Counseling Sessions

Once you have added your patients to the Connect and Coach platform, you are ready to begin counseling.  Connect and Coach enables you to schedule and document patient educational sessions in a variety of settings, including one on one sessions, follow up sessions, and group classes. While the documentation process for each type of class is similar, there are some differences in the way the sessions are set up in Connect and Coach.

Group Sessions

Group sessions are classes attended by multiple patients. They can be scheduled on a one-time or recurring basis, and can be created from scratch or from a template.

Chapter 1. Before the Session

Connect and Coach enables you to prepare for educational sessions by completing some tasks in advance of the appointment. Before a group class, you should create the class in Connect and Coach so it is ready when you want to begin documenting information.

Section 1. Create a New Group Class

The first step in offering a group class is to create a new group class in Connect and Coach.

Remember that if you are assigned to multiple sites within your program, you should confirm that you are viewing the correct site before creating a new class. Classes are added to the site you are currently viewing; the name of the site you are viewing appears in the bottom right corner of your Connect and Coach Window. If you need to switch sites, click on the site name.

Switch Sites

 

 

 

 


The Switch Sites screen opens.

Switch Sites

Click the name of the site you wish to view.

Once you have confirmed that you are viewing the correct site, you are ready to create a new group class.

Create New Group Class

 

 

 

 

Create New Group Class
  1. Click the Classes tab.
  2. Click Create New Group Class.
The Create Group Class screen opens.

Create Group Class Screen

 

 

 

 

Create Group Class

3. Choose a name for the class and type it in the Class Name field. For example, you might choose to call a class that meets every Monday in March “March Mondays”. The class name can be anything that makes sense in context.
4. Click Save Changes.

The group class is added to Connect and Coach and displays in the Class Information screen as shown below.

Group Class Information

 

General Information
  1. The Class Information section displays information about the class such as the template used (not applicable to classes created without a template), the class format, the class name, the education location, and the education language. You can edit this information by clicking the Edit link.
  2. The Class Sessions section displays the scheduled session for this class. When you create a new group class, this section is empty. You must set up at least one class session before you can begin documenting the education. You can schedule sessions by clicking the Add Session link.
  3. The Class Roster and Attendance section displays the patients who are assigned to this group class, and whether they attended the class. You can add patients to the class by clicking the Update Roster link.
  4. The Generate Letters link allows you to choose a pre-written letter to send to participants in the class. The Export Patient List link allows you to export to Excel a list of patients assigned to the class.
  5. The Notes section allows you to enter notes about the class as a whole or about individual sessions.

Section 2. Editing Group Class Information

Edit Class Info

 

 

 

 

 

 

 

Edit Class Information

To edit the Class Information section, click the Edit link.

The Update Class Information screen opens.

Update Class Information

 

 

 

 

 

 

Update Class Information
  1. If necessary, you can change the Class Name field.
  2. Select an Education Location from the drop-down list (face-to-face, web/internet, phone).
  3. Select an Education Language from the drop-down list (English, Spanish, Other, do not know).
  4. Click Save Changes.

Section 3. Adding Class Sessions

Before you can begin documenting group education, you must add at least one session.

Add Session

 

 

 

 

Add a Session

Click Add Session.

The Create New Session screen opens.

Create New Session Screen

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Add New Class Session
  1. Choose a name for the session and type it in the Session Name field. For example, you might choose to call the first session “First Session.” The class name can be anything that makes sense in context.
  2. Enter the Session Date.
  3. Enter the Session Time.
  4. Enter the Duration of the session.
  5. Enter any notes you want to make about the session in the Session Note box.
  6. If any portion of the session is billable, you will specify the billable subsession in the Billable Portion section. Select the Subsession Name from the drop-down list. Select the number of units from the No. of Units drop-down list. Click Add.
  7. If any portion of the session is non-billable, you will specify the non-billable subsession in the Non-Billable Portion section. Select the Subsession Name from the drop-down list. Select the Time from the drop-down list. Click Add.
  8. Click Save Changes.

Section 4. Adding and Editing Class Participants

To add patients to a group class:

Add Participants

 

 

 

Update Roster

Click Update Roster.

The Update Class Roster screen opens. The column on the left lists patients who have recently been added to Connect and Coach. The column on the right lists patients who are currently on the class roster.  Note:  The patient must be create already in Connect and Coach in order to be added to a group class.

Update Class Roster

 

 

 

 

 

 

 

 

 

 

 

 

 

Adding/Editing Class Participation
  1. Search for the patient you want to add to the roster by typing the first three letters of the patient’s first or last name in the Search for patient to add box. When the patient’s name pops up, click it. The patient’s name will be added to the roster. You can also add a patient by clicking on the name in the Recently Added Patients list.
  2. When you have added all of the patients you want to include on the roster, click Save Changes.
The patients you added to the class now appear on the class roster.

