met in person but they have our information and have seen reports over the years. They need something quickly and easily and someone they know they can rely on.

    Let me switch gears just a little bit. I’ve heard you talk on your own podcast, which is great by the way. It’s called the Abundant Practice podcast. I’ll put in a little plug because I think you do a cool format with your podcast. Allison does this thing where on Mondays she’ll talk with someone who has a very specific consulting issue and they’ll chat. Then she’ll bring in another consultant on Wednesday to go back over and add any thoughts [00:23:00] or brainstorm and flesh it out a little bit more. And then on Friday you come back and circle around and give a clear action item for people to act on.

    It works really well and it’s cool. Your podcasts aren’t super long. I can listen to them really quickly and yet there’s a lot of helpful information.

    Allison: Thanks.

    Dr. Sharp: Yeah, of course. I thought I would throw that out there. I’ve been listening lately. One thing I heard you talk about though, here recently has been money mindset stuff. I think that is really important for us, particularly with testing.

    Insurance is one thing and that’s a whole other deal with insurance and testing but a lot of folks are just trying to establish fee for service testing practices and I think it can be tough because when clients call, that initial conversation about what are your fees, it [00:24:00] goes from, well, I charge $150 an hour up to maybe I charge $2,000 for an evaluation or $3,000 or even $1500. We’re throwing out pretty big sums of money right off the bat and I think that’s hard for a lot of folks to figure out how to do that and how to be comfortable with that.

    And so I was wanting to talk with you a little bit about the money mindset and getting comfortable with having fees like that and talking with people about it. I wonder, do you have ideas or thoughts or even resources around wrapping your mind around charging a full fee like that and getting comfortable with taking that much money from folks?

    Allison: Yeah. First, it’s thinking not about the time that you’re spending with the person as much as what you’re providing for them. Like you are ruling in or ruling out a [00:25:00] diagnostic issue that could drastically change their treatment, change their life, you can’t put a sum on that.

    Someone being able to be clear like you’re on the autism spectrum and in here or now, with this diagnosis, you now have all of these resources available to you. We have best practices we can follow that without that diagnostic, you wouldn’t be able to either access or know where to go with it.

    So I think it’s looking at what you’re providing with people and valuing that. It’s like with networking, you were making people’s lives better. It’s not that you’re giving them news they want to hear all the time but you are bringing clarity that they need or they wouldn’t be sitting in your office.

    So I think rooting into that and looking at your why, like why do you do what you [00:26:00] do? Why did you choose this out of all the other professions you could have chosen? Because you have to be pretty freaking smart to do this.

    And knowing that that is worth, not just what you’re doing but the reason that you’re doing it, those things are worth being paid a good living. There’s a lot of school that you have to go through for that. There’s a lot of heart that you’ve had to put into learning everything that you’ve needed to learn.

    Dr. Sharp: I think that’s so true.

    Allison: I’d say that first. And then I’d also say to look at, what was my other point? Just flew out of my head. Being clear, we’ve all got money stuff.

    One of the groups in my Practice Building Group, it’s a three-month thing that I do. The third one is all about money. I’ve had people in my group who grew up in multimillionaire households. I’ve had people in group who’ve grown up in [00:27:00] poverty and I’m entirely clear, none of us gets out of or gets into adulthood without some money stuff. And it’s so rooted in security and self-worth.

    If we can be curious about that and keep looking instead of buying into the shame that might come up when we say the number and practicing saying the number. I know it sounds silly, but like when you’re washing your hair in the shower, say, oh, this assessment costs $3,500, when you’re driving down the road in your car, practicing, this assessment is $1495, and just practicing saying it out loud, because you might get comfortable with it in your head, but the first time you say it out loud to a client, you might trip over it because it feels different when you’re saying it.

    Dr. Sharp: Absolutely. You said a minute ago that a lot of the difficulty with the money conversation is wrapped up in self-worth. Is [00:28:00] that right?

    Allison: Oh yeah.

    Dr. Sharp: Can you say more about that at all?

    Allison: I’ve seen it in a few different ways. Having run these groups for a few years, I get this nice overview of people who grew up in many different ways. I grew up working class personally, so I had this mindset, I still have to work on it. It’s not like I’m done with it, but I’m certainly farther than I was, of I have to work hard to earn the money that I make, if I don’t work hard, then somehow I’m a jerk or I’m not worthy.

    So for mine, my proletariat upbringing, where working hard is the most important thing, it’s really hard for me to take it easy and not push the limits all the time. I’ve seen some of my clients who grew up with more money who [00:29:00] have almost like a survivor’s guilt around it. And the sense of like I was born on third base. I didn’t hit this home run, it’s not fair for me to make a good living.

    And then a lot of our educational experiences going through our programs, there was often an emphasis on you need to treat the underserved. You need to not charge a lot. You need to take what you can get and you need to not complain about money because you’re doing this as a heart-centered practice and not to be greedy. I’m clear that doing great work, loving what you do, and enjoying making a good living, those things don’t have to be mutually exclusive.

    Dr. Sharp: I think it’s so important to hear that over and over. We get that message so much in graduate school and beyond. I think a lot of folks doing testing too tend to maybe work primarily in [00:30:00] hospitals and settings where there’s not a whole lot of talk about taking money from folks and charging and it can be a leap to get into private practice and realize that, yeah, you do need to be comfortable with that.

    Allison: Yeah. And that can bring us full circle to the networking thing because if you are charging a rate that someone can’t afford or won’t afford, depending, it’s important to have referral sources that you trust that may be able to accommodate what they can pay or will pay. That’s one thing that keeps me from feeling like I have to treat all the people with eating disorders in my city because that’s my specialty. I have great referral sources, people I would trust with my friends and family, and I feel good referring to them when I’m full or someone can’t pay my full fee or needs to use insurance.

    Dr. Sharp: And maybe this is what you meant, but I could see that being a good way to reach out to other [00:31:00] folks who’re doing the same thing that you’re doing just to say like, hey, I need referral sources and I’d love to connect with you. And then it’s almost like you’re giving them something or helping them.

    Allison: Absolutely.

    Dr. Sharp: Which is always nice. I know that there’s so much that we could get into with money and networking and niching and all of that kind of stuff but I think this has been great just to touch on some of these things and start to be thinking about how these come into play as we’re building our practices. Before I let you go, two things, any parting thoughts around networking or practice building for folks who are doing testing in particular, I know I’ll put you on the spot here.

    Allison: No, it’s good. I think one thing that I try to emphasize with people and we’ve touched on it,[00:32:00] not just testing in particular, but in any way going into business for yourself can feel scary and hard. And so if you’re building your testing practice and you’re starting to feel like a failure, it actually might mean you’re on the right track. We’ve all been through that fire, in order to get successful, you have to keep working a plan to get there.

    And that’s when hiring someone like Jeremy can help if you need some guidance or getting your support systems around you so that you feel buoyed and supported in those times when you want to be sitting on the floor crying that it’s hard work emotionally more so than practically, and it’s totally worth it.

    Dr. Sharp: I like that. I would agree with you. If people want to learn more about you or about your consulting or your podcast or anything, what’s the best way to get in touch with you?

    Allison: Sure. My website is [00:33:00] abundancepracticebuilding.com got a lot of free resources on there. I also have a Facebook group that’s a lot of fun where people are loving and generous with their ideas and support.

    Dr. Sharp: Oh, that sounds great. Well, thank you so much for taking the time to come and chat with me here for a little while about what I think is some really important stuff here in building practices. It’s been really great.

    Allison: Thanks for having me.

    Dr. Sharp: Yeah. Take care.

    Allison: You too.

    Dr. Sharp: Hey y’all. Thanks again for listening to my interview with Allison Puryear. Allison has a lot to say about building a practice and networking. She’s done it so many times in different cities and after coming back from maternity leave and I hope you found our conversation helpful.

    Two things that jumped out to me were her reframe of networking and what that looks like specifically with doctors and [00:34:00] attorneys and folks where it might be tough to get in with them, but reframing it like you are providing a service and doing those folks a favor by giving them great referral sources rather than having it be something that’s intimidating or judgmental or anything like that.

    So that was one piece that I took away and something that I found has been relevant for me too. Just last week I was at a pediatrician group’s office and they were like, oh, we’re so glad to have met you, we’re so glad to know this resource’s out there and it really was cool.

    I will say, just to get to her piece about what kind of food to bring, I totally used her advice and contacted the front office staff and they told me exactly what to get those physicians that they hadn’t had a note, they wanted that day. So that was super helpful too.

    The other piece that Allison brought up that I think is pretty relevant is [00:35:00] how we need to shift our mindset around money and how we charge for our services. A big part of that gets back to self-worth and knowing that the services we offer are valuable. And yes, they do cost a fair amount of money and these are life-changing services that many people really need, and we have the training to do that.

    So if you haven’t done any amount of work on self-worth and money mindset and that kind of stuff, I definitely put in a plug to think about exploring that for yourself and I’ll put some resources in the show notes to help with that as well.

    So thank you as always for listening to the podcast. As I’ve said, it’s so exciting to see things grow and see people continue to join our community. If you’d like more resources or do want to join the conversation on Facebook, first, you could go to the website, which is thetestingpsychologist.com. There you can find [00:36:00] links to articles and past podcast episodes, and you can also find a link to the Facebook community, which is The Testing Psychologist community. We’d be happy to have you there and happy to have you join the discussion.

    I look forward to next week. I will be having a great conversation with Dr. Aimee Yermish, who is a psychologist on the East Coast. She specializes in assessment, therapy, and coaching with gifted and twice-exceptional kids and young adults. This podcast is super long, I’ll give you a warning, but there’s so much good information packed into this podcast.

    She walks us through from the beginning to where she’s at now, how to build a thriving practice assessing kids with giftedness and young adults with giftedness and twice exceptional abilities. So definitely tune in for that and take care in the meantime. Bye [00:37:00] bye.

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  • 015 Transcript

    [00:00:00] Hey everybody. This is Dr. Jeremy Sharp. Welcome to The Testing Psychologist podcast, episode 15.

    Hey, y’all. This is Dr. Jeremy Sharp again. Welcome back to another episode of The Testing Psychologist podcast.  I’m sitting here looking out of my window on a beautiful spring day here in Fort Collins. We had a little run of cold weather last week, but we are definitely getting into the spring/summertime, which is great news for me. I think I mentioned that I’ve grown up in the south and I’m definitely used to more heat and humidity. So that kind of thing just feels like home, but we are getting there here in Fort Collins. So I’m super excited about that.

    Today is a little bit of a different episode. To be honest, I really [00:01:00] considered just not even publishing anything this week, but I decided to just go for it and put something together real quick.

    I was out of town last Thursday, Friday, and all through the weekend. Typically, the weekend or Thursdays and Fridays is when I work on my podcast. I got back to town on Monday and I was feeling all this pressure to get the podcast out. Honestly, some other things came up here in the practice where I’m our clinical director. I’ve been working on handling some of that and just making sure that things are running smoothly here.

    What happened was I got into this place of… that old perfectionistic stuff started to kick up, and I just said, rather than release an unfinished episode or a short episode, I think I’ll just skip it this week, wait [00:02:00] and hone the episode for next week and release it back on Monday again. But then I got to thinking, okay, this is probably good practice, some exposure to not give into that perfectionism and need to do everything exactly right every single time. I also had some really cool experiences while I was out of town, and that got me thinking about some things that I think are relevant to talk about here on the podcast.

    So I’ve decided here for today, I am just winging it. I don’t have any notes typed up or guidelines or anything like that. I just wanted to share some thoughts from my weekend trip and some things that have been going on here in the practice.

    One big thing that came out of my weekend trip, and there are really two things I’m going to touch on today. One was the value of actually taking some time [00:03:00] to go out of town and take a little bit of time away from the practice, slow down a little bit, and be very deliberate with reflection. I do not do this very often, to be honest. This was a little bit of work for me. It’s much easier for me to stay here and work on the practice, work on my reports, and just constantly be doing, doing, doing. And there are any number of distractions here from day to day and week to week. So this is a big deal.

    I took some time off to go out and spend some time with good friends but also got to hang out with Connor McClenahanfrom Cupla Media. If you haven’t looked those guys up, you should. They’re great. They do video marketing for therapists. I got to have a really cool meeting with him. We talked about video marketing for therapists, our practices, and that kind of thing.

    Generally, this trip was really [00:04:00] just to give me some time to get away. And what it ended up turning into, this wasn’t deliberate necessarily, but when I found myself with some free time, and really, this was just two hours on the plane ride out, and then maybe 2,3,4 hours each day on Thursday and Friday, that’s all that it took for me to just to step away.

    I could have worked on reports and business stuff, but I didn’t. I was able to let go of some of that anxiety and just having little small windows like that where I went on some walks. I sat out in the sun. I was in Los Angeles.

    It was nice and sunny and easy to spend some time outside. And I just spent some time thinking about the business, our assessment process, our staff, and [00:05:00] needs in the community.

    It was really nice to just take a little bit of time away. I was struck by how little time it took to really gain some clarity around some of these fairly big issues that have been going on here in the practice, big picture stuff that I lose track of and don’t work on as much as I should because I’m wrapped up in the day to day in the clinical work.

    That’s one piece I wanted to speak briefly to the value. If you’re not doing that, it’s not like you have to take a trip and get out of town necessarily, but even taking a half day where you’re out of the office every other week, or if you can do a two-day trip, that can be really helpful for your business development and for your own mental health too. I came back so refreshed, recharged, and excited to get back in and really work. So that was super helpful.

    If you’re looking to do that in a really structured way, [00:06:00] something that I have signed up for for the summer is Joe Sanok’s Slow Down School, which is a, I guess you call it a conference, but I almost think of it as like a retreat opportunity. It’s a week-long event where there’s really deliberate slowing down and days of doing nothing, but then I’m going to be paired with some pretty structured coaching for building your practice, building your business, things like that. So I’m going to be there. It’d be great to see some listeners there too if that kind of thing sounds appealing to you.

    So just a brief plug, like I said, getting away, slowing down, reflecting on your processes. That was super helpful for me.

    Then the second component that I really wanted to speak to today, again, just briefly, is just some thoughts on not having to do things perfectly. I mentioned that at the beginning that this [00:07:00] podcast, I almost didn’t record it just by virtue of not having a really well thought out, put-together podcast, but then I thought, okay, there’s a little something to say here. Let me just go for it.

    And I think that this is a good metaphor to keep in mind or an idea to keep in mind just for our practices. I see this coming up a lot, day to day. Particularly for me, I have trouble with getting reports absolutely perfect. I can just comb over and over and over my reports, writing the interpretation exactly right, including every big bit of information that I think I need to, and really speaking to what the parents or the client needs to hear in this assessment.

    I think that 90% of that is probably really good, and part of what sets us apart with our evaluations, and that last 10% is maybe going above and beyond what actually needs to get done, and in fact, just wastes time [00:08:00] that I don’t need to spend on reports. And so, like I said, this is a little bit of practice for me just in another context to let go of the perfectionism a little bit.

    I see that coming up in reports. I see that with tools that I’m researching for our business or ways of doing things. I can often get lost in the research and lost in finding exactly the right way to do things. That ends up just taking more time, and of course, it’s time that I’m not necessarily getting paid for. And often the outcome does not justify the time spent on it. So that incremental increase in accuracy or effectiveness or whatever the metric might be usually doesn’t justify the time.

    So, just two thoughts on that. I’m sure that a lot of you’re familiar with perfectionism and wanting to do things [00:09:00] right. I think to some degree that’s really valuable. And it’s always worth coming back to, revisiting, and maybe even practicing not doing things absolutely perfectly once or twice and seeing how that goes.

    Just thinking back, I’m sure this podcast is not one of the best ones necessarily, but hopefully worthwhile just to get a few thoughts out there about slowing down and maybe not being quite so hard on yourself to do things absolutely right every single time.

    I appreciate it as always. It is really cool to see our listening community continue to grow and to see the Facebook community continue to grow. If you have not joined the Facebook community, you can definitely check us out. You can search for the Testing Psychologist Community on Facebook at that search bar at the top. You can also go to the [00:10:00] website, which is thetestingpsychologist.com. There you can find articles, a link to the Facebook group, and information about building your testing services via articles, past podcast episodes, and things like that.

    Thanks to all of you who continue to listen and pass along the podcast to your friends. It’s really amazing to see things continue to grow and spread the word about testing and the business side of things.

    Stay tuned. I have some really great interviews coming up over the next few weeks. I’ve got Kelly Higdon and Allison Puryear who are both, I would say superstars in the mental health consulting world. We have some really good conversations about building your ideal practice, about money mindset, how to talk about charging big fees for testing, wrapping your mind around that, and how to create the practice that you really want.

    Also, [00:11:00] I’m speaking with two psychologists with some really interesting specialty areas within testing. So, I’m talking with Dr. Erika Martinez about how to apply neuropsychology training to more of a therapeutic assessment model, and helping millennials and young adults be successful. And then I also hope to be talking soon with Dr. Aimee Yermish who specializes in assessment with gifted and twice-exceptional kids. She has a really cool practice going on over on the East Coast.

    So keep your eyes out for future episodes. I think we’ve got some cool stuff coming up. In the meantime, feel free to pass this along and share it on your own Facebook group or with friends or on your blog, or wherever you might pass along information to other folks.

    Thanks as always. I will catch you next time. Take care.

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  • 14 Transcript

    [00:00:00] Dr. Sharp: Hey everybody, this is Dr. Jeremy Sharp. Welcome to The Testing Psychologist podcast, episode 14.

    Welcome everybody to another episode of The Testing Psychologist podcast. This is Dr. Jeremy Sharp. Today, I’m excited about my guest, Dr. Maelisa Hall. Maelisa and I were originally introduced through Kelly Higdon, who will also be on the podcast here in a few weeks, but Kelly is a private practice consultant here based out of California and she consults with a lot of really cool folks.

    And when I got in touch with her, Kelly said, you have got to talk with Maelisa. Maelisa has this awesome business going on and you two would be a great fit. I reached out to Maelisa and it was a great connection.

    And so [00:01:00] I invited her to come here on the podcast to talk with us about all sorts of things but we’ll focus probably on her two main businesses, which are QA Prep, which helps therapists get all the paperwork in order and documentation. And then she also has a private practice, but you’ll hear plenty about that as we go along.

    So Maelisa, just briefly, welcome to the podcast.

    Dr. Maelisa: Thanks for having me. I’m excited to be here.

    Dr. Sharp: Absolutely. Let me read your official bio here and then we will just dive into it, okay?

    Dr. Maelisa: Cool.

    Dr. Sharp: Great. Dr. Maelisa Hall is a licensed psychologist and serial entrepreneur living in Southern California. She loves talking about productivity, time management, business, and online marketing. Maelisa pays the bills with her two psychology-related passion projects, QA Prep, and Hall coaching group.

    Maelisa, can you tell us a little bit more about each of those [00:02:00] businesses and what you’re up to these days?

    Dr. Maelisa: Yeah. So definitely keeping busy with both of those. QA Prep is an online business that I’ve had for almost three years now. With QA Prep, I help other therapists with their documentation. So I offer training and webinars, CE classes, all kinds of things, free blogs, and everything related to how to make your documentation more simple, easier, and more meaningful. That’s my big focus with QA Prep is how can you enjoy your documentation a little bit so that it’s not this boring task or this dark cloud that’s always hanging over your head.

    Dr. Sharp: Wow. Enjoy your documentation, is that a paradox or what?

    Dr. Maelisa: It’s possible or at the very least, not hate it.

