Google Drive

italk uses Google for communication and database.
Make sure you are savvy with Google Drive to be able to make use of it!

Clinicians:

Chat Space: this is where the italk Team can communicate with each other regarding client information. This should be the only place you communicate about sensitive client information online.

Gmail: this is the clinician’s only mode of communication apart from the Reception Team phone line to send and receive information from clients. Read through:

  • Professional Etiquette

  • Gmail Protocol

Master Caseload: It is the clinician’s responsibility to:

  • update client list (new client information, discharged clients removed, # of sessions)

  • update Pre-auth beginning & end dates after the fax information is received through Reception Team

  • check for Pre-auth deadlines, clinicians must submit reports through Google Chat Updates space 2 weeks prior to the termination date

Google Schedule: this Google sheet helps the reception understand the clinician’s expected schedule, if there are any missing sessions or other complications with SimplePractice. Please update this weekly during our meetings.

Resources: our drive has extensive amounts of resources and references. If you need help with finding more specific documents, please feel free to reach out to a supervisor or Ms. Eunice.

IEP:
It is the clinician’s responsibility to ask for IEPs for those who are receiving speech therapy services in a school system.

  • To be asked quarterly during Progress Check Week

  • Placed into the appropriate IEP folder in the Drive

Templates: use the following templates as a guideline to write:
- Evaluation Reports
- Pre-authorization Reports
- Medical Necessity Letters

Reception Team:

Chat Space: this is where the italk Team can communicate with each other regarding client information. This should be the only place you communicate about sensitive client information online.

  • italk Team Space

  • Reception Team Space

  • [Clinician Names] Updates: use these spaces to communicate with the respective clinicians regarding:

    • Evaluations/Session scheduling

    • New Client Checklist

    • Cancellation notices

    • Pre-authorization Fax Notices

    • Additional information requested by insurance

Gmail: Reception Team emails clients for monthly notices, or receives scheduling information that was not sent through RingCentral. Read through:

  • Professional Etiquette

  • Gmail Protocol

Master Caseload: It is the Reception Team’s responsibility to:

  • check list for new client emails to update the mass email contacts

  • check list for pre-authorization deadlines - clinicians send the pre-auth 2 weeks prior to the deadline, and Reception Team submits the day of termination

Google Schedule: this Google sheet is used in conjunction to the SimplePractice calendar to check for any scheduling differences. Check for:

  • missing sessions - SimplePractice often schedules 30 sessions at a time, and does not notify the clinicians or the Reception of the session termination date - use the Google Schedule to make sure the sessions are scheduled ahead of time to send notification texts to clients/caregivers at least 24 hours in advance

  • check for availability - SimplePractice availabilities may not be as updated or consistent, use this as a back-up for SimplePractice in the case of scheduling: new clients, session changes, make-ups

Resources: use the drive to access:
- italk Waitinglist
- Sign-in Sheet
- Daily Copay MasterSheet
- Insurance Calls Sheet
- New Clients Checklist Folder
- Provider Links
- Monthly Claims Tracker Sheet

Templates: use the following templates as a guideline to write:
- Clinician Absence Emails
- New Client Checklist Template