Class Roster and Attendance

 

 

 

 

Note that all patients’ attendance status defaults to “Attended” (ATT). If a patient did not attend a class, you can update attendance status by clicking Update Attendance at the top of the Class Roster and Attendance screen.

Section 5. Create a Group Class from a Template

Connect and Coach supports the ability to create a group class from a pre-set template. A template is useful when you need to schedule a class repeatedly. For example, if you want to offer a ten week weight loss class three times a year, a template would streamline that process by preventing the need to create the class from scratch every time.

To create a group class from a template:Create Class from Template

 

 

 

 

 

 

 

Create Class from Template
  1. Click the Classes tab.
  2. Select a Template from the drop-down list.
  3. Click Create Class From Template.
The Create Class from Template screen opens.
Create Class from Template Window

 

 

 

 

 

 

 

 

 

 

 

 

 

Required Fields
  1. Choose a name for the class and type it in the Class Name field. For example, you might choose to call the class “10 Week Weight Loss”. The class name can be anything that makes sense in context.
  2. Select the Education Location from the drop-down list (face to face, web/internet, phone).
  3. Select an Education Language from the drop-down list (English, Spanish, Other, do not know).
  4. In the Class Sessions section, choose a Session Name for the first session. For example, the name of the first session in a ten week series might be “Week 1”. Select the Date for the first session, specify the Duration, and choose a Time. You can also add notes about the session as necessary.
  5. Repeat step four for each class session.
  6. Click Save Changes.
The group class is added to Connect and Coach and displays in the Class Information screen as shown below. This screen defaults to General Information.

Group Class Information
General Information
  1. The Class Information section displays information about the class such as the template used, the class format, the class name, the education location, and the education language. You can edit this information by clicking the Edit link.
  2. The Class Sessions section displays the scheduled session for this class. You can add additional sessions by clicking the Add Session link. You can edit existing sessions by clicking the Pencil Icon next to the session number.
  3. The Class Roster and Attendance section displays the patients who are assigned to this group class, and whether they attended the class. You can add patients to the class by clicking the Update Roster link.
  4. The Generate Letters link allows you to choose a pre-written letter to send to participants in the class. The Export Patient List allows you to export to Excel a list of patients assigned to the class.

The Notes section allows you to enter notes about the class as a whole or about individual sessions.

Section 6. Editing Group Class Information

To edit the Class Information section:

Edit Group Class

 

 

 

 

 

Edit Class Information

Click the Edit link.

The Update Class Information screen opens.

Update Group Class Information

 

 

 

 

 

 

Update Class Information
  1. If necessary, you can change the Class Name field.
  2. Select an Education Location from the drop-down list (face-to-face, web/internet, phone).
  3. Select an Education Language from the drop-down list (English, Spanish, Other, do not know).
  4. Click Save Changes.

Section 7. Edit Class Sessions

You added class sessions when you created the group class from a template. Because the template was designed for a ten session class and there are already ten sessions scheduled for the class, there is no need to add additional sessions; however, you can edit existing sessions by clicking the Pencil icon next to the class you want to edit. Doing so will open the Update Session screen. To edit a session:

Update Session Screen

 

 

 

 

 

 

 

 

 

 

Editing Class Sessions
  1. Type the updated session name in the Session Name field.
  2. Select a Session Date.
  3. Enter the Session Time.
  4. Enter the Duration.
  5. Enter or update any relevant Session Notes.
  6. Click Save Changes.

Section 8. Adding and Editing Class Participants

To add patients to a group class roster, click Update Roster.

Add Participants

 

 

The Update Class Roster screen opens. The column on the left lists patients who have recently been added to Connect and Coach. The column on the right lists patients who are currently on the class roster.

Update Class Roster

 

 

 

 

 

 

 

 

 

 

 

 

 

Update Class Roster
  1. Search for the patient you want to add to the roster by typing the first three letters of the patient’s name in the Search for patient to add box. When the patient’s name pops up, click it. The patient’s name will be added to the roster. You can also add a patient by clicking on the name in the Recently Added Patients list.
  2. When you have added all of the patients you want to include on the roster, click Save Changes.

The patients you added to the class now appear on the class roster.

Class Roster and Attendance

 

 

 

 

Note that all patients’ attendance status defaults to “Attended” (ATT). If a patient did not attend a class, you can update attendance status by clicking Update Attendance at the top of the Class Roster and Attendance screen.

 

Chapter 2. After the Session

The process for generating a Doctor’s Snapshot to provide information to a patient’s Primary Care Provider is covered fully in the Snapshot Reports for Referrers of Patients topic. The process for Preparing and Sending a Bill for the session is covered fully in the Prepare and Print HCFA 1500 topic.