    [00:03:00] Dr. Sharp: I’ll take that. No, I trust you. If you say you can help enjoy your paperwork, I totally believe you and look forward to talking about all that.

    Dr. Maelisa: Like with anything, when you can find some meaning in it, then you can figure out how to motivate yourself to get it done and you can start to enjoy it a little bit more or see the value in it at the very least. And then with my private practice, I do counseling online and I also have an office and I offer assessments. I do a career assessment and ADHD testing with adults. So two really specific testing areas.

    Dr. Sharp: Absolutely. I would love to talk with you about both of those and how you set those up in your practice. Maybe we [00:04:00] can save that for a little bit later though, because something you said just about QA Prep and the paperwork jumped out to me already.

    You said that you have to find some meaning in it to make it enjoyable or a passion for you. Could you talk a little bit about how you came to start QA Prep and what led you to that? Paperwork, people wouldn’t think paperwork, that’s my passion. So I’m really curious how it became yours.

    Dr. Maelisa: Absolutely. I started out from the very beginning, my first practicum doing testing. And so everything that I was doing with the field of psychology was very paperwork-heavy and detail-heavy. It’s important that you’re accurate when you’re doing testing and that you’re making sure to cross all your T’s and dot your I’s, et cetera, and report writing and all of that.

    I found that [00:05:00] I enjoyed testing a lot. And so I think that helped me with the paperwork part of it, too, because I saw how valuable the testing reports were to people and how much meaning they could provide. And then I took that with me as I moved more into providing psychotherapy at the end of my internships and then after I graduated from graduate school.

    I worked in an agency where, LA County is infamous for their documentation practices related to Medi-Cal, which is everywhere else, it’s called Medicaid, but here in California, we call it Medi-Cal. The paperwork is just crazy. It’s mountains and mountains of paperwork that you have to do in order to provide psychotherapy to people.

    It wasn’t a big problem for me because I do [00:06:00] tend to be a good writer and I was able to use that as a time to reflect. So that’s one of the suggestions I offer people is when I was writing my notes, I was making sure to take the time to think about the sessions. It was almost like I was processing the sessions myself as I was writing the notes.

    Not that I’m this perfect person who did that every single time, sometimes I had to get a note done, but for me, it offered me that respite from what was a fairly stressful job. I also was thrown into this position where I had to do a lot of intake assessments and the intake assessments were really long. They were typically two to three hours long and pretty intense, pretty severe clients and we had this huge waiting list.

    And so I had to learn very [00:07:00] early on how to manage that and how to manage my time or that would have gotten completely out of hand because there’s so much paperwork with an intake assessment and so much documentation that you have to do right away or you’ll forget a lot of really valuable information.

    So I think between those two things, I learned to manage the paperwork well, and it never became a huge issue for me. We all get behind our paperwork every once in a while, and that did happen to me, but for the most part, I was able to manage it fairly well, and I was able to catch up very quickly when I did fall behind.

    So fast forward, a few years, and did other things. And then I found a job, actually working at that same agency, I went back to them, doing quality improvement. And so that was training therapists at the agency on how to do the documentation. And then actually going in and [00:08:00] auditing charts, which wasn’t my favorite part of the job.

    Even with that, it was auditing charts and then providing the program director’s reports and information on what pieces were missing, what they needed help with, how to improve, and then creating training that was specialized to each program to help them overcome whatever struggles they had, each program would tend to have different weaknesses.

    As I started doing that, I got all this feedback that people were like, oh, this training is so helpful. We never got anything like this in graduate school. I kept hearing the same thing over and over again. And then I started helping people who were in private practice because I had all this information about insurance and general documentation and realized that nobody in private practice has anything like this.

    There is very little training in this area. So I decided to start QA Prep and offer that [00:09:00] training. And that’s what I’ve been doing ever since.

    Dr. Sharp: Good for you. You’re so right. I remember back when I was getting started and probably for years after that, the process of finding guidelines for how to do all of the paperwork, especially with insurance was really hard. I feel like it’s gotten maybe a little easier over the past two years, but maybe that’s due in part to some of your materials that are out there and helping guide people.

    Dr. Maelisa: Thanks. Honestly, I don’t have a lot of competition. In regards to insurance, there’s one or two other people who offer some information, but even without insurance, if you’re a private practitioner, there are very few guidelines.

    One of the things that I do in my training is I start off with the general ethical guidelines related to documentation. I give the actual description from APA and [00:10:00] AAMFT and these different national associations. They all just say you have to document, but they don’t say how, so we get very little guidance.

    Dr. Sharp: That’s a great question. So how did you fill in the gaps there in the guidelines? How did you know what to put in your policies?

    Dr. Maelisa: That’s where the auditing has come in handy. Being someone who has gone into other people’s practices, and read other people’s notes and their client files, you start to see a lot of the same things come up over and over again. It becomes very obvious what people are missing.

    So with documentation in general, one of the things I talk about is having a story and that’s what your client’s file is, is a story, whether you’re in private practice [00:11:00] doing testing or doing therapy or whatever. It’s the story that you have of your treatment with them.

    When you’re looking at a file and you’ve never seen this client, you don’t know anything about them at all. And so I would go in and do this objective audit. It becomes very obvious where the holes in that story are.

    For example, a really common thing that people miss, that people don’t think about is making little notes on things like rescheduling or when the next appointment is, or like a vacation. I might be reading a file and then there are three weeks that are completely missing. I’m like, well, what happened here? There’s three weeks that are just gone and that could be anything, it could be somebody lost their notes. It could be they never wrote the notes or it could be the client was on vacation for three weeks so they didn’t come back. If you don’t write that down, then nobody who’s looking through the file knows what happened.

    Dr. Sharp: Oh, that’s [00:12:00] interesting. Sorry to interrupt you, even right off the bat, that’s something that is relatively new to me. Typically, in the past when I was doing more therapy, if clients went on vacation or took a little break for whatever reason, that’s just what happened. I don’t know that I necessarily documented that clearly.

    Dr. Maelisa: It doesn’t have to be a big deal. It could just be like at the end of one session note, maybe in the plan section, you just write client will be on vacation for the next three weeks and return on XYZ date for the next session. But even adding a little thing like that closes that gap. So that’s a basic example of things that you learn as you spend time reading other people’s notes.

    I think another thing is one of the exercises I have people do in workshops and in training, especially early on when [00:13:00] I was learning how to do training was that I have people write notes together as a group. So we give an example client, everyone writes a note as if they did a psychotherapy session with them. And then we compare notes.

    In the beginning, it can be really scary. Everybody’s like, oh my gosh, I got to read my note aloud. Everybody’s going to think my note is horrible but you find that everyone tends to write very similar things and we are covering the same thing, maybe saying it a little bit differently.

    Of course, there are exceptions and there are times when people might leave out something that was important or add things that aren’t important, but in general, you find those guidelines, which you would find from maybe doing consultation with people, things like that. That’s one of the things I offer too, is just ideas for people of how do you find what that [00:14:00] norm is for your profession?

    Dr. Sharp: Something I run into a lot and I think I hear on Facebook groups and message boards and things like that is how much do you include in your notes, especially when you’re dealing with the insurance? Can you speak to that at all?

    Dr. Maelisa: Yeah. Most of my answers with documentation are usually it depends, which everybody hates, but that’s because it really does depend on the situation. So with insurance, it’s not about length. So it’s never about how long your note is or how much you write in a note, regardless of whether it’s insurance or private pay, whatever. What matters is the information that’s in there.

    So with insurance, things that you want to make sure that you include are what progress the client is making because insurance companies don’t want to pay for a service that isn’t working and they won’t eventually. [00:15:00] If they saw that you were doing therapy for 12 weeks and you said that the client is still so impaired, they need so much help and you didn’t talk at all about any progress that was made, they’re going to say, okay, well, that was great. It was a trial and it didn’t help at all. We’re done.

    So it’s balancing identifying that progress with also identifying that need because on the other side of the coin is the fact that this person has made some progress but they still need this service and why. So it’s making sure to identify those two things. I recommend people put one sentence that has both of those things in there in every note. In that way, it reminds you to address those two key points every time you’re writing a note that relates to insurance.

    Now there are more specific things depending on who you’re billing to, for [00:16:00] example, Medicare and Medicaid or Medi-Cal do tend to be more stringent and you might want to put in some extra things like making sure that you identify specific interventions and making sure that you have enough information to justify the amount of time you bill is the biggest thing.

    But generally, for most private insurance companies, it’s not that dramatic, but you want to identify those two key points; what’s the progress being made and what is the ongoing need? And then talk about what you did. You simply just talk about what you did in your session.

    Dr. Sharp: Sure. I know that a lot of folks are using EHR systems these days. There’s SimplePractice, TheraNest, and TherapyNotes and there are any number of solutions out there. Have you checked any of those out and from a documentation standpoint, do you have any thoughts on which of those might have advantages over another or [00:17:00] are they all pretty good or what?

    Dr. Maelisa: Yes, what a timely question. I’m interviewing quite a few of them and putting together what I hope will be an epic blog post highlighting how you write notes within the different EHRs. I do hope to have that out in two weeks. I’m not sure when this interview will be airing but hopefully, it’ll come out around the same time. So you can check that out on my blog.

    Dr. Sharp: Oh, that’d be great. And while I’m thinking about it, what’s the address of your blog or website?

    Dr. Maelisa: qaprep.com.

    Dr. Sharp: Okay. Perfect.

    Dr. Maelisa: Pretty easy to remember. Part of the reason I’m reaching out to them is because I know this is a big issue. What you bring up is what people are thinking of. As far as notes go, I would say that a lot of the EHRs are pretty similar and you’re writing your note.

    The [00:18:00] big difference is whether or not you can customize your note template. For some people, that’s more important than it is for others. For me, honestly, it’s not a huge deal because I’m pretty comfortable writing freeform or I can use a structured template. One of the things I am not a huge fan of is pre-populated check boxes.

    I know a lot of people want to have notes where like, oh, okay, I just check off interventions that I do, or I just check off ways in which the client presented. And that I think can be helpful but only after you have written your own notes for a while because what a lot of people do is they get all these check boxes and then they’re making things up. They’re checking them off because they have to [00:19:00] whereas if you write your notes, let’s say using a template like DAP or SOAP or some of these common templates, which I also talk about on my blog, and I have a free crash course people can sign up for, and I talk about all that stuff more in-depth, and do give some samples too.

    When you’re looking at that, you then get used to writing, and you notice what are the phrases that you use because the type of therapy you do might be very different from the type of therapy I do, or the type of clients you see might be very different. If I give people a list of checkboxes, it’s not going to be individualized to their clients or to what they provide and they’re going to start overlooking a lot of the things because it doesn’t apply to them.

    So if you write your own notes for maybe six months and then go through and do a review of your notes and pick out the things you find [00:20:00] yourself writing over and over again and then create your own checkboxes, your own template, that’s totally different because that’s going to be a really meaningful, really powerful tool for you to use that will save you time and still provide that meaning and still be very individualized to what you do.

    Dr. Sharp: That’s a great tip. It’s funny, as you were talking, I was glancing over at my EHR to see if that’s doable. I use TherapyNotes, I’ve talked about that on the podcast before and it does have the capability to write in custom interventions. You can tailor it to your specific approach. That’s a great idea.

    Dr. Maelisa: And that’s one of the biggest things. Most of the EHRs offer a free trial. I tell people, just sign up for two of them and see what you like because you might like one that I don’t like. There are so [00:21:00] many things within an EHR. Personally, I use CounSol. I would actually say their notes are not my favorite. They have two different forms of notes, and so I use the freeform one. Their more formalized note process is not customizable, and it has a lot of those check boxes that I don’t like, so it’s not my favorite.

    However, everything else with the EHR is exactly what I wanted. It has everything I wanted except that. So for me, it’s ironic, one of my big focus with QA Prep is notes, but in my own private practice, that’s the least favorite part of my EHR.

    But everything else, like with the intake paperwork was huge and it offers online sessions within the system for me, that was important to have one place to go for everything for myself and for the clients. So you just have to try them [00:22:00] out and see what works best for your practice.

    Dr. Sharp: Sure. That’s great. Well, let me switch gears just a little bit and ask you about documentation for testing and assessment in particular. Do you have thoughts on that? Any special considerations for those of us who are doing a lot of testing and evaluation; what to consider? What to keep in mind? That kind of thing.

    Dr. Maelisa: Yeah, I think one of the big things starting from the beginning is informed consent and making sure that your consent forms are customized for testing. I do have a paperwork packet for sale and I have a testing add-on form, I call it because I do think that reviewing with clients how psychological testing or any kind of testing is different from therapy and what it adds to the process and how that might change the relationship you have with them and who is going to receive the results. Those are all [00:23:00] really important things to review at the beginning.

    I think in a similar way to therapy, we can’t guarantee the outcome. I think this is something that a lot of people actually miss reviewing with clients at the beginning of psychotherapy as well and it’s maybe a little bit easier to do with testing is even if someone calls me for ADHD assessments, for example, I typically can tell whether or not they’re going to have a diagnosis based on that initial conversation with them because, with that, it tends to be fairly specific.

    I do testing with adults and so they’ve typically done a lot of their own research and put a lot of thought into the process before coming to me. So it’s usually just a confirmation of what they already thought, but it’s important for me to tell people, I can’t guarantee you’re going to have this diagnosis. I can’t guarantee what’s going to happen.

    The point of testing is to gather [00:24:00] information. And so we’re going to gather lots of information. We’re going to look at everything we can and regardless of what results may come, I will be able to give you a lot of information about yourself and hopefully, you’ll be able to get a lot of insight.

    Regardless, we’ll be able to go through some recommendations for what you’re struggling with because typically people aren’t coming to testing because everything’s going perfectly fine in their life. They think something is wrong either with themselves or with maybe their child. And so they want help and they want some guidance as to how to deal with whatever’s going on. And that’s what the testing can offer. And that we can provide regardless of what the results are, right?

    Dr. Sharp: Sure. Do you include all of that in that paperwork packet; making it pretty explicit, everything that you just said about the uncertainty of results and whatnot?

    Dr. Maelisa: It’s not quite as detailed in there on the paperwork packet. I don’t remember the exact language I [00:25:00] have right now, but it’s more about the difference between psychotherapy and the fact that you can’t guarantee results and the potential benefits and drawbacks.

    I think it’s important to review with people too, that they may or may not be happy with the results and that results aren’t always easy to digest, and that’s hopefully where, as clinicians, we do a good job of providing that feedback to people and in a compassionate way, but sometimes it’s hard information to hear.

    Sometimes people are really happy to get a diagnosis or find out certain information because they’re like, thank God I’m not, that term lazy, crazy, or stupid. This gives me an explanation for what’s been going on. Other times people are upset and they say, well, what does this mean? Does this limit me? Does this mean I can’t do this? Does this mean I have to change my plans? [00:26:00] So it’s important to make sure that people understand it’s not always this happy-go-lucky thing in the beginning.

    It also makes me think about one big thing that I talk about with informed consent, and this applies to testing or psychotherapy, is that it’s a conversation, it’s not a form that you have people fill out. It’s a process. None of our ethical guidelines say that informed consent is a document. It’s something that you review with your clients and then our forms are legal and paper or electronic representation of the fact that we did review that with them. So it’s important that we have the conversation.

    So while I do have clients fill out forms and obviously sign the forms, it’s a talk that I’m having with them and I’m making sure that they have looked through it and that they understand all those things.

    Dr. Sharp: That’s such a good point. That’s interesting. I’ve never [00:27:00] heard anyone phrase it that way but when you say that, that totally makes sense. We have people sign the paperwork that says that they are consenting to treatment but how we present that is, there’s a lot of variation and responsibility on us to go through it appropriately and have that conversation like you said.

    Dr. Maelisa: Yeah, I find that actually some people get a little bit annoyed with doing intake paperwork because it can be time-consuming and you feel like, oh, we have to go through all these forms and I’m not going through my forms in depth with people or going through everything line by line. I wouldn’t recommend doing that, but I would definitely recommend making sure you highlight those key points with people and have that conversation, I’ve never had anyone be annoyed that we talked about that part of it.

    Dr. Sharp: Yeah, that’s interesting. The last episode that I did was [00:28:00] all about the vulnerability of coming in for testing and going through that process. I talk about how I restructured my initial interviews to be two hours long, in large part so that I could spend the time that I needed to at the beginning, to talk them through the process and orient them to testing and I think talk through a lot of these things that you’re mentioning.

    Dr. Maelisa: Yeah. I heard that episode and I thought it was a great point because you want to make sure, and sometimes people have more questions than you think they’re going to have and you want to make sure people have the space to get all of that answered.

    Dr. Sharp: Absolutely. So what are some other things that folks who focus on testing might want to keep in mind from a documentation standpoint?

    Dr. Maelisa: I think the other big thing, what comes up with testing a lot more than with psychotherapy is sharing of documentation. And so making sure you have that identified ahead [00:29:00] of time.

    All of the ADHD assessments I’ve done up to this point, actually, and I just started doing assessments in my private practice in the last two months but all of them have been referrals from other therapists or, actually, there were two people who came in, but they all were in their own psychotherapy. So I knew right off the bat that they were going to be sharing this report with somebody else and that it would be beneficial for them to do that with their ongoing therapist.

    So that’s something you want to think about; is it going to a school? Is it something that they’ll want to hang on to and keep for a long time? And so you want to consider that when you’re writing your report, obviously, but also when you talk about authorizations to release information and making sure that you do have authorizations.

    Sometimes that can get a little bit tricky because we’ll do a lot of treatment planning type stuff and [00:30:00] working with other practitioners and I think that’s a great thing. I think that we as therapists get a little too scared sometimes to share information and it can be really helpful for our clients, but just making sure you have your legal documents in a row as far as that goes.

    And then also considering storage of records. I think you talked about this in one of your podcasts about, like if you store your records electronically, are you scanning the protocols into your EHR or are you just keeping the paper copies locked up in a separate file? Those are things you want to consider that I think are a little bit different with testing because it’s not something that you are directly entering into the EHR. You are going to have all these separate forms that you’re going to have to figure out what to do with.

    Dr. Sharp: Yeah. Do you have thoughts on what you would do with all that?

    Dr. Maelisa: I like scanning everything in. I think that’s what you do too. Is that correct?

    Dr. Sharp: We do.

    Dr. Maelisa: Just [00:31:00] because it’s easier to have everything in one place and the point to me in having an EHR so I don’t have to worry about having things locked up in separate cabinets and carry them around for the next seven years. If that’s not something you want to do, it’s perfectly acceptable to keep the protocols in a separate file.

    I do always make sure that the report is definitely uploaded into the EHR and I give clients copies of the report. I want to make sure that is a little bit more open access for them to have.

    Dr. Sharp: Got you. That makes sense. Going back to the consent to release information piece, I think that’s really important. What I run into a lot is parents will come in, we work with kids primarily so I have a lot of kids that are under 15, which is the age of consent for treatment here in Colorado. [00:32:00] They’ll always have questions about; do we release it to the school. Do we send it to the physician?

    In many cases, they’ll say we want to release part of it to the school and the full report to the physician and some of it to the therapist and things like that. It can get tricky with the actual consent form. Speaking very frankly, I don’t think my consent form probably specifies all of those different ways to release it like it should, does that make sense?

    Dr. Maelisa: Yeah. On the consent form that I have, I leave it blank for the ongoing form and then I’ll write in or type in what it is that I’m releasing to each person. So that’s what I would recommend is you personalize it based on what you’re releasing because parents and [00:33:00] individuals very well may want different information released to different places.

    Dr. Sharp: That makes sense. Got you. Can you speak to anything with regard to the other end of the spectrum with teenagers and those who fall above the age of consent but lower than 18, or the age when most kids move out of the house?

