How Text Blaze Helps a Small Psychology Practice Save Time and Stay Consistent
How a clinical psychologist uses Text Blaze to standardize reports, simplify scheduling, and reclaim time for client care.
“Text Blaze has given me the time and energy to focus on my clients and grow my practice.”
I am Dr. Kalen Sanders, a clinical psychologist who co-owns a small group therapy practice called Reclaim Psychological Services.
Treatments with us include psychological assessments and individual counseling. In both, we strive to help clients better understand who they are and then work with them to learn ways to better manage their mental health.
Aside from assessments and therapy sessions, I also help run the practice and manage our employees. So there are a lot of different things I’m doing throughout the day, from working directly with clients to writing reports, communicating their results and recommendations, and handling the daily responsibilities of running the practice.
For a small practice like ours, Text Blaze helps me stay consistent across all of these tasks, freeing up more time to focus on my clients.
Standardizing Psychological Reports and Recommendations on a Keystroke
“Consistent and personalized communication with our clients is one of our top priorities. Text Blaze helps me standardize the language I frequently use in psychological reports while also saving valuable time.”
Accurately reporting psychological assessments depends on a standard set of information that we need to fill out about the client.
Instead of rewriting the information every time, I have snippets for different reports with the correct language and precise details. This is one of the main ways in which I use Text Blaze.
For example, I often use snippets for psychological assessments. Text Blaze allows me to focus on the person and their responses during the test, knowing the report will come together easily afterward.
One tool that I use a lot for these reports is {formmenu}, as it helps standardize behavioral observations for my reports.
Behavioral Observations
{formtext: name=ClientFirstName}'s clinical interview was conducted over a HIPAA-compliant, secure, and encrypted telehealth platform. {=ClientFirstName} arrived {formmenu: default=on time; xxx minutes late; name=Time Arrived} for the appointment and appeared {formmenu: default=appropriately dressed and well-groomed; casually dressed and well-groomed; appropriately dressed with fair grooming; mildly disheveled but adequately groomed; ***; name=Appearance}. {=ClientFirstName} was {formmenu: default=alert and fully oriented; alert but appeared mildly fatigued; mildly drowsy but responsive; name=Alertness} throughout the interview. {formtext: name=Caregiver Note (optional)}
{=ClientFirstName} was {formmenu: default=pleasant and cooperative; cooperative; somewhat guarded; mildly anxious but cooperative; reserved; engaged and forthcoming; playful and engaged; name=Interpersonal Style} throughout the interview, and rapport was {formmenu: default=readily established and maintained; established without difficulty; mildly difficult to establish but improved over the course of the interview; difficult to establish; name=Rapport}. {formtext: name=His_Her_Their_Caps} responses to questions appeared {formmenu: default=thoughtful and forthright; generally forthright; somewhat guarded; inconsistent; name=Response Reliability}. {=His_Her_Their_Caps} eye contact was {formmenu: default=appropriate; generally appropriate; intermittent; limited; avoidant; intense; name=Eye Contact} and {=his_her_their} posture was {formmenu: default=appropriate; relaxed; mildly tense; rigid; slouched; name=Posture}. {=ClientFirstName}'s psychomotor activity was {formmenu: default=within normal limits; mildly restless; fidgety; slowed; consistent with age-based expectations; notable for frequent movement; name=Psychomotor}. {formtext: name=Additional Behavioral Observations (optional)}
When discussing {formtext: name=his_her_their} emotional functioning, {=ClientFirstName} described {=his_her_their} mood as "{formtext: name=Mood}." {=His_Her_Their_Caps} affect was {formmenu: default=euthymic and congruent with stated mood; congruent with stated mood; mildly anxious but congruent with stated mood; mildly dysphoric but congruent with stated mood; constricted; blunted; labile; incongruent with stated mood; name=Affect}. {formtext: name=Affect Notes (optional)} {=His_Her_Their_Caps} speech was {formmenu: default=fluent with normal rate, volume, and prosody; fluent with mildly slowed rate; fluent with mildly increased rate; soft but otherwise typical; rapid but coherent; name=Speech}, and {=his_her_their} receptive and expressive language skills appeared {formmenu: default=adequate for conversational purposes; mildly limited for conversational purposes; below age-based expectations; name=Language}. {formtext: name=Speech Notes (optional)}
Based on interview responses, {=ClientFirstName}'s insight and judgment appeared {formmenu: default=good; fair; adequate; mildly limited; name=Insight/Judgment}.