    I find that gets tricky sometimes with documentation in that, this is a lengthy explanation, so bear with me here, where parents will come in, seek the evaluation, the adolescent will sign the consent form and consent to treatment but then inevitably something will come up during the course of the evaluation. They’ll mention, let’s say, drug use or alcohol use or something that has some bearing on the diagnostic picture but then they say, don’t tell my parents. And so I am curious, from a [00:34:00] documentation standpoint and testing-wise, how you might handle something like that. I’m going to totally put you on the spot here.

    Dr. Maelisa: I know, and that’s a good one. Well, thankfully, I can cop out a little bit and say that I don’t work with teens right now but this actually is something that is a little bit different in every state. So I would encourage people to make sure you know the guidelines for your state regarding adolescence and whether or not they can choose not to have their certain information released to their parents because in some circumstances, you can say, well, this report is going to the kid and it’s up to them to determine if they want to share it. Obviously, that gets tricky because it’s typically not the teen that’s paying for it, and all that stuff.

    I think the big thing is knowing what your state guidelines are as far as that rule, and then making sure that you’re very clear with the parents and with the adolescent [00:35:00] upfront about those things. I used to work with adolescents a lot more and I would give very specific examples like that and tell people ahead of time.

    Typically, let’s say an adolescent said that they were smoking marijuana. That’s not, for me, going to be one of the big deal things that I’m going to say, okay, well, remember when we had that conversation in the beginning about something was really harmful to you, I might have to tell your parents. That’s not usually going to be the thing that I’m going to be like, oh, I have to bring Mom in now and have a whole conversation with her.

    However, with testing, it can be really important to the information, because if they say that they got high this morning and you’re testing them right now, that’s going to impact your results. So with testing, I think it actually can be a lot more important. And so I think it’s important that you talk with [00:36:00] the adolescent ahead of time about that stuff and make sure that they know that they need to avoid doing those things the day before testing and the day of testing and that kind of stuff.

    Dr. Sharp: Of course. That makes sense. Do you happen to know, you mentioned checking your state guidelines, I know in some regards there are lists of state-by-state guidelines for certain practices, do you know if there’s anything like that for mental health or psychologists, anyone aggregate website that people could check?

    Dr. Maelisa: Not for releasing records. I know there is one. There is a law group who put one together for online counseling guidelines and that’s really helpful. So they may be someone to check out and see if they have anything that could be similar to releasing records because typically states take their direction from HIPAA, [00:37:00] but then some states are more stringent than HIPAA and some states are less stringent than HIPAA. So that’s where you have to determine, okay, what’s the state, what’s HIPAA and how do they play together?

    Dr. Sharp: Sure. That makes sense. Okay. I’ll do a little research and maybe try to throw that information in the show notes if I can find it.

    Dr. Maelisa: Usually that’s one of those things where people who have recently graduated know more about it than us because they’ve been sitting for state licensing exams. I think most of us on our state licensing exam, that’s one of the questions or one of the topics you have to study. So that’s another area you could check out.

    Dr. Sharp: That sounds good. This has been great. We’ve talked for quite a while and I still feel like we’re barely scratching the surface with paperwork and documentation. [00:38:00] Two things, before we totally wrap up, are there other things at all that you feel like would be important for folks to know, especially doing testing and thinking about documentation or insurance before we wrap up.

    Dr. Maelisa: That’s a good point. I think with insurance, it’s really important in that first note that you write to make sure that you’re justifying why the testing is medically necessary and that’s going to be different for every insurance company. One of the things I recommend people do is simply google whatever insurance company you contract with and then medical necessity guidelines. So like, Magellan’s psychological testing medical necessity.

    If you google that, you should be able to find whatever their guidelines are and that way you’ll have a clear understanding of when they think it is necessary and when it’s not, so when it’ll be approved, and then make sure that you specifically speak to those points in your notes, [00:39:00] which may never be reviewed. It may not be a big deal, but just in case, that way you have it and you don’t have to worry about it. That’s one of the biggest things.

    And then to document what you’re doing. I think with testing, sometimes too, we think, we’re not doing psychotherapy and we’re going to write up this big report and so we may want to write a little bit less in our notes and at least, document what behavioral observations you saw. Anything of note or of importance that wasn’t specifically a result on the test and then document what tests you gave for each session

    Dr. Sharp: Sure. That makes sense. Again, depending on your EHR, I know that TherapyNotes is really good about that. That’s one of the reasons that I chose them is they are pretty specific with forcing you to document all of the testing that you do and separate them out; how much time you spend on each one, [00:40:00] that kind of thing.

    Dr. Maelisa: Yeah. I think it’s a little bit easier if you’re testing to create a template for yourself. You have a fairly standard battery that you give and it makes it a little bit easier for note writing, but make sure that you do include that personalized part because the way each person presents during a testing session is totally different.

    Dr. Sharp: Absolutely. This is great. Maelisa, you mentioned a lot of resources over the course of the podcast that I would think would be pretty interesting to folks with paperwork and documentation. Can you just say again, how people could get in touch with you if they wanted to find some of these resources?

    Dr. Maelisa: Sure. They can go to qaprep.com. I have a pretty extensive blog. I may have to preen that a little bit over the next year or so to organize things over the past few years, but there’s a lot of stuff in there you can [00:41:00] read. I also have a free crash course, so you can just click on get the free crash course or something like that on the website.

    In there, I go through all the different forms you need in your private practice, how to do treatment planning, how to write notes, and give a bunch of different types of templates that you can use, including my templates that I created called meaningful templates. Especially if you struggle with what to write, that’s why I created those. They’re discussion prompts for you about what to include in your session notes. So that’s always a free resource for people too.

    Dr. Sharp: That’s fantastic. I can vouch for your website and your blog. I’ve been on there. Maybe you say you need to preen it but there is a ton of good information on there about things that, well, with notes and paperwork in general, it’s easy to just let [00:42:00] that stuff slide and get into habits that may or may not be appropriate, so the information you have on there gets into the nuts and bolts of how to do documentation and it’s awesome. So definitely recommend that people check that out.

    Dr. Maelisa: Awesome. Thanks.

    Dr. Sharp: Oh yeah, absolutely. Well, thank you so much for your time. This went by really quickly and who knows, maybe down the road we’ll have part two of the paperwork and documentation but in the meantime, it was really great to talk with you and I appreciate you coming on The Testing Psychologist podcast.

    Dr. Maelisa: I appreciate you having me and thanks to everybody for listening.

    Dr. Sharp: Yeah. Take care of Maelisa.

    Dr. Maelisa: All right.

    Dr. Sharp: Hey, thanks everybody for listening to that episode with Dr. Maelisa Hall. I hope you learned something from my conversation with her. I know that I sure did. After we had that podcast, I went and checked out all sorts of resources. I mean it when I say that her website [00:43:00] is comprehensive and her blog has some cool stuff on it that helps us address some of those mundane things that are easy to overlook but not so easy to get out of trouble if you happen to get audited or something. So definitely check out her website. That information is in the show notes.

    Thanks as always for listening. It is great to see the community continue to grow and see the downloads go up and just know that more folks are jumping on board with learning about testing and growing and starting testing services in their practices. So if you enjoy the podcast, do me a big favor; you can share it on social media, you can share it on your blog, you can write a review, you can rate the podcast in iTunes, any number of things, and share it with your colleagues. All of those are helpful.

    If you do want to join our community and have some conversation with other folks who are doing testing in their practices; you [00:44:00] can check that out at Facebook, The Testing Psychologist community. If you want more information or want to read some articles or check out more information, you can go to the website, which is thetestingpsychologist.com.

    I hope to catch you next week. I am going to be talking with Kelly Higdon, one of the premier private practice consultants. I can just say as a little teaser that my conversation with Kelly had me walking away rethinking how I might structure my practice. She has some powerful things to say for us. So hope to see you next week. Take care in the meantime. Bye bye.

    Click here to listen instead!

  • 013 Transcript

    [00:00:00] Hey, y’all. This is Dr. Jeremy Sharp. Welcome to The Testing Psychologist podcast episode 13.

    Hey y’all, welcome back to another episode of The Testing Psychologist podcast. This is Dr. Jeremy Sharp. I hope all is well today wherever you are. As far as I know, we aren’t having any major snowstorms anywhere in the country right now. So that’s always a good thing.

    Speaking for us here in Fort Collins, Colorado, we have had an amazing run of pre-summer springy weather, which is awesome as far as I’m concerned. I think I’ve mentioned before that I grew up in South Carolina. I’m definitely a summer person as opposed to a winter person. So this is excellent for me and also for our family.

    I’ve mentioned that I have 2 little kids and having some nice weather has let us get outside and just do some really cool, fun things with the kiddos. The biggest thing is that my 3-year-old learned to ride her bike just two weeks ago. So we’ve been really getting into family bike rides and cruising around. It’s just been awesome to spend some time with them and share something that we really love to do.

    Today, I am doing a solo episode. I wanted to talk with y’all about what I would think about as the vulnerability of going through the testing process. I had two things happen over the last few weeks that really got me thinking about what a vulnerable process it is for parents to go through the evaluation process or for anyone really. Again, I work primarily with kids, so I think a lot about [00:02:00] vulnerability from the parent side, but certainly applies to adults or to anyone who’s coming in for a psychological evaluation.

    I just wanted to talk through some of that, some of the ways that I handle that from the clinician side and really I think just go out of my way to help parents feel comfortable and provide services that really address what they’re looking for, and try to help them go through the process with grace and ease.

    So, like I said, two things really got me thinking about this. One is that our oldest kid I think is, oh, how would I describe him? A lot of people would probably describe him as a spirited child. You maybe have heard that term before. He has just been that way since he was born. I think it’s a temperament kind of thing.

    And that’s brought with it some challenges and a lot of positive aspects as well, but one of the secondary factors with that is that he has actually been evaluated in two different settings over the years. And so, I’ve had some experience with this from the parent side.

    The first time, it was fairly benign. It was a grad student who was just getting some practice with administering some tests and wanted to do a little bit of testing with him when he was, I think about 2, just to practice like I said. Of course, being in the field, I thought, this is great. Let’s see what’s going on.

    Even with that, back then, we weren’t really concerned or anything like that, but I was very aware of how much I was wrapped up in the outcome: how he was doing, was he bright, and was he on track? Even in this practice setting, it was something that was really weighing on my mind. There was a lot wrapped up in it for [00:04:00] me as a parent and how he was doing. So that was my first experience with that.

    And then later down the road, it was probably, I think when he was 4, we took him to occupational therapy for the first time. I was the one that took him to that appointment. We had been having some trouble with him just getting overwhelmed in the classroom, striking out at other kids, yelling, melting down, and stuff like that.

    We took him to OT and they did an evaluation there just to gauge how he was doing. And that was really eye-opening for me. I was aware, just sitting in the waiting room, of what it’s like to be in a doctor’s office and the emotional mindset that I was in at that time- feeling a little nervous and having this dichotomy between wanting them to see what was going on and validate my experience and my wife’s experience with him, but then at the same time, not wanting anything to be “wrong.”

    That is an intense process. And then, of course, going through the actual evaluation and some of the appointments with him afterward, there’s, like I said, a vulnerability associated with being in that parent position and bringing your kid in for an evaluation. So that’s the personal side.

    And then from the professional side, I had something happen last week or two weeks ago where I did a feedback session with a family. This happens rarely but it does happen, being a human like everybody else, I was not on my game during this feedback session at all.

    I think the night before, our 3-year-old had been up throughout the night and so I was groggy. Basically, I did not review that file as thoroughly as I should have prior to the [00:06:00] feedback session. And the parents rightfully so called me on it. They got in touch afterward and said, Hey, we felt like this was not as thorough as we thought it would be. We were really disappointed.

    That hurt but it also was good motivation and really got me thinking again about just how much families invest in this process and how valuable it is to deliver good service and really take care of them. They’re putting their family and their kid and their well-being in your hands and trusting a lot to you. All these things combined got me thinking about vulnerability in the testing process.

    So that’s what I’m going to be talking about a lot today. And I’m going to talk about it primarily from a procedural standpoint. So the things that I do throughout the evaluation process to help parents and adults who come in for evaluations, just help them feel comfortable, try to provide them good service, let them know that we’re here and we care and that we’re aware that it’s a vulnerable process.

    I think that we’re working uphill, to be honest, when people come in for an evaluation. Unless they’ve done it before, they generally don’t have an idea of what it looks like.

    We do not get a great representation in the media. I think I’ve talked about this on other podcasts just briefly, but what people see in the media for a psychological evaluation is usually not great. It’s some variation of the Rorschach, which is the Inkblots test, or maybe a discussion in a forensic setting or courtroom drama about the insanity defense or something like that.

    I think it’s pretty rare that we get a positive representation in the media, and so, most families or individuals don’t really come in with a great [00:08:00] idea of what to expect. They just hear the term psychological evaluation or psychological testing or even assessment and those terms are loaded. They usually don’t have a positive connotation.

    I start from the initial phone call by doing my best to help families and individuals feel at ease. And what I do to help with that is, in the end, initial phone call, I give a really clear description of the evaluation process. Usually, they call with some variation of hey, my doctor so and so said that I should call for an evaluation, with that implied question mark at the end. And then it’s just an open conversation like where do I go from here? I don’t know what to do. I don’t know what this is about.

    So I just immediately jump in, say something really affirming like, thank you for calling. It takes a lot to make that step. Let me talk you through the evaluation process and what you can expect. I’ll also get some information from you about what’s going on and why you might be coming our direction. Let’s get started. Do you have a few minutes to have a 10 or 15-minute phone conversation?

    So I prep them and just let them know we’re going to be spending a fair amount of time on the phone here initially to talk through your concerns and make sure that this is going to be a good fit.

    If they say that that’s all right, then I will dive in and say, tell me a little bit about what brought you here, just to make sure that an evaluation is appropriate for your concerns. And, of course, listen to that, validate that. At some point, of course, if it is an appropriate concern, I will say something like, that’s great. That’s exactly what we specialize in. I definitely think that there’s room that we can help you out and we can shed some light on some of these concerns for you. I’m glad you called.

    Throwing in [00:10:00] those little small affirmations throughout that initial phone call can be super helpful.

    I do give a really clear description of the evaluation process. I’m not going to dive totally into that here in this episode, but suffice it to say that I have typed out a clear description of our evaluation process and have developed almost a script for that too where I can talk with parents, or at this point, our admin assistant can talk with parents or individuals on the phone and just tell them exactly what to expect.

    We even break it down into here’s how much time we spend with the initial interview. This number of days after that, we’ll schedule your testing day. And then this number of days, we’ll do a feedback session. Here’s how long that is. Then you can expect to get the report this many days after that. So we’re prepping them right from the very beginning about what they can expect with the evaluation process.

    Now, after they go through that initial phone call and schedule, the next step in our process is the initial interview. So again, just thinking from the very beginning about that initial interview and what will help families or individuals feel at ease.

    I greet them in the waiting area. I always make sure with initial interviews that I walk out, I have a smile, I’m very welcoming. I, of course, over the years have developed some amount of small talk and a bank of comments to make to them:

    Did you find our office okay? How are you doing this morning? How’s the day treating you? Stuff like that. Just little things like that to communicate that I’m totally on board with them and I’m going to not make this a super clinical process, that we are able to have some conversations. We can ry to be at ease right from the beginning.

    [00:12:00] And that sounds pretty basic and pretty simple, but that is something I think, as we greet clients over and over for interviews over the years, can be easy to forget. And just easy to forget that they are sitting there, especially before the initial interview, probably really nervous, and unless they’ve been through it before, really have no idea what to expect.

    I’ve had folks come in and think that right in the initial interview we are going to hook them up to machines and do brain scans or draw blood and stuff like that. So you never know what people might be expecting when they come in for that initial appointment. So like I said, really friendly cordial greeting in the waiting area. Definitely have some things to chat about walking back to the office.

    And then, as soon as they sit down, they’ll usually ask politely, of course, kind of making conversation. How are you today? And I generally try to actually answer that question. That’s a good opportunity for me, if our kids did something a little crazy that morning or something funny happened, I’ll always try to find a way to share that in an appropriate way, not overly disclosing, of course, but something to connect with them.

    So as we get started, I spend a fair amount of time at the beginning of the interview just explaining the process again; just making sure that they’re on the same page with how things will go. So I talk about how much time we have in the interview. And that’s actually another piece that I could talk about is we do spend two hours on the initial interview with people, which I think is maybe a little different than some other models, but I made that shift actually pretty early.

    Doing an evaluation like this, I think with [00:14:00] most cases, it’s really hard to do a one-hour interview, or at least it was for me because, by the time I’ve talked about what’s going to happen in the interview and go over confidentiality and office policies, that’s burned 15 minutes right there. And then we take usually 10 minutes at the end of the interview to schedule the testing day and answer any questions they might have. So right off the bat, that’s almost a half-hour gone just with logistics and procedures.

    I shifted to doing a two-hour interview years ago and have not looked back since. It’s very rare that I will use less than an hour and a half in that initial interview, even with the most straightforward cases.

    So that in itself, I think is a client care policy that communicates that I’m totally on board with them. I’m invested. I’m going to spend the time to really learn about them or their kiddo and their family and the environment. And that just gives me plenty of time to ask all the questions that I need to.

    So I’ll talk with them about how we have about two hours for the initial interview. I tell them that it’s very structured. I’m going to ask a lot of questions. I’m going to touch on certain areas and will guide us through the interview. So they don’t have to worry about freestyling or knowing exactly what to talk about. I will help with that. But I also tell them that at some point, I’ll turn it back over to them and make sure that I didn’t miss anything so that they can relax a little bit if they have really big things that they want to make sure to talk about.

    As we go along, I make sure to do a good interview, but as we get toward the end of the interview, I always ask several times, what questions do they have?  How can I help you? Do you have any concerns? And at the end of the [00:16:00] interview, what I do is I put together a while back a sheet that is called what to expect on testing day. I have a separate one for kids and for adults.

    That what to expect sheet just gives some basic information. It says get a good night’s sleep before, make sure to eat breakfast, drink coffee, or take medication as usual, whatever the specific instructions might be. It also gives an idea of the schedule. So we start at 9 o’clock. We take a lunch break at 1200hrs. We’ll be done around 1400hrs or 1500hrs. I give them options for lunch nearby so that they know what to expect there and whether to bring lunch or not. That sheet also we have a little space to put in any financial information like if they need to bring a payment. It also gives a general overview of what kinds of tests we’re going to be doing. I think that’s important just to prepare people as much as possible. So they walk out with the what to expect on testing day sheet.

    Often, parents will also ask, how do we talk with our kid about this evaluation, because parents are understandably concerned about their kid thinking something is wrong with them and that kind of thing.

    What I generally tell them is just to say something general and fairly vague; not to name any diagnostic concerns or anything like that, but just to say something like, we’re going to go to see the doctor and he’s going to do some tests to help figure out how your brain works, figure out what you’re good at and maybe give us some help to make school be a little bit easier. Generally, we’ll just leave it at that. Kids seem to really like the idea of finding out what their brain is up to. So we’ve stuck with that line over the years.

    [00:18:00] During the testing day, now this is, I think really important. Again, people come in, they have this idea that they’re going to be evaluated and they really have no idea what that will actually be, even though we’ve given them some sense from the what to expect on testing day sheet.

    They come in and often they are fairly nervous. So right off the bat, if it’s a kid, I am jumping in and trying to make some joke, be friendly, engage them if they brought a toy or if they’re holding a game or something like that. I’ll just make a little bit of conversation. Definitely try to be animated and engage the kid as much as possible.

    Now, I have mentioned, I think before that I run a tech model where graduate students administer a lot of the testing as well. That’s just a quick side note that if you do run a tech model or thinking about running a tech model, make sure if you work with kids, hire people who actually like kids. That is huge. That’s just made such a huge difference. I have great graduate students right now who do a really good job in engaging with kids and really being silly and helping them feel comfortable.

    So as they get started with the testing process, the instructions for most of the tests say, you’re going to be doing a lot of different things today: some will be hard, some will be easy, just try your best.

    Of course, we read all of that, but I will go above and beyond and just try to reiterate that and break from the script a little bit and try to reassure the clients or the kid that things are probably going to be hard at some point. These tests are not the kind of tests that you can get 100%. They tend to just get harder as you go along. [00:20:00] So don’t get discouraged. If you do, we’ll take breaks. Just try your best and let me know if you need anything.

    We let people take breaks as often as they need to, try to pay really close attention to whether they are getting anxious or frustrated or tired or down on themselves, any of those things, and really being proactive to coach people to take breaks when they need it even if they’re not asking for it.

    We do spread the testing day out. We make sure to give a pretty long lunch break. We are in an office park where there’s the opportunity to take a walk. There’s a coffee shop. So that’s getting into environmental things that I think are important, but if you are in the position where you’re considering office space or have the opportunity to move or anything like that, I think those are important things to think about when you’re doing testing is to make sure you’re in an environment where clients can take off and get a little breather if they need it.

    After the testing session is done, then people come back for feedback. Now, I tend to think that, well, and others do too there, that the feedback is just a whole separate beast on its own.

    I will mention, there is a great book by Karen Postal. It’s called Feedback that Sticks. I will definitely have a link to that in the show notes. She just goes into so much detail about how to do a good feedback session, how to explain results, how to be compassionate, how to deliver hard results like for low IQ or difficult diagnoses or things like that.

    I will likely do an entirely separate episode just on the feedback session, but generally speaking, you want to be clear, you want to be concise. I tend to spend about 40 to 50% of the feedback session [00:22:00] talking about results and the tests that we did; explaining those, what they mean, and what they looked at.

    I definitely start with talking about the person’s or kids strengths- emphasizing those and talking about how those are going to prove helpful in different environments and making some comments about how we can play to people’s strengths especially kids like in the school environment, what kind of learning environment might be helpful, that kind of thing.

    So I spend a fair amount of time on strength before transitioning to what I call challenges. Even using the word challenges for me is very deliberate rather than using a more maybe clinical model and saying deficit or even weakness, words like that. I tend to stick with challenges or frame it more casually and say just things that so and so is not so good at.

    So we’ll talk through challenges. And then, I quickly transition and spend at least half the time on recommendations and what to do. I try to focus on specific concrete ideas that folks can take away so that they have a really good idea after the feedback session of what the next steps are and where to go from that point.

    And the whole demeanor that you employ during that feedback session, I think is huge. It’s hard to articulate that, but I think it’s safe to say that just coming from a place again and reminding yourself before you go into a feedback session that this is really vulnerable for folks and they have no idea what to expect.

    They might think you’re going to tell them exactly what’s wrong with [00:24:00] them or that they’re crazy. I’ve heard that a lot. You’re going to tell me I’m crazy. Parents are often quite nervous. Individuals are quite nervous. They had likely no idea what the tests they did were and what they mean. And so just keep that in mind as you go along.

    I will say to them at the beginning of the feedback session, I know I’m jumping around a little bit, but I will say something like, do not hesitate to interrupt me. This information is really important, but it’s also a lot in a relatively short period of time. And a big part of getting together face to face is that you understand all the testing we did and where to go from here. So do not hesitate to interrupt me. That’s really important and that’s not offensive to me at all. I just try to give them permission as much as I can to jump in whenever they want to.

    So feedback session again, just generally keeping in mind that this is super important for people. Most of the time, people just want concrete strategies about where to go and what to do from that point.

    So I will often send them away with a referral sheet. We’ve put together a referral list that is printed out here in the office. Often, a big part of the feedback is referring folks to other services either within our own clinic or mostly out in the community, to be honest. So I have a nice lengthy referral list for any number of services that clients might need.

    I always hand that to them. I really try to talk through each of the providers I’m recommending. That sheet has the provider’s name, a little description, their phone number, and what they do. And I try to communicate with folks at the feedback session why those individuals would be a good fit and really try to match them up based on everything I know about the family or the individual and [00:26:00] everything that I know about that provider.

    Now, when I deliver the full report, that’s another place to, again, just take into account this vulnerability and try to support people and help them feel comfortable with the process. So here you have this very concrete tangible result of all the testing that you did. So there’s a lot of power with that. 

    And again, report writing as a whole, I could probably do a series of episodes on that, but generally speaking, you want to make sure to write up the history accurately. I always go out of my way to give it a little bit more of a narrative feel where it’s not just super short and clinical. Of course, this depends on the setting that you’re practicing in. Are you writing for physicians or other medical professionals or more for parents or the client? I tend to err on the side of being a little more narrative instead of brief and short, just to fill it out a little bit and hopefully make it a little more relatable and personable.

    I always think that even though I’m going to be sending that report to a bunch of different folks usually, the parents or the individual are really the individuals who is going to be reading that report. And that’s who I tend to write to. I consider the client to be my audience.

    So I spend a lot of time both in the history, in the interpretation, and in the summary, again, just focusing on strengths. I try to play that up and make it really clear. In the history, I have a whole section just on strengths and places that people excel and what they’re good at.

    And then in the interpretation and the summary, I have two separate paragraphs, one at the beginning, one at the end of the interpretation that go over strengths and what they’re good at and how those are going to serve that individual or that kid out in the real world. I really try to tie it, like I said, to pretty [00:28:00] realistic scenarios and talk about how those strengths will help them in day-to-day life.

    In the report, like I said, you have a lot of opportunity to talk about strengths and again, reassure folks that all is not lost. There is hope. Recommendations are a big part of that. So writing recommendations that feel doable and clear and concrete. I like to write recommendations that actually play to people’s strengths in addition to supporting their challenges. So that’s just a mindset thing to be thinking about.

    An example of that would be, let’s say I have a kid who has really high verbal skills, they’re really outgoing and have a great personality, and maybe they struggle with some attention issues or they have a reading disorder or something like that. I’ll include a recommendation that says something like, play to leadership skills. First name kiddo has excellent verbal ability and strong ability to connect with other kids in the classroom. So please utilize so and so in a leadership role to help build confidence and capitalize on these excellent skills. Something like that.

    After you deliver the report, many families or individuals will also ask for a certain amount of follow-up. Again, I just make it really clear and go out of my way to tell them that I’m available for any amount of consultation or follow-up that they have after they get the report. That could be connecting them to resources. It could be reiterating or doing another meeting to go over the report, and answering any other questions that they have.

    And even years down the road, I’ll get emails from families or individuals saying, hey, we did testing a few years ago, [00:30:00] such and such has changed, what would you recommend? Most of the time, that’s a pretty quick email just to think about additional resources or things that could be helpful. And I’m okay with doing that.

    Of course, if it turns into more of a lengthy process or if they ask for another meeting or something like that, then you can charge for that time. But I find that people are often very willing to pay for that time if you’ve front-loaded with a positive demeanor and just make it really clear that you are totally happy to consult with them and will just be a resource going forward and be something that they can utilize if they really need it.

    I think it all just gets back to families and individuals just wanting to be able to rely on you and have a bit of a guide throughout this whole evaluation process that is very familiar to us as clinicians, but very unfamiliar and fairly scary at times for parents or individuals who are coming to go through the process.

    So, those are just a few ideas and things that I do here in our practice and have done over the years to really try to address folks’ vulnerability and honor that vulnerability. Even if they may not name it, just to know that it’s a fairly intimidating process sometimes. Folks come into it with any number of expectations or hopes. They really are putting their lives in your hands. I think you having that mindset can be super helpful and really supportive for those folks.

    Any resources that I mentioned here during the show will go in the show notes, like I said. I would just encourage you as you go along, [00:32:00] if there are any small places where you might be able to tweak your process a bit or even developing, like I mentioned, a referral sheet or a what to expect sheet or a script for that initial phone call and just revising some of that and making sure that it’s really going in the direction of catering to folks and helping them feel as comfortable as possible through the process, I think will really help.

    And then that can really extend and go a long way even beyond your evaluation. I think that a big part of referrals and word of mouth. People having a good experience is as important if not more important than the actual clinical piece.

    Thanks as always for listening. Love doing these podcasts. I love talking through these different aspects of testing. I hope that it’s helpful. If it is helpful or if you’ve enjoyed the podcast, do me a huge favor and think about spreading the word in any number of ways. You can share the podcast on your Facebook feed or other social media, you can rate or review the podcast and iTunes, you can share it on your own website, you can blog about it or you can send me comments and questions. That’s always really nice too. I love getting those, thinking through things, and just hearing what’s helpful, what’s not helpful, and maybe other topics that folks are interested.

    We have a number of really cool interviews coming up. Like I mentioned last time, I’m going to be talking with Maelisa Hall from QA Prep all about having your paperwork in order and documentation when you’re doing testing. Also, going to be talking with Kelly Higdon- one of the premier mental health consultants and private practice coaches here in the country. Allison Puryear, we have an interview with her coming up in the next month or so. So there’s a lot of exciting conversations that we’re going to be having here over the next several [00:34:00] weeks.

    All of you take good care. Enjoy the spring weather, whatever that might look like in your area. We will catch you next time. Bye bye.

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  • 12 Transcript

    [00:00:00] Dr. Sharp: Hey everybody, this is Dr. Jeremy Sharp. Welcome to the Testing Psychologist podcast episode 12.

    Hey everybody, welcome to another episode of The Testing Psychologist podcast. This is Dr. Jeremy Sharp. Today, I am talking with Amy Fortney Parks. I’m really excited for our conversation today. Amy and I originally connected in the practice of the practice Facebook group, the online community there.

    I was really taken by Amy’s enthusiasm and her energy for marketing and some of the things that she’s put together for her practice. She actually reached out to me to talk through some aspects of testing and integrating with schools and recommendations and things like that. So [00:01:00] I’m excited to have this conversation with her today.

    Let me do the official introduction for you, Amy, and then we will jump into our conversation. Okay?

    Amy: Sounds great.

    Dr. Sharp: Great. Amy Fortney parks describes herself as a life-long educator, a passionate psychologist, and often stressed-out, but mostly happy mom of four. She is the Executive Director of Wise Mind Solutions, LLC, a Northern Virginia-based practice focused on children, teens, and families. Amy is also the owner of The Wise Family, a comprehensive brand for kids and parents designed to inspire, educate and energize families.

    Amy brings with her over 25 years of education and experience working with children, adolescents, and families as both an educator and psychologist. Her focuses include individual counseling for kids, tweens, and teens, parents and educational consulting. She is a passionate “BRAIN-trainer” and strives to help everyone she works with understand how their own unique brain works. I [00:02:00] like that.

    Amy holds a Master’s degree in Psychological Services and is just about to wrap up her dissertation and get her Doctorate in Educational Psychology. Congratulations on that, by the way.

    Amy: Yay.

    Dr. Sharp: That’s a big yay. We’ll talk as we go along about how to get in touch with you and learn more about your services and about you here toward the end of the show but for now, welcome Amy to The Testing Psychologist podcast.

    Amy: Thank you so much. I appreciate it, Jeremy. I didn’t realize how many times the word passion is in my bio. I’ll have to modify that a little bit.

    Dr. Sharp: That just says that you are very passionate.

    Amy: Obviously, maybe a little overly passionate.

    Dr. Sharp: That’s fair. We’ll sort through that. We’ll see. Well, how are things in Northern Virginia today?

    Amy: Everything’s fine. We’re back to school. A little bit of snow on the ground, but not much. It’s a sunny day. Everything’s going well. I think that kids are [00:03:00] getting ready for the start of the spring break season, that’s an exciting time for families, but in our state, we also have some testing coming up around that time, so some anxiety starts to happen pretty soon here, so we’ll have an uptick in some of our work.

    Dr. Sharp: Absolutely. I know that pattern well, gosh, standardized testing has just gotten so ubiquitous. For a lot of my kids anyway, that’s a pretty rough time.

    Amy: Yeah. We see that too. So everything’s going great. We’re busy and we love working with families. I binge listened to your podcast on a trip and I was really excited to connect with you and agreed with everything you said and was so excited to hear your journey. And I thought, I have an area that might be something that would be helpful for your listeners. So [00:04:00] that’s why I reached out and said, hey, you want to talk about recommendations and some stuff that involves schools. And you were like, yeah, great. Sounds awesome. So I was excited to connect.

    Dr. Sharp: Yeah, absolutely. As listeners know, the last episode that I did was on doing a school observation and some aspects to consider, so this is a great little two-part series and maybe more than that, who knows but right now we’ve got two ongoing episodes on integrating with schools and how to work with schools and integrate testing with the public education system. So super excited to talk with you today.

    Amy: I’m not sure you’re going to even get away from, you’re going to probably do a lot of episodes on school because, of course, there are lots of opportunities to do testing for adults but not nearly the volume or the need as young people. And then they’re going to always be in school or homeschooled or getting educated in some way, so we always have to figure out [00:05:00] that partnership.

    Dr. Sharp: Oh, absolutely. Well let’s jump into it. It sounds like you’ve had a long career and a lot of experience in schools and as a mom and as a clinician, so can you just tell me a little about your life and what your work has looked like, and how you got where you are?

    Amy: Yeah, when you look at those numbers, you’re like, shoot, I didn’t realize I was that old, that’s a long time, but it does add up fast. I started as a teacher. So I graduated, my undergraduate was in psychology. Scarily, I had a triple major. I was English, Education, and Psychology.

    I started in teaching because I actually didn’t know that schools had school counselors. I went from kindergarten to 12th grade to an all-girls Episcopal school in Virginia. I didn’t know there was such a thing as school counselors.

    So when I graduated, I went right into teaching and [00:06:00] I found that I was spending an inordinate amount of time talking to families about their family situations versus their child’s English grades. A girlfriend of mine said, well, why don’t you look into becoming a school counselor? I was like, oh, I didn’t even know that was a job.

    And so I went back and got my master’s degree in a now-defunct program, but the program was actually psychological services. It’s a dual master’s degree in school psychology and school counseling. So I had all the same training for school psychology as masters plus then the additional counseling and clinical work.

    And so after that, I began to do a lot of work in alternative education because in alternative education, there were many times when somebody that could look at a child through various lenses was really valuable. And so I did a lot of work with families and kids and [00:07:00] teens who were having difficulty in the traditional classroom and trying to figure out what was going on with them.

    Oftentimes, what we see is children that are having difficult time in a traditional classroom have either a confidence or a competence issue. And so my job was to tease those things out and figure out what was going on, and quite often, many of our kids had both confidence and competence as concerns. So I was able to help them and work with them.

    So I did that. And during the time I was doing that, I also had some kids along the way. So my oldest one is actually 24 and my youngest is 17. So I have two in college, one who has graduated and has a real job, which I think is an exciting thing to mention.

    Dr. Sharp: Wow, congratulations.

    Amy: It’s very exciting. And then I have one that’s a tutor in high school. So had some kids, did some of that. At some point in time, I realized that one of the hardest things for [00:08:00] me about education is that oftentimes schools and teachers try so hard, no one goes into education for the paycheck, they go into it because they care about kids. However, oftentimes I was witness to what we would know is best practice for kids but something we couldn’t execute on a system level.

    That was hard for me because I would know something would work or something would help but we couldn’t really do it, for whatever reason, there was some restriction. At some point, I decided, hey, I want to do more of this on my own than be in the school setting. I want to have more freedom to be able to pick my instruments. I want to have more freedom to be able to try different modalities, so I started a private practice and worked part-time in the school system for a while and then went to full-time private practice probably about five years ago now.

    [00:09:00] Dr. Sharp: It sounds like you’ve seen things from both sides and run the gamut with perspective in terms of what is helpful for kids and how to work with kids.

    Amy: Yeah, I think so. I talk and we talked a little bit about this before, but I always talk to families about what I consider to be the trifecta, which is the family, the school and then the outside support system, whatever that means. Maybe it might be occupational therapist, it might be speech and language, it might be psychologists, it might be nutritionist, it might be the pastor, who knows? I think that that trifecta is so important.

    I was thinking this morning about, this is a little off topic but still on topic, I was thinking about the March Madness and I was thinking about the big rabid fans around these teams, these people that are so rabid about these different basketball teams and stuff. And I thought, you know what, that’s how I feel about kids. I’m a [00:10:00] rabid fan of kids and so I was just thinking about how it feels to just be a big fan.

    I tell kids all the time and teens and families that I’m totally team Jeremy. That’s my deal and families are really excited to hear that.

    DR. Sharp: Oh, I’m sure. Well, I know at least with a lot of the families that I work with for whatever reason, they have come to a place of feeling like they may maybe not have an advocate or don’t have folks on their side who have their kids best interest at heart. And so I would guess that that is really valuable for the families that you work with just to feel that from you, that energy.

    Amy: And even to know that even when it doesn’t feel like people have their kids best interest at heart, there’s a way to reorient the focus. For example, [00:11:00] when I’m working with families, I always make sure that there’s a picture of the kid on the table. Oftentimes in our system, the teenager is coming to IEP meetings, but if it’s a younger kid, I always make sure I have a picture of the child because we’re talking about a human being.

    Dr. Sharp: That’s great.

    Amy: I know it’s really important to honor that and honor the family and to be sure that they have all their questions answered. Maybe they don’t get all the right answers or all the answers they want right away, but we still have their kids best interest at heart.

    Dr. Sharp: Yeah, even something small like that, that’s a cool idea. You’re right, I would imagine we both been in a number of IEP meetings where things spin out a little bit and it gets easy to lose the fact that this is a real kid and we’re talking about their life and this is really important stuff.

    [00:12:00] Amy: I think that we can have that perspective even if we don’t have kids. I know plenty of clinicians that don’t have children who are absolutely the best and phenomenal at what they do. I will say that my whole approach changed when one of my sons was in the 5th grade and he did poorly on the writing SOL,

    those standard of learning tests that we have in the state of Virginia and they have all over the country at different varying degrees.

    He had not done well. He had failed it. They called me into the school but no one ever told me why they were having the meeting. I’m working full-time in a local school system. I know exactly what it is that schools do and how they’re supposed to do things, and yet they called me into this meeting and there is this big table full of all these people and I’m like, what the heck? Why are all you guys here? You just said you wanted to chat with me or something.

    It turned out [00:13:00] that they were saying, well, we’re concerned because your son didn’t pass the writing SOL and he has to go on to middle school and blah, blah. I’m like, you guys didn’t even tell me why you were having this meeting. I actually know you’re supposed to. Imagine if I didn’t know that, imagine how it must feel.

    It became a pretty big, I had to come to Jesus with them about it because I’m like, this is not cool. You can’t just do that. This is me, I’m okay, but you can’t do this on a regular basis. And that was a real awakening for me to make sure that families really were so clear as to what our goal was, where we were going, how we were going to get there and how we were going to measure that progress.

    Dr. Sharp: I think that’s so important and that’s validating maybe it’s the right word, that it’s happening elsewhere too. I feel like so many parents I work with have had that ambush experience in a meeting like that [00:14:00] or are clueless about the process. I feel like it is on the school and on us as private practitioners to a degree to help prepare parents for that and give them an idea of how to navigate that process.