During testing with {formmenu: default=Dr. Sanders; the psychometrist; name=Assessor}, {=ClientFirstName} ***
{=ClientFirstName} was {formmenu: default=pleasant and cooperative; cooperative; somewhat guarded; mildly anxious but cooperative; reserved; engaged and forthcoming; playful and engaged; name=Interpersonal Style} throughout the interview, and rapport was {formmenu: default=readily established and maintained; established without difficulty; mildly difficult to establish but improved over the course of the interview; difficult to establish; name=Rapport}. {formtext: name=His_Her_Their_Caps} responses to questions appeared {formmenu: default=thoughtful and forthright; generally forthright; somewhat guarded; inconsistent; name=Response Reliability}. {=His_Her_Their_Caps} eye contact was {formmenu: default=appropriate; generally appropriate; intermittent; limited; avoidant; intense; name=Eye Contact} and {=his_her_their} posture was {formmenu: default=appropriate; relaxed; mildly tense; rigid; slouched; name=Posture}. {=ClientFirstName}'s psychomotor activity was {formmenu: default=within normal limits; mildly restless; fidgety; slowed; consistent with age-based expectations; notable for frequent movement; name=Psychomotor}. {formtext: name=Additional Behavioral Observations (optional)}
When discussing {formtext: name=his_her_their} emotional functioning, {=ClientFirstName} described {=his_her_their} mood as "{formtext: name=Mood}." {=His_Her_Their_Caps} affect was {formmenu: default=euthymic and congruent with stated mood; congruent with stated mood; mildly anxious but congruent with stated mood; mildly dysphoric but congruent with stated mood; constricted; blunted; labile; incongruent with stated mood; name=Affect}. {formtext: name=Affect Notes (optional)} {=His_Her_Their_Caps} speech was {formmenu: default=fluent with normal rate, volume, and prosody; fluent with mildly slowed rate; fluent with mildly increased rate; soft but otherwise typical; rapid but coherent; name=Speech}, and {=his_her_their} receptive and expressive language skills appeared {formmenu: default=adequate for conversational purposes; mildly limited for conversational purposes; below age-based expectations; name=Language}. {formtext: name=Speech Notes (optional)}
Based on interview responses, {=ClientFirstName}'s insight and judgment appeared {formmenu: default=good; fair; adequate; mildly limited; name=Insight/Judgment}.
During testing with {formmenu: default=Dr. Sanders; the psychometrist; name=Assessor}, {=ClientFirstName} ***
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When a client completes an assessment, Text Blaze allows me to report all of the information with all the benchmarks that need to be included without having to remember and write each one.
BAARS
The Barkley Adult ADHD Rating Scale — IV (BAARS-IV) is an empirically developed scale based on current diagnostic criteria for ADHD. The individual completes a checklist of childhood symptoms (ages 5-12) and a second checklist that measures current symptoms. {formtext: name=ClientFirstName} endorsed {formtext: name=Childhood Inattentive} symptoms of inattention in childhood, with {formtext: name=Adult Inattentive} symptoms endorsed currently. {formtext: name=S/He Caps} endorsed {formtext: name=Childhood H&I} symptoms of {formmenu: hyperactivity; impulsivity; default=hyperactivity and impulsivity} in childhood, with {formtext: name=Adult H&I} symptoms endorsed currently. Additionally, {=ClientFirstName} reported that {formtext: name=she_he_they} experienced {formtext: name=Child SCT Symptoms} symptoms of sluggish cognitive tempo (SCT) in childhood, with {formtext: name=Adult SCT Symptoms} symptoms endorsed currently. {=she_he_they} believes these symptoms began at the age of {formtext: name=Age #} and have impaired {formtext: name=his/her lower case} functioning at {formmenu: default=school; home; work; socially; multiple=yes}.
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Each psychological report also includes recommendations based on the provided diagnoses. I have snippets that I can customize depending on the diagnoses provided. I have various recommendation templates based on the diagnoses and what the original evaluation was for.