    Amy: Yeah, I think that you can’t go wrong with overeducating. I really don’t think you can, because this is not a parent’s frame of reference necessarily. They come in with their own specialties and they look at us to be able to use our expertise. It’s important for me to establish that kind of trust, but also to establish that ability to say, hey, look, here’s the law, here’s what it looks like, here’s what you can do, here’s what we can do.

    I don’t think it needs to be contentious. It becomes contentious when people aren’t feeling they can trust the situation.

    Dr. Sharp: I totally agree.

    Amy: I guess there’s a lot of reasons for that.

    Dr. Sharp: Sure. [00:15:00] Maybe that’s a nice segue into, what thoughts do you have on how a clinician maybe in my place or the psychologist who’s doing the testing, how would you prepare parents for navigating the special education process or asking for 504 or IEPs, what feels important for them to know coming off an evaluation in private practice?

    Amy: Of course, lots of these things could be changing in the coming months and potentially years, but let’s just hope that things stay stable. Just to clarify for your listeners, there are basically two different and I’m taking it slow so I don’t make a mistake and speak about something that I’m not sure about but two different types of supports that schools can provide and this is public school systems.

    There are independent school supports that are oftentimes maybe available in specialized schools that [00:16:00] are available for kids with different needs but at the public school level, there’s what’s called a 504 plan and then there’s what’s called an IEP, an individualized education plan. Both of those serve the purpose of supporting kids in the classroom, but they’re very different in the teeth behind them or what they can do for kids and how they’re executed.

    So a 504 plan is a general education function, meaning it’s generally supported and executed by the school counselor. Sometimes other staff might do it, but oftentimes it’s the school counselor. It’s not a special education trained individual per se. It’s funded through general funds by the school. In fact, there’s generally no funding underneath a 504 plan.

    Oftentimes 504 plans look like what we consider best practices in the classroom but sometimes we have to put some specific things in place. [00:17:00] For example, proximity to the teacher or access to a water bottle during class, some things like that we have to put in place because not every teacher teaches the same way and certain kids respond to certain supports.

    Usually a 504 plan, it was originally designed under the Americans with Disabilities Act as a way to support children and teenagers who had a physical disability, like if you broke your leg and you needed to use the elevator, or for example, we have two kids on our practice that have leukemia and they have low stamina and so they have a different schedule and things like that.

    So that was originally how it was designed, but now it’s often used for ADHD because ADHD is considered a medical diagnosis. Often used for other kinds of things like POTS or migraine disorders or things like that. That’s how [00:18:00] a 504 plan works. Do you want to add anything to that though? You may have a different perspective on it.

    Dr. Sharp: No, I think you nailed it. I will say, usually for kids who have fairly significant anxiety or depression that doesn’t reach the level that it’s truly disruptive to their classmates, I would consider them in 504 territory and often we’ll talk with parents about that.

    Amy: Yes, absolutely. Thank you for adding that because I had neglected that part. So absolutely. And then there’s the Individual Education Plan, which is a part of IDEA, which is a federally funded and sponsored program for children with specific learning disabilities; it could be reading, it could be math, it could be writing, it could also be a specific emotional disability that is severely impacting their learning. It could be an autism spectrum related disability that’s also [00:19:00] significantly impacting their learning.

    Those do have funding underneath them because generally a staff member is tasked with the responsibility of managing those IEP plans. There are a lot of laws in place that protect them and there are a lot of laws in place that protect children who continue to maybe be chronic disruption and may need to find a different school environment.

    So lots of different supports and laws underneath an IEP that gives it some more teeth in the scheme of things but either way, they’re designed to help kids and teachers too. They’re also designed to help teachers to be the best they can be.

    Dr. Sharp: Right. Let me ask you, would you provide parents with all of that information that you just shared [00:20:00] with me as they head out to the school? Would you go into that much detail and let them know what they’re in for?

    Amy: Well, to back up a little bit, if a family calls me, and this happens to us a lot, I’m sure it happens to you too. A lot of families call and they say, I think that or my pediatrician said my kid might have attention issues or my teacher says my son might have attention issues or we think he’s having some trouble with math and learning, they come with a vague question that they’re asking about.

    And so the first thing we always talk about is, okay, well, where are you in school? What have you already explored and done? What do you know? Also I ask, what do you want to come out of this? What is the resulting outcome that you’re looking for? Because sometimes kids that are in certain situations, maybe they’re in a private school, they’re not going to get the kind of supports that they need from that school and they need to find a [00:21:00] different school or whatever.

    So we ask all those questions first and in that process, then in that discovery, we do some education around, okay, this is what you could expect from this. This is a place you might want to look at for this. This is something you might want to investigate here. Those kinds of things. So we do that to start with.

    We do a lot of education around that as well, especially if it’s a kid with an emotional issue, then of course, probably we’ve already been working with them and we’re at a point where they maybe need an evaluation or we need to work with the school to support an evaluation being done at the school.

    Dr. Sharp: Maybe that’s something we could touch on just real quick because I run into some confusion around this a lot, but can you speak at all to what the schools are “required” to do if a parent asks for testing for their kids?

    Amy: Right. A school is required currently by law within [00:22:00] 10 days of a written request to convene a meeting to discuss the child. Many school systems call it something different. They call it a child study. They might call it a local screening committee; they have all different kinds of names for it.

    Basically, it’s a group of people that know your child and that are familiar with the system in the school, et cetera. They get together with the parents and have a conversation about, okay, what’s going on? Do we see the same things that the parents are reporting? Is this something that we have some concerns about that we may need to do some more investigating?

    So there’s a whole big conversation around these questions. Is this something that we might need to look more into or do we need to maybe collect a little more data about what’s happening with that child in the classroom, pay a little bit more attention, put a few more eyes on them, and then reconvene this meeting in, say, 60 days or 30 [00:23:00] days and talk about this again.

    They’re obligated to have a conversation. They’re not obligated, necessarily, to do anything beyond that unless it’s agreed by the committee and it is a committee decision, not an individual one. The committee agrees that they will they will then do the testing.

    Dr. Sharp: Okay. Let’s jump ahead a little bit and assume, I see a lot of parents who, for whatever reason, they have not had testing through the school or been able to do that and so what I ended up doing a lot is helping bridge the gap between my private practice evaluations and the school, making recommendations that are helpful for school, helping parents take the report and put it in place at school. I would love to talk with you about your perspective on that and we could get into any number of things. Maybe we could start with how is it [00:24:00] to have a parent come in with a private evaluation and make requests about services, how do the schools perceive that in your experience?

    Amy: Well, you’re right that for any number of reasons, a family may not be getting tested through the school system. Sometimes they are tested through the school system and the parents still want assessment outside the school system. We are just careful to make sure that they fully understand what it is that they’re asking for and of course, we have to make sure that we don’t give the same batteries that the school gave because we can’t have them get the same test and within a year. That’s a little bit tricky sometimes.

    And so what we try to do is we try to make it as collaborative and friendly a process as possible. I guess I’ve been really lucky, I haven’t had a contentious situation [00:25:00] where the school hated us and was so mad at us for doing something. It’s hard for me to speak to that but I will say that we do try hard to make sure that the school understands that the parents requested this additional information and our job is to provide them with all the data and all the information that they might need to do the best job that they can.

    We do convey that confidence in them that we know that with this data, they’ll be able to make even better informed decisions about the way they teach. That might be the difference versus, I know some clinicians will go in and say, well, this is the way you have to do it and why don’t you do it this way? This is the way the kid needs to be learning.

    Well, it’s a little tough because not every teacher teaches the way that kid needs to learn, and we have to figure out [00:26:00] where is the happy medium. That’s where your classroom observation comes in handy, and we always do a classroom observation because sometimes we find that the way that the teacher is teaching needs some discovery. We have to have some conversations about, okay, well here’s where the kid is, here’s where you are, how can we find that happy medium? How can we help you?

    That generally goes fairly well because we go in again with that confidence that we know that you are the experts in education and we’re giving you as much data as we can help you get about this kid. You see how that frame is a little different? The frame around we’re telling you what to do versus we’re giving you more information to do your job even better.

    Dr. Sharp: Oh, absolutely. That feels entirely different to me. I wanted to maybe ask you, are there [00:27:00] anything in particular that you use to be collaborative with the teachers aside from just reaching out and saying, how can we help you? Here’s the data, anything else, tips you might have to actually collaborate and get on the same page as school staff during the course of the evaluation?

    Amy: I take a two pronged approach to that. I take a short view and then I take a long view because I figure I’m going to be in business for a while and this teacher is probably going to be at Claremont Elementary for a while. I want more kids from Claremont Elementary come to my business.

    In the short view, I make sure that I convey that confidence that here’s some more data. How can we work together? How can I help you? I do lots of, yeah, that sounds like a great idea. I love that idea. That sounds terrific. Lots of real positive affirmation.

    But then in the long view, I also make some very copious notes for [00:28:00] myself about say, for example, Mrs. Jones, who teaches 3rd grade at Claremont Elementary School. I get a sense of what are the things that she might need. So for example, if she says to me something like, oh yeah, I always have kids every year who struggle with anxiety or gosh, yeah, I always have parents every year who ask me questions about how to help their kids do their homework.

    I make a note of that and it’s like a good mom who keeps track of her kid’s Christmas wish list during the year, which I’ve never done, but I do this from a business perspective really well. And so if I come across something that I think that would help that teacher, I’ll send it. I’ll say, hey, Mrs. Jones, I know that when we talked before you mentioned such and such, I saw this and I thought you’d really like it.

    Of course, sometimes I do that, even if I didn’t just see it. I know that I can send this thing to them and make that connection but I’m [00:29:00] always doing that. I probably spend probably a good hour a week doing that kind of thing; connecting with teachers and administrators and other psychologists and doing that kind of networking.

    Dr. Sharp: Absolutely.

    Amy: And then the other thing I do in the long view is I always offer as much education as I can to the school and I do it for free. I’ll do parent workshops. I’ll do teacher workshops. Usually, they’re only 60 minutes. I’m not going to be there all day long, but I will do them and I do them as almost like community service. So I don’t charge. I do a lot of them.

    Frankly, it’s a referral source for me. I get paid that way as getting new clients, but also I’m just offering them something that they maybe haven’t had the opportunity to hear in that certain way or that they need to [00:30:00] know or that they’ve been looking for.

    Dr. Sharp: How do you initiate those presentations? Do you reach out to them? Do they ask you? What’s the language you use?

    Amy: It’s a little bit of all of that. When I first started doing this, I started offering and I would offer it to everybody and anybody. I made a double-sided sheet that talks about the workshops that I offer. It was really easy to get ahold of me and it was easy to schedule. I made it as easy as like no barriers to entry at all. Just made it super easy.

    And so I did it enough that then people started to hear that I was doing it. And then I got more and more people to ask for me. Of course, I can say, no. I don’t spend all my time giving it away, but I do make a point of doing several workshops a month so that I’m out in the community and that’s another way that I get to know the school. They get to see my face.

    [00:31:00] There’s so many clinicians that we work with, never see the school, never meet anybody there. It makes such a big difference when you have a personal connection and when you’re giving them something that they need.

    I’ll tell you, the number one thing a counselor needs every year is an updated referral list on a magnet because every year you move offices and you lose all your stuff and all the referral sources you have from the year before are moved or they are out of business or they’re doing something new. And so now I’m starting to give a mini referral magnet that’s just like, okay, here’s the local child protective services number. Here’s the local community services board. Here’s the local food bank or whatever, because I’m just telling you, I knew from experience every year I lose that stuff because I’d have to move and I couldn’t find it and I wouldn’t have referrals and of course, I’m [00:32:00] on the referral magnet. So that works out perfect.

    Dr. Sharp: Right. That is a fantastic idea. I love these very concrete ideas. And that is something honestly, I would never ever guess to think about, but that’s great insight. Thanks. Goodness.

    I like these concrete strategies. I like that short view and long view. I will say too, I talked last week in the podcast about the importance of being out in the schools and that gives me a chance to get to know the front desk staff and sometimes the principal because they’re hanging around the main office. And then, of course, the teachers, when I’m in the classroom, that’s a big deal and it’s really nice for me to have that personal connection too because then that helps me know schools better and help the kid ultimately.

    Amy: It sounds like I spend all my time doing this and I want to clarify that I don’t. Obviously, I do other things too. If we have [00:33:00] kids in our practice and they’re going to be in a play or they’re having a concert, a lot of times I’ll go to those and of course, I’m going there for the kid, but I’m also going there so I can meet the staff.

    I always have cards and I’m like, hey, I don’t tell them who I’m working with, of course, because that’s confidential but I say, hey, I’m working with a few kids in your school and just wanted to say hi and I’d love to offer your staff a workshop on blah, blah, blah. 9 times out of 10, they’re like, oh, that’s great. That would be terrific. When can we get that scheduled? I follow up and boom.

    Dr. Sharp: There it is.

    Amy: Yeah.

    Dr. Sharp: That’s great. Well, I know that, gosh, we have a lot to talk about. There’s so much that we can cover with schools. One of the really important things that you and I spoke about before was making recommendations that are useful and helpful and doable for the teachers when clients come from private practice evaluation back to the school. [00:34:00] Maybe we could jump to that because I think that’s super important and really helpful.

    Amy: Absolutely. I was thinking, I know your podcast is designed for people that are in all different varying decisions regarding bringing testing to their practice. So some people who are super experienced already do this, but new people, I thought I would share about the recommendation bank because I think it works really well for me.

    So what I have and I’m looking at it right now is a whole pack of files, there’s probably 50 files in this particular file folder. Each one is titled recommendations, and then it says what the recommendations are for. For example, Recommendations ADHD College Age, Recommendations ADHD Elementary Age. They go all the way down; Recommendations for Memory and Test Taking. [00:35:00] Recommendations for Mixed Dyslexia, et cetera.

    So when I’m writing a report, I pull the most appropriate list of recommendations. And then of course, I go through them one by one and think about, okay, well, is this recommendation helpful for Johnny at school? Because there’s a section that’s school and then there’s a section at home. And then is this recommendation helpful for Johnny at home?

    I also consider, is it realistic? So for example, if I know that a kid goes to a particular school that, I’m trying to think of a good example. Say that I know that this kid needs a lot of extra movement and a lot of extra opportunity to stand up and move around, but I know they go to a super traditional school where all the kids sit in desks, that I’ll make an important point around a recommendation.

    I’ll add a little bit to it to say why this is really important so that they [00:36:00] can understand I’m not just saying it just because it’s on my list, I’m saying it because I know this is a must have for this kid. And so I make sure that they’re really good.

    I started out giving a whole laundry list of recommendations when I first started doing this because I was so proud that I had such a long list of recommendations because that would, of course, make me so much smarter and better because I was giving all these recommendations and then I realized, no, that’s not really very valuable, just giving a whole big laundry list. It was overwhelming. I was excited because I thought it was so good, but then I realized, no, this isn’t adding value. It’s just adding volume.

    I’ve toned that down a little bit, but there are times too and the one thing I was thinking about when we talked before was that there are times that people that are clinicians that have never worked in a school don’t really think through their [00:37:00] recommendations well because there’s sometimes people give recommendations that can’t happen or would not happen or don’t even really make sense.

    Dr. Sharp: What are some examples?

    Amy: A perfect example was I saw this report two years ago and it was by a clinician who I, and I respect anybody that’s doing this work because it’s a lot to do, but I knew they had not had been in the school and I was specifically keen to look at the recommendations. This kid was a third grader. The recommendation said, the teacher should provide copies of their classroom slides and/or daily lesson plan notes.

    I thought, okay, well that makes a lot of sense if he was in 12th grade, if he’s lucky, maybe college, but there’s no 3rd grade teacher that teaches from slides and lesson plan notes. They have a plan but they don’t have that kind of material to give to a kid. That’s a very busy day with lots of things happening and it just didn’t [00:38:00] make sense as far as for that kid and knowing what was realistic for the teacher.

    Sometimes you’ll see these recommendations where it says a teacher should be touching base with this child every 10 minutes. Well, okay, yes, maybe someone should be checking in with that kid every 10 minutes, but really, can we tell a school to do that or can we say the school should figure out … What I’ll say is something like, the school and classroom teachers should work together to figure out an appropriate schedule of intervening or communicating with the child to discuss progress, or something like that, because every 10 minutes, that just freaks people out.

    And what happens is parents see that I said every 10 minutes and they think, okay, well, Amy said every 10 minutes, that’s what we have to have and when the school’s like, uh-uh, we can’t do that, then it seems like they don’t want to or they can’t. It seems like they’re just being mean and they don’t want to give it to the kid when it’s really [00:39:00] not about that. So then that’s where that contention comes up, I think.

    Dr. Sharp: Yeah, I think you’re exactly right. I’m curious, thinking about clinicians and folks who are doing evaluation in private practice, is there any place to look or any guidelines for what might be appropriate versus not appropriate knowing that it could be school and classroom dependent, any resources that you know of that might help bridge the gap a little bit for realistic recommendations?

    Amy: I think it’s funny and I feel like I’m preaching to the choir because I’m sure you have the answer to this already, but for your listeners, I think the smartest thing to do is start with some of the basics that you know are important for that disability, important things that would help be helpful, but then you have to continue to do your homework and you can’t stop.

    So once you have your file that’s called Recommendations ADHD College Age, when you read research, when you go to the CHADD [00:40:00] organization website, when you go to a conference and you hear a good recommendation, or you do a classroom observation and you see a teacher doing something, a strategy that’s really good, you have to put it in your idea bank right away. You just have to put it right there and you just have to keep building it. It’s like saving money. You have to keep putting the money in, putting the ideas in and then modifying as you go along.

    So I look everywhere for recommendations. I will say there are quite a few excellent books on recommendations that you can access through a variety of places. There’s one particular book that I use quite a bit. One particular website that’s excellent is, I don’t know if you’ve ever seen it, it’s wrightslaw.org.

    Dr. Sharp: Oh, of course.

    Amy: Yeah. So Pete Wright lives in Virginia and he is, for those that don’t know, an attorney and has worked representing [00:41:00] children for nearly 30 years. He was the representative in some big cases and then his wife is a psychotherapist. So he has many excellent recommendations on his website. I reference it frequently and also his book, the Special Education Law book which I have notes all in. I’m looking at it right now and there’s notes and tabs and earmarks and all kinds of things that explain IDEA and all of those kinds of things.

    So wrightslaw.org, which is again, an excellent site with lots of good recommendations. ADHD, you can find lots of great stuff on the CHADD website and bp kids, which is bipolar kids, bpkids.org also has a number of recommendations for mood dysregulation in the classroom [00:42:00] and a few other places I’ve seen executive functioning issues in the classroom as well so it’s kind of a hunt and pack.

    Dr. Sharp: We’ll link to all of those in the show notes just for those listening who might be driving or running or something. We’ll have those for you to check back out.

    Amy: The other book that I like is called The Complete Guide to Special Education. It’s by Linda Wilmshurst and Alan Brue. It’s designed for parents, teachers, and administrators. Actually, this may not even be the newest edition. So there may be even a newer edition. This is 2010.

    It talks a lot about all the different disabilities, and the evaluation criteria. And then it has a whole section on guidelines for successful interventions. So lots of different interventions are listed in here that are really helpful.

    Dr. Sharp: Fantastic. I have not seen [00:43:00] that one. I’m going to go look it up.

    Amy: The thing I missed doing is some of that more of the motivational side of things, understanding some of the things that are barriers to kids that maybe are not necessarily learning related; motivation and depression and anxiety, bullying, those kind of things. I do miss that kind of stuff when I’m doing a lot of educational evaluations, but those are interesting.

    Dr. Sharp: Sure. One thing I wanted to ask about before I let you go, and I really appreciate your time today.

    I wanted to ask, we were talking just in supervision this morning with my graduate students about how to word things in the report so as to not step on any toes at the school. To just use the right language, I think that’s collaborative and supportive for school counselors and school staff. I’m not sure [00:44:00] if that’s clear or not, but in our reports, for example, I’ll say something like, it’s recommended that parents consult with staff at school to determine eligibility for special education support, and I’ll leave it open like that.

    I have seen reports though, where they say, based on such and such diagnosis or disability, first-name kid should be considered for an IEP immediately or something like that. I’m curious, how do you approach that? What are your thoughts on that?

    Amy: No, I’m not in the position of telling people what to do. I’m in the position of building teams, not building dictatorships. I would say exactly what you say, which is, it might be something to consider or the family should consult with the school staff to discuss a plan moving forward to support this child. It could potentially be helpful to execute an IEP plan, or something like that, or based on [00:45:00] this child’s diagnosis, they would likely qualify for special education services, something like that, I might also say, if I think it’s an urgent matter.

    Also somebody, oh, gosh, now I’m laughing because I think this might have been on your podcast. I was going to say someone gave me this idea the other day, and it must have been you, which is writing a cover letter. Actually, we do that more now than we used to before. A cover letter that summarizes the report.

    I know you do it for the referral source which we’ve always done that, but what we’re going to do now, in addition to that is, if there’s a classroom teacher, we’re going to do a brief bulleted strengths and weaknesses kind of thing with some brief strategies on it for the classroom teacher because I know classroom teacher can read a 33-page report. Well, they can, but they don’t [00:46:00] want to, and they don’t have time to so I’m going to try to do some more summaries for them, which I think will be really helpful and I think they’ll appreciate.

    Dr. Sharp: Yeah, absolutely. I like that idea. I will do that, actually, not as frequently as I should. We do with the referral sources, like you said, but if parents request a short summary, I’ll give that to them to pass along to the school but now you’ve got me thinking, that’s a fairly not very time intensive task that is pretty easy to put together that would help the teacher.

    Amy: Because I figured just like my referral letter, I can have a template and I’m going to make it a little bit more reader-friendly. It’s not going to be like a letter format. It’s going to be more like an infographic, is my thinking about it. I haven’t actually conceived of the whole thing yet, but I was thinking like an infographic that gives you some insights into what this kid can do really well and what this kid needs some support in [00:47:00] and two quick things on how you could support this kid. So that’s what I’m thinking.

    Dr. Sharp: I love it. Well, Amy, thank you so much for your time. Before I let you go, two things; one, any other parting thoughts about bridging the gap from private practice to schools or related to anything we talked about today?

    Amy: The main thing I’ve been thinking about ever since even I started hearing your podcast was how little we collaborate because so oftentimes we feel this sense of, well, I don’t want to give away business or that person is my “competitor”. I think that’s a big mistake. I think families connect with who they connect with and if we don’t talk about things, oftentimes we get stuck in our mold and we do things the way we’ve always done them, the way we learned in graduate school and this is the way that Professor Z taught me this, and I don’t know any other way.

    A lot of times other people do things different ways that are better and we should be willing to hear them. [00:48:00] And so I would say my main thing is to say we should be working together more because we’re here for kids and if we all work together, then the things will ultimately be better for everyone.

    Dr. Sharp: That’s a great message. I have to say too, just in the brief time that we have been talking with one another, I think that’s really jumped out about you too, is that you have been really free with sharing information and how you do things. All of this, including our podcast today has got me thinking about how I might do things differently and shift in our practice. It’s really exciting. Like you said, it’s all in the name of helping kids and that’s what it’s all about.

    Amy: Exactly.

    Dr. Sharp: Well, Amy, thank you again. If people want to get in touch with you or learn more about you or your practice, how can they do that?

    Amy: We have a website. It is thewisefamily.com [00:49:00] and they can connect with us there. There’s a link to schedule an appointment with me. I have office hours three days a week and I give away 15 minutes of my time and 15-minute increments as often as I can to talk to families about what’s going on with them and how I can help them. So you can do that on our website.

    I have three clinicians that work for me that see kids in therapy and then one that does just testing and assessment. We always appreciate people connecting with us and working together and being part of our family, The Wise Family.

    Dr. Sharp: I like that name.

    Amy: Thanks.

    Dr. Sharp: Yeah. Well, thank you so much. This was great. I really appreciate your time. I think this will be helpful for a lot of the folks who are listening. So thanks, Amy.

    Amy: Terrific. I can’t wait to hear your next podcast. Keep them coming.

    Dr. Sharp: Thank you. Take care.

    Amy: Okay.

    Dr. Sharp: Bye-bye.

    Amy: Bye.

    [00:50:00] Dr. Sharp: All right, everybody. Thanks for listening to that interview with Amy Fortney Parks. Like I said during the interview, I feel like I’ve learned so much just in the relatively brief time that I’ve known Amy. She is so free to share information and she has some great ideas about how to connect with schools, do marketing, build your practice, and bridge the gap between private practice evaluations and the school district. I hope you learned something there and hope that you’re enjoying the podcast.

    If you are enjoying the podcast and like what we’re doing here, there are any number of ways that you could help me promote it; you can share it on social media. You can share it on your own blog or your own podcast.

    You can leave a review, you can rate the podcast in iTunes or Stitcher or Google play or anywhere you might listen to your podcasts and any of those things will be so appreciated here as I continue to build this and grow and try to develop [00:51:00] this community and resources for folks who want to do testing in private practice.

    If you want to find out more or get more resources, you can always head over to the website, which is thetestingpsychologist.com. Check out any number of articles, or past podcast episodes.

    If you want to get some guidance or strategies to build testing services in your practice, you can check out the four-week blueprint, which is at thetestingpsychologist.com/fourweekblueprint. And that’s a weekly series of emails over four weeks that’ll give you some pretty concrete ideas for launching or growing testing services in your practice.

    So thank you as always for listening. Like I said, this is the second in what’s turned out to be a two-part series on schools. We’ll see what happens next week if we continue that trend or shift to something different but I do know that we have some cool interviews coming up with [00:52:00] Maelisa Hall of QAPrep and with Erika Martinez, a neuropsychologist in Miami who’s now focusing on career enhancement and building the ideal life for 20 and 30 somethings. So we have some cool interviews coming up. Thanks for listening and we’ll catch you next time. Bye bye.

    Click here to listen instead!

  • 11 Transcript

    [00:00:00] Hey everybody. This is Dr. Jeremy Sharp. Welcome to The Testing Psychologist podcast, episode 11.

    Hey everybody. Welcome back to another episode of The Testing Psychologist podcast. Today’s a little bit of a different day. We’re going to switch it up a little bit from the prior weeks in that I will just be talking with you by myself here today. I did two really cool interviews over the last few weeks. So if you haven’t checked those out, definitely go back and take a listen.

    Today, I am going to be talking with you all about how to do a school observation. I test a lot of kids. I’ve talked about that in the past. And one of the primary components of my evaluations is a school observation.

    [00:01:00] I have met a lot of other clinicians and folks doing testing with kids and seems like a school observation is not always part of the package. And so, this has really come to be something that defined our practice, at least here in town. So I wanted to talk with you about what my process is, what makes a good school observation, and how to go about that and integrate it into your evals.

    One of the things to consider right off the bat is that there are a lot of really positive aspects to doing a school observation. One of the things that can be just procedurally important is that some districts, I’ve heard this in other parts of the country and here locally as well, but some districts are actually really hesitant to accept outside evaluation results for consideration of special education services or other [00:02:00] school-based services unless the outside psychologist has actually been on-site at the school. So in some cases, you have to do a school observation if you want those outside testing results to be integrated with the kiddo’s 504 consideration or IEP in school services.

    Another reason that I really think it’s important to do a school observation is because often parent and teacher reports can sometimes be incomplete or inaccurate even. I’ve found that in many cases over the years, actually, where a lot of the time parents honestly will maybe have talked to the teacher, maybe have some input from the teacher, but a lot of the time, parents don’t really know what happens at school. They don’t know exactly what the classroom setup is like, what the kids do during the [00:03:00] day, or how they’re behaving at recess.

    I find this is especially true for kids who don’t necessarily fall in the extreme range for behavior or academic concerns. And a lot of time, those parents are understandably naive about what happens during the day. It’s like this black hole that their kids go into for 7 or 8 hours and then they’re home all of a sudden.

    On the other side, teacher reports can also be a little bit, I don’t want to say inaccurate or misleading, but even with checklists, I tend to do the BASC-3, the Vanderbilt, and a variety of other things depending on the presenting concerns. So I get a lot of behavior checklist data but sometimes, as we all know, checklists are not super precise.

    I like to go and just get a good sense of what’s actually happening in the classroom [00:04:00] on any given day for that kiddo. I think that’s probably the main reason for me to go into the school is just to give me a much better picture of what’s happening socially and behaviorally in the classroom for these kiddos.

    I can think of a lot of examples over the years where I have been in the school and the information that I gathered there just totally alters the course of the eval or really pushes me in one direction or the other with the diagnostic impressions and certainly the treatment recommendations too and thinking about what sort of interventions might be helpful for that particular kid.

    I can think of one kid right off the bat where parents were pretty concerned about disruptive behavior in school and at home to a degree, some learning concerns, and maybe some attention issues. And so with this particular kid, I [00:05:00] walked into the school and almost literally walked right into this particular kid kicking the vice principal in the hallway right as I was walking into the school.

    I, for better or for worse, got a front-row seat to this disruptive behavior that parents were describing. I got to say to myself, this is really happening. Here we go. And so I got to observe that outburst, which ended up going on for quite a bit of time.  And I got a good sense of what they were talking about and what the school was concerned about.

    Also, thinking of that same kiddo, after he calmed down and got back into the classroom, I was able to observe what he’s like in the class. He did have some trouble staying in a seat and paying attention and that sort of thing.

    [00:06:00] I can think of many other stories where I’m questioning whether a kid is on the autism spectrum and I’ll make sure to go to the school during a time when I can catch an unstructured time, like lunch or recess, and I will get out there on the playground and be able to see how kids interact with other kids.

    Gosh, I had many occasions where I have observed kids spending time by themselves on the playground, walking around alone, counting rocks, or something like that. And that gives me some insight into how they interact with other kids and how they’re handling the social demands.

    Now, on the flip side, I have also seen many kids who behave really well in the classroom environment. And then that makes me question, what’s going on here? The parents are [00:07:00] either perceiving things to be really bad or maybe things are just bad at home and not so bad at school. So it can go both ways. It can either push me in the direction of maybe a more significant diagnosis or maybe give me some information to say, okay, things are going right with this kiddo. Not a big deal.

    Now, of course, I always check in and see how my observations during the school observation jive with the kids’ history. Was that a good day? Was that a typical day? Was that a bad day? So you always got to check those things out, but getting into the school for a little while can give you some really good insight into their behavior there in general.

    The other thing that I think is fairly important about doing the school observation is that it gives me really good information independent of what kind of day the kid is having. It gives me good information about the classroom environment. [00:08:00] And I have found that that can be really important in considering what might be going on for a particular child.

    What I’m talking about when I say classroom environment, I mean, it could be basic things like class size, is this a school where we’re more down toward 15 to 20 kids per class or more up toward 30 or above? It makes a big difference. Lets me see what the classroom setup is like. Do the kids work in those little pods- small groups of desks clustered together or is it more rows or a circle or an independent workspace?

    Also, it gives me a sense of just what the classroom is like; what does it look like?  Is it clean? Is it organized? Is it chaotic? The population of the class more, are they more energetic as a class, or [00:09:00] is it more of a docile classroom? And all of that just gives me an idea of how this kid might be functioning in that particular classroom. And that can make a really big difference.

    Another piece of that is teacher personality, classroom management, and how they handle different kids behaving well and misbehaving.

    So there’s a ton of good data that can be had just from sitting in on the classroom for a few minutes. And you get a sense of that pretty quickly, I think.

    Another thing that I like about a school observation, on a very basic level, it just gets me out of the office, which is really nice. I don’t know if you call that self-care or just variation or work satisfaction, but it was really nice to just get out of the office for a little while and get out and drive around. I can listen to podcasts and just get out in a different setting.

    [00:10:00] Another thing that I think is a huge advantage, actually, two big advantages of doing a school observation. One is that parents absolutely love it. Every time, if parents, for whatever reason are not aware that I typically do a school observation, when I talk with them about it, they are so excited to know that someone is actually going to go see what’s going on at school.

    I’d say the majority of kids that I work with are parents that bring their kids in. School is a part of the concern. And so, they’re just super excited to have me go out and check things out there in the school environment. And like I said earlier, at least in our town, this has become somewhat of a defining feature of our clinic, I think. As far as I know, other folks are not doing this. And that’s a nice feature to set us apart.

    That leads me to the last element that I think [00:11:00] is pretty important about doing a school observation, and that is the marketing element. You could also call it networking or just building relationships, but having done this for several years now here in our community, I am, I wouldn’t say on a first-name basis with a lot of teachers or front office staff, but I am really familiar with a lot of the school staff around town, and that has been a huge asset in building our practice and getting referrals.

    Having some familiarity and positive energy just from being out and about in the schools and being visible, I think is a really big deal. Teachers seem to appreciate it whenever I come out to do the observations. The administrative staff really appreciate it just to know that as a clinician, I’m invested to that degree in really [00:12:00] helping the kiddo and figuring out what might be going on.

    However you think of that as marketing or relationship building, either way, I think it’s really important and has been a nice byproduct of being out in the schools. And that works back for me too because then I have knowledge of each school’s environment: what the administration is like, what the teachers are like, the community, and what different schools look like.

    And then that can help me to make recommendations to parents because parents are often asking me what schools should my kid go to? Where’s the best fit? What’s his learning style? How will that fit in here in the district? So it works both ways. I think it’s a really cool thing to have those relationships in place with the schools.

    In terms of the actual process of doing a school observation, I thought I could talk about that a little bit. I’ll just get into some of the nitty gritty here assuming that [00:13:00] some of you might be listening and want to say, okay, I want to put some school observations in place. How do I do that?

    So this is just my process. This is what I’ve honed over the years and settled on from doing this for a while.

    It starts right off the bat with parents from the initial phone call. When they call asking for an evaluation, we walk them through the process and say, first we’ll do an interview, the next step is a school observation, then the kid will come for testing, and then we’ll do feedback. We mention it right off the bat, just so parents are aware, hey, this is going to be part of the process. Let’s get prepared for this. And this is something that you can count on.

    Once they come in for the initial interview, I also talk with them again about the school observation. So, during the interview process, I’ll walk them through and give an overview of the rest of the evaluation. And part of that is [00:14:00] always talking about the school observation.

    So what I will say is, okay, now that we’ve done the interview, the next point of contact with your kid will be an anonymous school observation. I typically go to the school before I meet the kid for testing so that I can remain anonymous and hopefully not influence that kiddo’s behavior in the classroom knowing that someone is observing them. So I try to remain anonymous.

    I always say to parents, I will go in. I assure you, no one will know that I’m watching your child aside from the teacher. None of the other kids know, none of the parents know, nothing like that. I tell them that what I typically do is I just go in, our district here allows me to stay for an hour at a time usually, so I stay for an hour. I always try to catch an academic period and an unstructured social period if possible, and if relevant. I typically just sit in the back of the classroom, don’t take up too much space, and don’t [00:15:00] disrupt anything. And just try to get a sense of what’s going on in the school environment.

    I also tell the parents that we take care of the scheduling. I have that go through my admin staff and I’ll talk you through what that looks like here in a minute. But as far as parents are concerned, I say, if you could just give the teacher a heads up, give the principal a heads up if you’re close with that individual, and that can often help the process go a little bit more smoothly when those folks know that I’ll be getting in touch with them.

    So that’s what I present to parents. I also have to talk with them about the billing aspect. So if any of you are maybe doing evaluations and are saying to yourselves, but we take insurance. Does insurance cover that? Well, the answer is usually not. As best I can tell, going into the school, it’s a different location [00:16:00] setting on your claims. I think that 03 is the service location code. A lot of insurances don’t cover it.

    I’m just upfront with parents. I just tell them that I do charge a flat hourly rate for the school observations. I include any travel time. 15 minutes or less one way I do not charge for. If I have to drive over 15 minutes one way, I do charge an extra $100 to cover travel time. But I do tell the parents, I’ll submit this and try to get reimbursed for the school observation, but usually, insurance doesn’t cover it and that’s going to be about an extra $100 to $150. And most parents don’t even bat an eye at that. They’re actually pretty thankful and they say, that’s totally a worthwhile expense [00:17:00] to add on to get a sense of what’s going on in the school environment.

    After I’ve talked with the parents and we get on the same page, this is getting into some of the procedures of our clinic, but we have what we call an interview follow-up form. And on that form, I will mark the school and the teacher’s name and what kind of time I would like to observe at the school or what setting or what class.

    And then my admin staff sends an email to the teacher or makes a phone call to the teacher and says, “Hey, I’m contacting you on behalf of Dr. Sharp. We’re doing an evaluation and working with one of your students. We typically conduct a school observation as part of that process. Could we find a time when Dr. Sharp can come by for an hour or so? He typically likes to see an academic period as well as an unstructured time like lunch or recess. Are there any times in the next week or two that [00:18:00] could work for you to have Dr. Sharp come by?”

    So, just shoot out an email like that to the teachers. I found that they are very responsive. A lot of teachers are totally willing to have me come. It’s very rare that that does not work out and I’m not able to get into a school.

    In terms of the nuts and bolts of scheduling, I think that’s important. School observations can take up a fair amount of time. Like I said, I’m there for an hour and usually, I’m driving 5 or 10 minutes to get there, at least. Sometimes I will go to neighboring cities and it might take up to a half-hour or an hour each way, but it can be a big chunk of time.

    So what I do, I think I’ve talked in prior podcast episodes about the schedule that I’ve set out for myself to do evals and make sure that I’m making the most of my time. If you don’t remember that, or haven’t heard that, or maybe I haven’t said it, [00:19:00] I’m not sure. The schedule that I keep these days is, I do a week of what I call on time, where I see people face to face from about, for me, that’s 7 AM to 3 PM doing interviews, feedback, testing, one on one meetings, that kind of thing. So face to face time with clients.

    And then I do an entire what I call an off week where during that week I do administrative tasks here in the practice, I write reports and I do school observations. So during those off weeks, I basically have a blank slate where I just block out big chunks of time to get out and do these observations and also have big chunks of time to write reports.

    That works for me really well. It also allows me to stack my school observations all on the same day or maybe two days. I tend to do maybe 4 to 6 a week, something [00:20:00] like that, during my off weeks. I also have my admin staff always try to schedule the school observations in close time proximity when they are geographically close.

    That was a really complicated way to say something that’s pretty simple, which is schools that are located near each other, I try to stack on the same day and do them back to back. So I’m not driving all over the place. That’s relevant for me. Like I said, I can sometimes go to neighboring cities that are pretty far away. So, I usually try to line those up and just make it efficient in terms of driving.

    While I’m thinking about that, I’ll just throw in a little side note that there are a lot of apps out there that can help you track the time and distance that you drive for work. Right now I’m using one called Everlance. I think mile IQ is another popular one. So like I said, just a side note, you [00:21:00] could check those out if you need a mileage tracker. And that’s right on your phone. A lot of them do automatic detection of trips. So soon as you start moving, they’ll start to register a driving trip and then you just classify them as you need to.