Running a small practice with Text Blaze
“Text Blaze saves me countless hours of work, which is very important when you're running a small group practice.”
As a co-owner of a small practice, Text Blaze helps me with other important tasks that are part of the business.
For example, I take care of responding to all incoming emails from clients. For these, I use {note}, as an internal reminder to change information depending on the client, and the {formdate} to select days and times for scheduled sessions.
Scheduling + Paperwork
Hello {formtext: name=First Name},
Thank you again for your interest in testing through Reclaim Psychological Services! We are now ready to get {formtext: name=you/ct first name} scheduled for psychological testing! These are the next available times for the initial two-hour virtual appointment:
{formdate: ddd, MMM DD, YYYY [at] h:mm A} {formdate: ddd, MMM DD, YYYY [at] h:mm A} {formdate: ddd, MMM DD, YYYY [at] h:mm A}
Please respond to this email with a time (or two) that works for you as soon as possible. We are actively scheduling other clients and do not hold times!
Once we have confirmed a time, I will send out some initial paperwork for you to complete through your new Simple Practice portal (including demographic information, insurance information, and informed consent).
{note}Replace with Private Pay note, if applicable.{endnote}Although we will verify your insurance coverage, we highly encourage you to also contact your insurance provider to confirm your coverage.
Thank you again for your interest in testing through Reclaim Psychological Services! We are now ready to get {formtext: name=you/ct first name} scheduled for psychological testing! These are the next available times for the initial two-hour virtual appointment:
{formdate: ddd, MMM DD, YYYY [at] h:mm A} {formdate: ddd, MMM DD, YYYY [at] h:mm A} {formdate: ddd, MMM DD, YYYY [at] h:mm A}
Please respond to this email with a time (or two) that works for you as soon as possible. We are actively scheduling other clients and do not hold times!
Once we have confirmed a time, I will send out some initial paperwork for you to complete through your new Simple Practice portal (including demographic information, insurance information, and informed consent).
{note}Replace with Private Pay note, if applicable.{endnote}Although we will verify your insurance coverage, we highly encourage you to also contact your insurance provider to confirm your coverage.
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In handling the onboarding and training of new employees, I also use Text Blaze. It allows me to give them the information needed with specific instructions without having to remind myself of it each time.
I use {link} to guide them to the right platforms and instructions.
Getting You Set Up
Hello again {formtext: name=Employee Name},
Thanks for working so hard on all of the onboarding paperwork so far! I want to go ahead and give you access to a few things so you can start getting familiar with everything and make changes as you like:
Email: Email address: {formtext: name=Email Address} Temporary Password: {formtext: name=Temporary Password}
Psychology Today: Login: {formtext: name=Psychology Today Login} Password: {formtext: name=Psychology Today Password}
Resources: Please download Google Voice to your phone so that you can receive and make calls from this phone number. Once you officially get started, we will give you access to Simple Practice (our EMR) and help you start learning how to use it! You will also need to create an account with Jotform once we start sending you referrals. We utilize Jotform for a number of things, but you'll most consistently use it to accept client referrals.
As always, reach out with any questions or concerns!
Thanks for working so hard on all of the onboarding paperwork so far! I want to go ahead and give you access to a few things so you can start getting familiar with everything and make changes as you like:
Email: Email address: {formtext: name=Email Address} Temporary Password: {formtext: name=Temporary Password}
Psychology Today: Login: {formtext: name=Psychology Today Login} Password: {formtext: name=Psychology Today Password}
Resources: Please download Google Voice to your phone so that you can receive and make calls from this phone number. Once you officially get started, we will give you access to Simple Practice (our EMR) and help you start learning how to use it! You will also need to create an account with Jotform once we start sending you referrals. We utilize Jotform for a number of things, but you'll most consistently use it to accept client referrals.
As always, reach out with any questions or concerns!
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Using Text Blaze in our EHR
One of the main benefits of using Text Blaze is that we can use it directly in our EHR.
Since Text Blaze works anywhere I can type, I'm not stuck copying and pasting information between different systems.
No matter which platform I'm using, the information stays consistent, accurate, and up to date. The result is not just faster communication. It’s more consistency, less burnout, and more time for meaningful client care.