    After I get the scheduling worked out, then I want to talk about the whole process of actually doing the school observation. So once I get into the school, I think it starts right from the very beginning. Again, that relationship building or marketing piece where I’m very nice to school staff.

    The front desk staff are often fairly protective of the students. So I get a lot of, “Yes, who are you? Uh-huh. And what are you here for?” That kind of thing. At the risk of generalizing quite a bit, it’s a little bit of that Mama Bear [00:22:00] kind of mentality, which is totally understandable.

    So right off the bat, I’m really nice. I say, Hey, I’m Dr. Sharp. I’m just here to observe one of your students in such and such as classroom. Would that be okay? I’ve already arranged it. I think that person knows I’m coming. Is there anything you need from me? So just try to be disarming and courteous and nice and just know that they’re just doing their job.

    You often have to sign in and all that stuff. Often, I will get an escort back to the classroom. Someone will walk me back to the classroom. And that’s always a great time to just make some small talk and try to connect with that person, whoever it is in the front office. Sometimes it’s the principal or vice principal. So that’s a great time to just make some small talk and try to build some of that relationship.

    Now, once I get in the classroom, I’m very courteous to the teacher as well. Right off the bat, “Thank you for letting me come.[00:23:00] I’m just going to sit here in the back. I don’t want to get in your way. Let me know if I need to move or if I get in your way in any capacity.” Teachers are usually great. I end up sitting at a lot of teachers’ desks which is fun. They tend to have really nice chairs.

    So I will sit in the back of the room, make sure that I can see the kids’ faces. Depending on what grade I am observing and how old the kids are, they may come up and talk to me. They might ignore me. That’s more of a middle school thing. They might be super interested. They might not.

    Some teachers handle it differently. Some will announce me or introduce me right off the bat. I always tell them, whether they introduce me or I introduce myself, I always just say, Hey, I’m here to just observe your class and see how your school works [00:24:00] and get a sense of what your teacher is doing and how things are working here. And that usually pacifies the kids. They forget about me pretty quickly.

    I take notes on my computer at this point. So I just take my laptop out and will put it on the desk or put it on my lap. I like to take pretty detailed notes while I’m doing the school observation. So there are a few components that help make that possible. One is that I am very descriptive in terms of, well, certainly classroom environment and what the activity is and things like that.

    I always note what subject they’re working on, what time of day it is, and how long they work on a particular activity or subject. And I’m taking some type of note, at least every 30 seconds or so. I think [00:25:00] that, again, if you’re submitting the school observation as part of your eval report, it’s really helpful to structure it like the school psychologists do their own evaluations. And those are pretty detailed and contain a lot of standardized information.

    So as I’m in there, I’m looking at a lot of different things. I’m always noting, again what the kids are doing, how long they’re doing it for, when they transition, all those pieces, I’ll record on my note.

    I should say it’s okay to move around the classroom. Of course, try not to disrupt anything or bother anyone, but I’m totally okay moving around, just making sure that I can actually observe whatever kiddo I am trying to get a handle on.

    In terms of the things that I actually pay attention to during the observation, [00:26:00] of course it varies depending on the referral question. So if we’re talking about ADHD, of course, I’m looking at the activity level, distractability, organization, impulsivity, things like that. Social skills are a big one. I’m often trying to figure out how kids are interacting with other kids.

    As I’m paying attention, not just to the specific kid that I’m evaluating, I tend to watch the other kids almost as much as the “target kid.” That gives me a good idea again, of what’s this classroom environment, what’s the culture like. And I think sometimes as clinicians, if you don’t spend a whole lot of time observing kids in a group or haven’t spent a whole lot of time around kids, I think kids can act really different in the testing environment. It’s a fairly [00:27:00] structured situation and it’s novel and it’s not distracting, all those things.

    I can sometimes get wrapped up in thinking that kids are either really, really good in the testing environment or not so good in the testing environment because I just don’t have other kids to compare them to. So being in the classroom, I always check out the other kids and see what they’re doing just as much as the kiddo that I’m observing.

    So I look at things like, are they paying attention? Do they seem focused? Do they seem on task? Are they off task? If they are off task, how much? What are they doing? Are they getting up? Are they wandering? Are they blurting? Are they interrupting? Are they engaging in actual misbehavior or disruptive behavior like the little kid that I described earlier? So I’m paying attention to all those academic pieces.

    If I can, I try to get a good sense of how fast they’re working, how efficient they [00:28:00] are. Are they finishing their work at the same time as other kids or are they lagging behind? Do they take longer to transition or are they more efficient with their time and straightforward? All these pieces are pretty important with what you’re actually observing. 

    Now, specifically, I use a hash mark system on my notes. So if I observe one behavior, let’s say it’s interrupting, I’ll just write interrupting and then make a series of hash marks every time that happens. And then I pair that with the timeframe that the behavior happened in. So then when you go to write the school observation up in your report, you can say something like, first name was off task 10 times within an 8-minute span during a group reading activity, for example. So just a little bit more of an efficient way I think to mark off [00:29:00] behaviors that are happening.

    I’d imagine some of you out there maybe even have a spreadsheet or something super organized to do this. I don’t have that right now, but that could be a good idea. So I’ll just take note of all those behaviors. I like to go out to recess and to lunch, like I said earlier, to catch an unstructured time and just pay attention to, are they socializing with other kids? Are they doing so appropriately? Do they have friends? Are they up in people’s space? Are they not? So there are a lot of things to pay attention to.

    I should say too, again, that theme of being kind to school staff, when you’re out on the playground, you again, can get some of that protectiveness from school staff. Playground staff will be out there. I get a lot of, “What are you doing here? Why are you here? Who are you watching?” Stuff like that.

    So [00:30:00] again, courteous. Make some small talk. Of course, I always try to protect confidentiality as much as I can. I’ll just say like, I’m observing a student. I’m in private practice. I’m a psychologist. I work with kids and see how they’re doing in school. I leave it at that. I don’t make it super clinical or formal or anything, but I do try to make some small talk and continue to build relationships there with any school staff that might be out on the playground.

    Now, as the observation is wrapping up, I always try to catch the teacher’s eyes. I say thank you again. Slip out quietly. Try not to disrupt.

    Often, during the course of the observation, I’ll at least get a second of the teacher’s time. So they might come over or maybe we’re walking down the hall as the kids walk to lunch or something like that. And I always check in and just say, Hey [00:31:00] anything that you would like to share with me? Anything that feels important for me to know? What else is on your radar? Stuff like that just to make sure that I touch base with the teacher a little bit and get a sense of what they feel is important. I think that’s really big.

    After you leave the school and get back, like I said, I take notes on my computer, so that all goes to our HIPAA-compliant Google Drive cloud-based records so I can have access to that whenever I need it. And then it’s all about integrating that school observation info into the rest of the report which is up to you and how you might pursue that. I just do a pretty big written paragraph or two in the section of my reports where I do the interviews and observations. I’ll just put it in there and make it available for [00:32:00] anyone who’s reading that report.

    I often find it interesting doing feedback sessions. Parents can be really curious about what happens at school. They just like to have a sense of my thoughts and my opinions and what I saw. Like I said, it’s almost like this black hole or something where kids go and parents don’t often know what happens there, which I would say is definitely true for me. I, to be honest, have very little idea of what my kid is doing in school all day long. Even though I’ve done some observations there, it’s still hard to picture sometimes. So I think this is valuable.

    Doing a school observation can be valuable for parents, can be valuable for teachers, certainly is valuable for me from a clinical perspective. It gives me a lot of great information to integrate into the report. And like I said, there have been several, I mean, more than I can count, situations where the school [00:33:00] observation and the info I got there really influenced the diagnostic picture and helped me tailor recommendations. I think that’s a really big piece.

    For those of you who work with a lot of kids and submit eval reports to the school, I’m sure you have heard at one point or another, something about how to make your recommendations helpful. Are they realistic? Can the teachers really do this? Something along those lines.

    And it’s been my experience that doing a school observation really helps with that and gives you some credit as an outside evaluator to where you can say, yeah, I have been in the school, I know what this classroom looks like. I’ve seen this kiddo and I’ve seen the classmates. Here are some things that I really think could be helpful and hopefully doable in the classroom.

    So those are my thoughts on doing a school [00:34:00] observation. I would love to hear from any of you about your own strategies for school observations. If there’s any discussion to be had around this, that would be super valuable. Always looking to incorporate any new strategies or techniques or tips during any part of the process, but this is the way that I approach it. And like I said, I think it’s been something that’s been really helpful and a defining feature here of our evals here in the community. So I will stick by them. I think they’re helpful.

    Now, this is likely going to be the first in a series of probably two episodes where we’re talking a little bit more about the school environment. 

    Today we talked about school observations. Next week, I’m excited to, I’m trying to line up the interview, I think it’s going to work out, but I’m going to be speaking with Dr. Amy Fortney Parks- a psychologist out on the East Coast in Washington, DC. [00:35:00] We’re going to be talking all about integrating recommendations from an outside evaluation with the school and with special education services. Amy has experience as a school psychologist who’s now in private practice. She’s going to be talking with us all about how to bridge that gap between a private practice eval and making recommendations for the school that are doable and helpful and not overwhelming.

    So hope you might tune in and listen to that one. Like I said, hopefully coming up in a week. I think we’re going to get the interview time worked out. So look forward to that.

    Thank you as always for listening. This has been awesome. It’s really cool to see the podcast continue to grow and to see our Facebook community continue to grow. You can search on Facebook for The Testing Psychologist Community. We are adding members every week and having some cool discussions about technology, [00:36:00] testing and private practice, and different aspects of the evaluation process in the business there.

    If you like the podcast, there are a number of ways that you can support it. You can certainly like it or rate it or review it in iTunes or wherever you listen to your podcast. You can share it on your Facebook page or on your blog or on your own site. You can also just tell your friends and find any colleagues or peers, anyone that you think might enjoy or benefit from the podcast. I’d be super grateful here as we continue to grow if you take just a minute to share the podcast with them.

    As always, you can go to our website, thetestingpsychologist.com, and you can find articles, resources, and past podcast episodes. And [00:37:00] if you’re interested in really growing your testing services, you can check out my four-week blueprint, which is a four-week strategic plan to add or grow testing services in your practice. You can find that at thetestingpsychologist.com/fourweekblueprint. 

    I think that is it for today. So thank you again for listening. Talk to you next time. Bye-bye.

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  • 010 Transcript

    Dr. Sharp: [00:00:00] Hey everybody. This is Dr. Jeremy Sharp. Welcome to The Testing Psychologist podcast, episode 10. 

    Welcome everybody to another episode of The Testing Psychologist podcast. I’m excited to be talking with Dr. Megan Warner today.

    Megan Warner, PhD is a clinical psychologist and the owner and founder of Guilford Psychological Services, in Guilford, Connecticut, a practice that’s currently in the process of being developed. After running her private practice for a number of years, Megan saw a need to form a central location where individuals throughout the region could find compassionate, nonjudgmental, and scientifically-driven providers that offer high-quality individual and group support to help people find and reclaim themselves and build the lives they yearn to have.

    Guilford Psychological Services expands upon Megan’s thriving private practice and will offer individualized, high-quality, high-end support, informed and designed by science. In her practice, Megan specializes in trauma, mindfulness-based approaches, perinatal and postpartum mood and anxiety, and collaborative therapeutic assessment, which we’ll be talking about today.

    In addition to running her practice, she is an Assistant Clinical Professor in the Department of Psychiatry at the Yale School of Medicine. She is also a wife and a mother to two young children.  

    Megan, welcome to The Testing Psychologist. 

    Dr. Warner: Thank you so much for having me. I’m so excited to be here. 

    Dr. Sharp: Yeah, of course. I have to ask right off the bat doing that introduction. When you tell people that you work at Yale, how do they respond? 

    Dr. Warner: If I tell people in like Arkansas that I work at Yale, they think that’s amazing. But if I tell people up here in Connecticut, that I work at Yale, that’s the most ordinary thing you could ever hear up here. [00:02:00]”Why are you telling me that?” is their response, and “What about it?” Everybody works at Yale up here. That’s the position, although it’s great. It’s wonderful. 

    Dr. Sharp: Sure. It’s all relative, I suppose.

    Dr. Warner: It’s all relative. Not everybody works at Yale, but it’s a lot of therapists and a lot of people have shared appointments or do a lot of things because it’s nice to work over there. I love it. 

    Dr. Sharp: Sure. That sounds great. I have to admit, I had a little employment envy reading that description.

    Dr. Warner: I should say, I volunteer. Let’s call it voluntary, but I get access to the library. There are all sorts of perks they give you, so it’s good.

    Dr. Sharp: That’s worth it.

    Dr. Warner: Yeah, it’s totally worth it. It’s good. 

    Dr. Sharp: Fantastic. Well, thanks for coming on the show. This is, like I said, really exciting. We are going to be having a chat about therapeutic or collaborative assessment, which is something that you have integrated into your practice over the years. I’ve got lots of questions for you, but maybe we could just start with how you got into assessment and decided to integrate that into your practice in the first place. 

    Dr. Warner: I’ve always liked assessment. I’ve always liked data, numbers, how things look statistically and how they match, and how we experience them in our lives.

    And so what drew me to the field in the first place was the study of personality. So I was at The University of Iowa learning about personality. And that’s what really sealed my desire to go into the research side of psychology for a while because personality measurement is really interesting.

    So, my background was at first in personality. And so, when I was looking at grad schools, I was really drawn to places where I could continue measurement and look at measurements and also develop my clinical skills. So on the scientific side, I liked that measurement side and it goes so nicely [00:04:00] with clinical work when you can use it in a way that you can marry the two.

    Dr. Sharp: Absolutely. So you specifically look for graduate programs that integrated more assessment into the training, is that right?

    Dr. Warner: Yeah. The advisor that I was drawn to… I ended up going to Texas, and the guy that I ended up working with, his name is Leslie Morey, and he’s fabulous. He wrote the PAI. When I found that school and knew I had the chance to be working with them, I was pretty excited because the PAI is a great measure. It’s a clinical measure. You get some personality data from it. And so that was the draw. And then obviously once you’re working with someone who developed a measure, you get a lot of measurement experience. And so, it was great.

    Dr. Sharp: Yeah, absolutely. Wow. He was an author of the PAI. That’s incredible that you got to work with him.

    Dr. Warner: Yeah, he’s incredible. I was very lucky. 

    Dr. Sharp: That’s great. So, just in case, for anyone who’s listening who might not know, the PAI- Personality Assessment Inventory is one of the, I’d say, major personality assessments for adults. There’s an adolescent version as well. Right, Megan?

    Dr. Warner: Yeah, it’s a great clinical measure. So you get things like depression and anxiety. For example, the depression scale goes into subscales like cognitive signs of depression and affective symptoms of depression, physiological. Most of the scales are like that where you can break down something that feels like a diagnostic issue into their subsets. And there’s quite a bit of personality data mixed throughout. You can take it online. It’s great. It’s like a rival to the MMPI, so people that use the MMPI can also check out the PAI.

    Dr. Sharp: Right. I know everybody has their preferences in what measures they use.

    Dr. Warner: Certainly.

    Dr. Sharp: And I actually, with all the testing that we do here in our practice, I switched over to primarily using the PAI probably [00:06:00] 18 months ago, something like that. And I really like it. I think it serves me.

    Dr. Warner: Do you like it? 

    Dr. Sharp: I do really like it. We can always dig into the nuts and bolts of different assessment measures, but I like it because it feels a little bit more accessible to me than say the MCMI-IV, which is my alternative personality measure. It just feels a little more easy to read, and like I said, maybe more accessible or personable, if that’s a better way to describe it.

    Dr. Warner: Totally. I say, good choice with the PAI. 

    Dr. Sharp: Yeah. You’re not biased? 

    Dr. Warner: No, not at all. 

    Dr. Sharp: I was going to ask why you use the PAI, but that answers that question. So, let me go back a little bit and just talk with you. Our topic for today is therapeutic assessment or collaborative assessment. So can you just speak a little bit to what that is and how that might be different than a typical evaluation or assessment? 

    Dr. Warner: If you think about a typical assessment, the traditional approach is, we’re hired by a parent or a psychiatrist or primary care or a client comes to us saying, so, and so says, I need to be assessed, I need a neuropsychological assessment or I need a diagnostic assessment.

    So the client comes in a position of seeking our expertise and our authority, but it’s certainly not an equivalent dynamic in any sense of the word. So traditional assessment, there’s a little bit of a power differential or a lot of a power differential depending on who’s doing the assessment. And the goals are to diagnose, or treat, to increase understanding, but it’s not usually a collaborative process. Obviously, the assessment process involves two people or more, but it’s not necessarily a therapeutic assessment or a collaborative assessment.

    The idea is that you’re working with the client to try to answer questions or to try to give them something that’s positive as a result of the [00:08:00] assessment. So really it’s kind of like who the client is, is shifted. The client isn’t necessarily the psychiatrist or the teacher or whatever the client really is. The client who’s coming in to be assessed. What can you give them when you’re generating data and you’re also of course generating the data that you can use for a bigger assessment measure. But the idea is that assessment in itself, that assessment experience can be something that is positive and therapeutically may help the client have some positive impact on their life. 

    Dr. Sharp: I really like how you put that phrase of the focus. The client shifts from being the referral source to the actual person who you are working with, which makes intuitive sense, but, you’re right, that’s not always how it works out with traditional evaluations sometimes.

    Dr. Warner: Right. The idea is that we say, okay, well, I’m an expert on this test. Sure, I’m an expert on the PAI at this point in my life, but who is the expert on the client really? It’s the client. So, we really just put our trust and that just is a spirit of equality, which I think is really nice for the clients because it’s really intimidating to come in and get assessed. And if they think that you’re working for them and with them, instead of like, oh, I just want to evaluate you. You’re a set of numbers. I’m going to write a report on you. It’s scary. And it’s not really so direct. It’s about them, but it’s not immediately clear how they’re going to gain from all that data. 

    Dr. Sharp: I couldn’t agree more. I have so many folks who come into the office and one of the first things they say is some variation of, we’ve never done this before. I don’t know what this is about. Finding some way to voice their vulnerability or apprehension about being there. And we don’t get a great representation in the media, I think, especially with assessment and evaluation. It doesn’t typically look good. So, this is really important. 

    Dr. Warner: That’s exactly right. And maybe you may want to try this. I’m hoping that a lot of the people that’ll listen [00:10:00] to this will give this a shot. When you have somebody come in and you say, okay, well…

    The main therapeutic assessment idea is that you say, well, what 3 or 4 questions do you have about yourself? What do you actually want to know? And when clients can say, well, like, gosh, nobody’s actually ever asked them what they want to know about themselves. When you’re going for an assessment, you’re deferring to the expert about what you should be knowing about yourself. So if you ask the client, Hey, what have you always wondered about yourself and what feedback are people giving you about how people say you are, how people say you function? Usually, people will say, “Well…”

    I have two cases that I can sprinkle in through here. And a good example is, I saw somebody years ago whose parents had said, you’re so angry all the time. And so, one of her questions was, I don’t feel like I’m so angry all the time. Am I so angry all the time? And as it turned out, she was just extremely introverted and painfully shy and her parents had been misconstruing this shyness.

    So she had a question. It was a really easy question to answer with the assessment. And she was able to bring them the assessment report which was tailored to her questions and they healed a rift. They came to understand that it wasn’t anger at all. She was just not really that verbal and preferred to be alone.

    Dr. Sharp: Oh, I love that.

    Dr. Warner: Yeah. And there are a lot of stories like that. It’s really empowering to the clients. I should also say as we talk about this, just to add that therapeutic assessment, collaborative assessment, I’ll probably suggest you put a book on your show notes, right?

    Dr. Sharp: Yes.

    Dr. Warner: Okay, perfect. A really good book is this book called In Our Clients’ Shoes, which talks about one type of therapeutic [00:12:00] assessment. So the idea of therapeutic assessment with “ta” is it’s a spirit of having an attitude that assessment is more than just collecting information and that we want this to be a positive experience for our clients, but therapeutic assessment with “TA” is a semi-structured approach that has been developed by the guy, Stephen Finn. He’s this like really cool guy. He’s at the University of Texas at Austin. And that’s why I suggest whoever is interested in this to pick up this book In Our Clients’ Shoes.

    I’m going to talk about his approach, which is a semi-structured approach of how people come up with their questions and how it works. But in the interest of full disclosure, they do have a certification process, and I don’t want to convey that I’m certified in it. They have a credentialing process. I was trained in it. I feel pretty competent. I feel okay saying I know what I’m talking about, but I’m not technically certified as some of these things have a certification process.

    Dr. Sharp: Sure. Yeah, of course. I appreciate that disclosure. So let’s dig into maybe some of the nuts and bolts of this. I’m interested, of course, in the business aspect of it and how you added it to your practice, marketed assessment service initially, got clients, how much you charge for an assessment like this, that kind of stuff. And then, maybe we can transition and talk about what it actually looks like in the room and the experience with the client, that kind of thing.

    Dr. Warner: That would be great. Well, I will follow your lead and answer whatever you want.

    Dr. Sharp: Great. Well, let’s start with, how did you initially add these assessments to your practice? How did you make time for them? How much time is required? How long’s the report? All that kind of stuff. 

    Dr. Warner: Well, when I opened my practice, this was always going to be part of the practice. So this has been [00:14:00] something that has been present in my practice from the get-go because I think the value is so great and it’s really great for new clients. It establishes a collaborative relationship from the start. So it’s always been part of the practice.

    How much time I allot for them, usually the assessments I use can be done by the clients at home over the internet. You’ve probably seen this with the PAI. There’s software and you can actually send people the link. I use a few other measures. So I don’t need to allot a tremendous amount of time luckily, because I’m not having to supervise people actually filling out the items in my office. But I would say, a good therapeutic assessment, a good collaborative assessment probably takes maybe 2 to 3 hours total. I probably take longer than I need to conceptualize and look at the numbers and data. I could probably be faster, but I’m a little bit fussy. But I’d say2 to 3 hours a time. 

    Dr. Sharp: Okay. So that’s a fair chunk of time, I suppose. Now, do you structure it so that you have time set aside each week to write the reports, or do you just fit it in between your appointments? How does that work? 

    Dr. Warner: I don’t have a set amount of time. I don’t have a report writing time. I try to keep my caseload to a number that’s manageable for me. I set aside Wednesday afternoons and Fridays to do administrative things. So that’s where that would fall. Wednesdays and Fridays are the designated writing time and phone call time and catch-up on note time.

    I’m not doing more of them than I can handle. So I’m not in a situation where I’m having to kill myself finding time because usually that Wednesday afternoon or Friday time is enough for what I have on my plate. That’s a tenuous balance. I’m working on it.

    Dr. Sharp: Nice. Oh my gosh. Yes. No, all too well.

    Dr. Warner: Yeah, exactly.

    [00:16:00] Dr. Sharp: Okay. I am curious, is a therapeutic assessment something that you would do with your existing clients, like in the middle of a course of therapy, or is it more of a one-off service that other clinicians might refer to you to work with their clients? How does that work? 

    Dr. Warner: Both of those. If I had it my way, and I just haven’t made this happen, I would actually do it with everybody that comes in because you have an idea of a case, and it’s so helpful to flesh out your conceptualization. Sometimes I’m just wrong, but for efficiency’s sake, I haven’t done it with everybody that comes in.

    Where I trained in grad school, towards the end of my grad school career, we did start doing it with everybody that came in, which was wonderful because you start the therapy process with a lot of data, but at this point how I’m doing it is, sometimes I do it with clients at the start. If I feel like people are really struggling and they know something’s wrong, but they don’t know what’s wrong, and they really have no idea, but they want to figure it out, sometimes that’s a good time to offer it because it’s like, well, why don’t we bring in some numbers? Let’s do an assessment.

    Usually, people think that sounds fun and interesting, especially when I say like, what questions do you have about yourself? Because then it doesn’t feel so scary. They know they’re going to get something great out of it. But I do sometimes also introduce it in the middle of therapy because I get stuck with clients just like we all do. And sometimes I think like, there’s something else going on, but I can’t figure out what it is. And so sometimes then I’ll suggest like, have you ever done any assessment? Maybe we should try. I have this really great approach and we’ll answer questions you have about yourself or questions we have about the work. Like that’s where sometimes I’ll say, what about this? Maybe we have a question about this.

    But then it can also be a one-off like people can just come in. There’s just value in having the assessment. There are positives that can come from people coming in just for 2 or 3 sessions. And then [00:18:00] also, psychiatrists, other psychologists can send clients that they’re stuck with to me. So, there are a number of avenues in which they come in. 

    Dr. Sharp: I like that part that you said about people are just curious and if you frame it like, what do you want to know about yourself, that’s a nice way to open the process.

    Dr. Warner: Totally.

    Dr. Sharp: So, with the referral process, I am curious about that. How do you get the word out so to speak that you do these assessments and let others in the community know that they can refer their clients for a therapeutic assessment?

    Dr. Warner: Well, when I started my practice, I was marketing more. I’m not doing so much of that now, but when I would talk about what I did, I would say, oh, I do this really neat assessment approach which is called therapeutic assessment. This is an approach where we can find out more about clients, where they feel really safe and they get this feedback report and it helps, especially if you’re feeling stuck or you can’t figure out what’s going on with the client.

    So with other therapists or psychiatrists, I tended to lead with, “If you’re confused about what’s going on, this is a great way to clarify for both you and the client.” That was a good marketing hook. And then one thing I would offer, and usually other therapists find this very exciting because I’m not trying to take anybody’s clients.

    Like you can sort of say, you can come for the feedback session. If you have a really good relationship with a therapist, clients may want to bring their therapist with you for the session where you discuss the results. And the therapist can also be involved in the questions. They can help designate that. I should just say, usually people are very excited by that. That seems really fun.

    There are 2 psychiatrists where I just said, listen, just send me somebody you’re stuck with. This is a low investment for me to do 1 or 2 assessments for people just so they can see. And in that case, then they can just send somebody over for a 2 or 3 [00:20:00] session meeting. And then I write the report, and I think the rest is history because they see how valuable it is. 

    Dr. Sharp: Mm-hmm. I love that line. Send me someone you’re stuck with. 

    Dr. Warner: Yeah. Because we all have those, right? We all have those.

    Dr. Sharp: Of course. That’s great. So let’s talk a little bit more about what this actually looks like with the client. So how do you tend to structure your feedback sessions once you’ve given the PAI and have the report ready? 

    Dr. Warner: Well, the first thing is, before you even get to feedback, you have to help them construct the question. So the key is really in helping clients come up with questions that are answerable by the data. And almost any question can be reframed. That is something that is answerable depending on the assessment measures that you use. And obviously, you tailor the assessment measures to the question.

    So there’s a couple of things. I’ll give another example case that was an interesting one. I saw someone who was, yeah, so I think this is a fun one. I saw somebody who was really high functioning professional, felt really healthy, felt really good about her life, solid marriage, and a good relationship with their kids. We’re modifying a couple of little details in here just to de-identify it. But mainly the questions were, I feel like I’m really healthy. I’ve been in and out of therapy. All my therapists say I’m healthy. I feel pretty good. Am I as psychologically healthy as I think, was one question. That’s a good one. Is my approach to life in terms of relationships as healthy as I think it is?

    If you think about the PAI, there are some measures of relationships in negative relationship history and impulsive style, and there’s [00:22:00] also verbal aggression. So you can look if somebody tends to be aggressive versus assertive, all that. So are my relationships is healthy?

    And then, the third was, I have this weight that I cannot lose and I feel that I’m really healthy, but all my efforts to diet and get rid of these last 50 pounds, I cannot shake this weight. Is there anything this test can tell me about why that might be?

    So that’s all in the questions, right? When she had that question, I was like, what can I do? How am I going to get from what the data are and scales to answering that? But I had this little idea, maybe I would include a trauma measure because I work with trauma. She hadn’t mentioned any trauma, but sometimes trauma comes out in interesting ways. I knew I would get a little bit of trauma data from the PAI, but I wanted a little bit more.  And so that’s what I did.

    Just a little bit more about how it’s done. You come up with 3 or 4 questions with the client; you help them. So if someone says like, am I an angry person? You can say like, well, what does the test tell me about anger in relationships? A lot of people ask, am I an introvert? Things like that. Those are more easily answerable.

    But Stephen Finn’s way is that you design your feedback in a set of levels. So you have level one questions which are questions that wouldn’t be very upsetting. That would be like if somebody asked, am I an introvert, and they very well knew they were an introvert and they were just curious if that’s what the test said, it’s not that upsetting to hear, yeah, you are an introvert. It wouldn’t be upsetting, right?

    Dr. Sharp: Right.

    Dr. Warner: Level two questions are like, well, maybe this would be hard to hear. This isn’t how I saw myself, but it makes sense to [00:24:00] me. It’s like, well, I always thought I was assertive, the test says I’m a little aggressive. I get that. That makes sense. All right. Maybe I’m a little more than assertive. Like that’s not such a hard pill to swallow.

    Level three questions are ones where maybe it’s painful. Maybe the feedback is hard to take. And that question that this woman asked about her weight, why can’t I lose the weight? I was pretty sure it was going to be a level three question. 

    Dr. Sharp: What gave you that impression?

    Dr. Warner: Well, it’s such a loaded topic. I’m dieting. I’m trying to lose 50 pounds. What’s wrong. Why can’t I lose the weight? That’s such a sensitive issue; weight and diet and eating, particularly if my clinical knows was right, that maybe there was a trauma piece, that’s going to be a hard message to deliver. It’s like, maybe this, maybe that, but that’s a tough conceptualization. So really these questions are inviting clients to hypothesize with you and case conceptualize with you.

    So sure enough, the PAI looked great. She looked psychologically healthy. There was a little bit of hypervigilance and the PTSD subscales were a little elevated, but I probably wouldn’t have looked twice at them. I think I gave her the Trauma Symptom Inventory or something else, and there, she looked elevated intolerance of strong emotions. I forget what the subscale is. And I might be remembering the test I gave her wrong, but it was one that had a measure of tension reduction and affect regulation.

    So basically, what the therapeutic assessment suggested was that she was barely effectively compartmentalizing her trauma. She was super high functioning. She didn’t have any depression or anxiety, but she had an [00:26:00] elevation in her need for tension reduction and strategies to regulate affect. So what that suggested, and again, we can’t know for sure, but what that suggested is that weight was probably the last… eating and diet was probably the final defense against the trauma.

    And so again, that’s a level three feedback, right? Like, yeah, you’re right. You’re healthy. You’re psychologically healthy. And you know what, you’re right. Your relationship style is wonderful. And this one’s going to be painful, and this one’s going to be harder to hear, but what this data makes me wonder about is if this might be going on. And that was a powerful feedback session.

    Dr. Sharp: Oh my gosh. Yes. How did she take that? 

    Dr. Warner: She took it great. She was like, I need to learn how to feel. I get that. There are so many people that are high functioning and professional, all of us, regardless of functioning, sometimes we forget that feeling our emotions is an important part of living. And I think she just had a number of strategies to not feel things that were difficult, but she hadn’t thought twice about it because they were working. So it was emotional, but she was also really hopeful because it made so much sense to her. So she was quite happy and she felt very validated and seen.

    I think that’s the other thing about therapeutic assessment is people really feel understood like, okay, I am really healthy. She was looking over her shoulder thinking maybe I’m not as psychologically as well as I think I am. And yet she was. She was psychologically doing well, but she just had this one coping strategy that wasn’t working for her.

    Dr. Sharp: Right. That is such a nice case where it sounds like it was both validating but also illuminated some things for her that were really valuable and even hard to hear, but that it gave her some really valuable information. 

    Dr. Warner: Right. And see, that’s such a great example of a therapeutic assessment case because that’s assessment [00:28:00] being used for therapeutically something very positive for the client. You’re using the data to help you with this conceptualization and clients can take something so positive from it. That’s exactly what happened. 

    Dr. Sharp: I love that. And I think I also have to just note too, Megan, that it seems like you have a level of sophistication with the interpretation of the data that is really admirable to pull those things apart and make some of those conclusions. I think that’s one of the downfalls of assessment is people say, oh, it’s just data and it’s dry, but you just gave us a great example of how you can put a couple of measures together and really look at the whole picture and pull something really meaningful from it.

    Dr. Warner: That’s so true. That’s such a good point. I’m so glad that you said that because you’re right. To do this, you really need to know the measures very well. This isn’t like getting a printout. I know the PAI has a printout. The MMPI, I think probably has a printout. I use the NEO-PI. It has a printout.

    And you cannot rely on just that. You have to really know these measures. I would say, taking workshops in the PAI, or the NEO-PI or the MMPI, or whatever, because again, this is also something that can be used with kids. This can be used in neuropsychology. You have to know these measures really well.

    And really, you have to know the whole idea that Stephen Finn is wanting to do, credentialing for therapeutic assessment, is so that people truly know what they’re doing and how to do it because you don’t want to be careless in giving this very deep, important feedback that we’re giving people. So it’s probably something that requires certainly a bit of training and or a lot of training depending on what you’re thinking. But yes, I think you’re right. I feel good about my knowledge of these tests. It’s taken a while, but it helps 

    Dr. Sharp: Absolutely. Well, that’s clear that you’re pretty familiar with them. Yeah, that’s [00:30:00] fantastic. Just for people listening, do you have any suggestions, maybe books or websites or articles or seminars, that’s a lot of options by the way, for anyone who is interested in really diving deep into say the PAI and getting past just that printout level interpretation?

    Dr. Warner: Yeah. Oh my gosh. I hope. All right. Let’s set the timer. I could go on about this all day. 

    Dr. Sharp: Fair enough. Maybe I could help you out here. Would it be worthwhile to just say, Hey, we’ll put some links in the show notes and give you some time to put things together and share some of those resources?

    Dr. Warner: For now, I’ll just say, yeah, sure. I’ll give you some. But for now, I’ll say, The essentials series is a really great series. I know a lot of us probably have a lot of the essentials books. The Essentials of PAI Assessment is a great book. It is very helpful because it breaks down the interpretation of the PAI in a few different ways, like just looking at the overall scale. And then it has a code-type interpretation. That book is well used here. So, that would be my thought about the PAI.

    Society for Personality Assessment often has great workshops on therapeutic assessment. The website I would go to is therapeuticassessment.com. That’s Stephen Finn’s website. Everything that we’ve just talked about is really summarized. And the book, in the therapeutic assessment spirit, is the, In Our Client’s Shoes book by Stephen Finn. There’s just one more that’s called Collaborative / Therapeutic Assessment. It’s a case book. And that’s also by Stephen Finn and also Constance Fischer, and Leonard Handler.

    So there are definitely books. There’s one other thing I didn’t say about how to do a therapeutic assessment, just to add really quick, which is that when you give the feedback, the other thing that you’re giving people is you’re giving a written report, which we could interpret that in so many ways. I always think of it as a bit of a transitional object, which is wonderful. People take it with them, but [00:32:00] they get to have it. They can show it around, they can reread it, but you also do include recommendations. So if someone is struggling with…

    You always include recommendations. And again, it’s not just the conventional suggestions and recommendations section, right? It’s like, look, it looks like you are an introvert. Another one I did that was so great is, there was a couple that was having so much marital conflict because the woman was feeling like her husband didn’t want to engage enough in interpersonal situations. To assess this person, the greatest value they had was a high openness score. He really valued aesthetics. He valued art and music, but he didn’t really value interpersonal relationships.

    So, on the PAI, there were these measures of dominance and warmth. And this guy was very low on warmth. It just wasn’t a value. The relationship just wasn’t of value. And when he was able to say, and I was able to write in a recommendation, help her understand, explain to her in these frustrated moments that it’s not that you don’t love her. It’s just that interpersonal situations is not what gives you pleasure in your life. It’s going to a museum or a concert.

    So, just to say that the recommendations are very specific for the person’s questions and that’s usually very liberating for clients to feel so seen and then to actually have ideas about what to do about their questions.

    Dr. Sharp: Yeah. Like, Hey, you get me. I feel heard or something. That’s really appreciated.

    Dr. Warner: Yeah.

    Dr. Sharp: Oh my goodness. I feel like even being someone who does a ton of assessments, I have learned so much in this half-hour. I’m even thinking, how do I restructure my feedback sessions and how do I make these recommendations more specific? And this has been fantastic, Megan. I really appreciate you sharing all of this. And to be honest, I feel [00:34:00] like we’re scratching the surface. I feel like I could talk to you for another hour about therapeutic assessment, the PAI, and how to do this.

    Dr. Warner: Yeah. Well, we can still do that. Maybe not this particular time, but we can speak again for sure.

    Dr. Sharp: That would be great. I would love to have you back. So as we wrap up, is there anything else that you would like us to know or final thoughts you’d like to share about therapeutic or collaborative assessment? , 

    Dr. Warner: The only other thing to say is that since you’re really targeting the business of assessment, which I think is so important, it’s so hard to get started in a practice. And I think assessment has so much value. Just to say that, for those people that are thinking about doing training or reading more about these things, I really think it’s a smart investment because there’s so much need for assessment. And this is really an attractive way to deliver the assessment. We can really help people and change people’s lives.

    I know a lot of people that do assessments don’t necessarily want to take on long-term clients, but you can still have a clinical impact through assessment. So I would strongly recommend trying to find a workshop or go to Austin and do one of the training with Stephen Finn. I think there’s a lot of value in it. And so, for those that this spoke to, don’t leave it here, go do it. 

    Dr. Sharp: Absolutely. Thank you so much. If people have any questions or want to get in touch with you, what’s the best way to reach you? 

    Dr. Warner: They can send me an email. It’s on my website. My website is meganwarnerphd.com. There’s a little contact form where you can just email me at meganwarnerphd.com, and I will try to help if I can. 

    Dr. Sharp: That sounds great. Well, Megan, thank you again so much. I really appreciate your time. This has been fantastic. I hope that we can talk again sometime soon. 

    Dr. Warner: All right. Thank you so much for having me. 

    Dr. Sharp: Yeah. Take care. Bye-bye.

    Dr. Warner: Bye.

    Dr. Sharp: All right. Thanks, everyone for listening to that interview with Dr. Megan [00:36:00] Warner out in Connecticut. I really enjoyed that. Megan had a lot to say about therapeutic assessment. I really liked the way that she framed assessment as an intervention and as a way to support and strengthen people’s perceptions of themselves.

    Thanks again for listening. Let’s see. I think next week we’re going to switch gears a little bit and we’re going to be talking about how to do a good school observation when you’re doing pediatric psych or neuropsychological assessment.

    In the meantime, if you would like to learn more, and get more resources, you can always go to the website at thetestingpsychologist.com and there you can find links to the blog. You can find links to the Facebook community, which is growing and so exciting to see that happening. Otherwise, you can get some resources for testing and building testing in your practice. And you can also sign up for our four-week email course, the four-week blueprint that will give you some really concrete actionable tips on building your testing practice. And that’s at thetestingpsychologist.com/fourweekblueprint.

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