Activity

Here are the minutes from Tuesday’sTeam Meetings
Tuesday, 3 March 2015:
katherine joined the conversation – 18:26

Caroline joined the conversation – 18:26

Rachel joined the conversation – 18:27

Rachel Harrison joined the conversation – 18:27

Sai joined the conversation – 18:28

Lisa Franklin – 18:28
Good evening all

Sai – 18:28
Hi 🙂

Caroline – 18:28
Hello

Rachel Harrison left the conversation – 18:29

Stav joined the conversation – 18:30

Rosie joined the conversation – 18:30

Helen joined the conversation – 18:31

Danyaal joined the conversation – 18:32

Helen – 18:32
how do I join?

Danyaal – 18:32
Hi everyone

Lisa Franklin – 18:32
You are joined 😉

Helen – 18:32
oh doh!!!

Lisa Franklin – 18:32
LOL!

Rosie – 18:32
Hahah bless you Helen!

Lisa Franklin – 18:33
Good evening – I will keep any eye out for others joining
It is officially March!

Stav – 18:35
Hi all

Lisa Franklin – 18:35
I want to start this meeting on a very positive note and thank you all for your continued efforts – things have been running very smoothly and we know this is down to your hard work and excellent therapy! We have ended the year on a very very positive month and I want to take this opportunity to thank each of you for your contributions to ITS

Rosie – 18:37
And thank you too, Lisa! You’ve put in a lot of hard work too 🙂

Karen joined the conversation – 18:38

Caroline – 18:38
🙂

Umarah joined the conversation – 18:38

Karen – 18:39
Hi everyone

Lisa Franklin – 18:39
Apologies, just adding a few final therapists

katherine – 18:39
exactly – there must be a lot going on behind the scenes!!

Lisa Franklin – 18:39
I want to start this meeting on a very positive note and thank you all for your continued efforts – things have been running very smoothly and we know this is down to your hard work and excellent therapy! We have ended the year on a very very positive month and I want to take this opportunity to thank each of you for your contributions to ITS
For those who have just joined.

Rosie left the conversation – 18:40

Sai – 18:40
You’ve been absolutely amazing Lisa. Thank you!

Lisa Franklin – 18:41
There is indeed a lot going on behind the scenes and I must thank Anna and Carol who have recently joined for being so supportive
We feel we are really getting into great processes which makes its smooth running for all

Karen – 18:41
Lisa, can you add Rosie again – won’t let me!

Lisa Franklin – 18:41
It won’t let me either as she is orange

Danyaal – 18:42
Yes, I second that, Thank You Lisa for all that you do for us 🙂

Rachel Harrison joined the conversation – 18:42

Helen – 18:43
rosie is orange?

Rosie joined the conversation – 18:43

Lisa Franklin – 18:43
February brought about 2 new contracted settings and I am pleased to say Stav and Victoria will be working in their new settings this March
I am also hoping to work closely with Sai and Danyaal on an upcoming colourful semantics project which has been given the green light!
🙂

Sai – 18:44
That’s brilliant!

Karen – 18:44
Well done Stav and Victoria 🙂

Stav – 18:44
Great news

Umarah – 18:44
Thanks for all the support so far Lisa! Anna has been extremely helpful, Carol is doing a good job organising all the appointments too.

Stav – 18:44
Thanks Karen 🙂

Rosie – 18:45
excellent news 🙂 (also thanks for adding me back, guys!)

Lisa Franklin – 18:45
Now then I wanted to wait to this meeting to announce the Therapist of the month for February

Stav – 18:46
Drum roll …

Lisa Franklin – 18:46
This months was very easy to choose due to her huge efforts in working within her setting, clients and of course of new MDT Venture
Helen Dunn you have been amazing this month and we want to thank you for all of your efforts in working with us to really get the MDT clinic up and running and perfecting the process

Karen – 18:47
Congratulations Helen, very well deserved 🙂

Stav – 18:47
Congratulations Helen 🙂

Sai – 18:47
Congratulations Helen!

Rosie – 18:47
Congrats Helen, I agree, very well deserved 🙂

Lisa Franklin – 18:47
You have dedicated a lot of additional time and effort and have been so wonderfully responsive to all of our questions and comments – so a huge thank you for myself, Sarah and the ITS Team

Umarah – 18:48
Congratualtions!

Helen – 18:48
wow thank you ……. I would like to thank my husband only joking

Lisa Franklin – 18:48
haha good old Nigel 😉

Rachel Harrison – 18:48
Well done!

Sai – 18:48
hahahahahaha 🙂

Lisa Franklin – 18:48
Please do let me know if you want amazon or itunes vouchers (or indeed another which I can purchase online and whizz to your inbox)
Sai if you check yours you should have had one through from me for last month 🙂

Helen – 18:49
oh I even get a gift thank you

Caroline – 18:49
Well done!

Lisa Franklin – 18:49
Yes absolutely £50 voucher so just drop me an email of the retailer of your choosing

Sai – 18:50
I’ll have a look, Lisa. Thanks very much

Helen – 18:50
thank you x

Lisa Franklin – 18:51
Okay then ladies and gent I have a list to crack through so will type up the items now, does anyone have AOB/Agenda requests they need adding tonight?
Allows me to factor in the time so I can plan each agenda item

Karen – 18:51
None from me thanks Lisa

Lisa Franklin – 18:53
1. Accounts – 2. Client Overview & Testimonials (trackers/setting session records) 3. Resources 4. Team Training
Okay so I hate to harp on about this guys and we are really almost there on the accounts process

Danyaal – 18:54
Big Congratulations Helen. Lol at the gent remark. Only thing to add from me is that for london therapists Sai, Myself and Umarah are meeting at Randstad (Holborn clinic) on monday at 11am for caso e disussions meeting if anyone would like to join us

Lisa Franklin – 18:54
Firstly, can I have your feedback on how you feel the system is/isn’t working?

Danyaal – 18:54
case*

Helen – 18:55
I think it is working fine for me I had thought the other day what happens if o home to millfields to shires back to home it didn’t fit in the postcode start finish box

Karen – 18:55
I could do with another option for telephone work/ consultation i.e discussion with OT or parent, solicitor etc. At the moment I just put it down as skype as closest

Caroline – 18:55
I think it seems to be working well generally and the online CIR is easy to complete but a few errors have been made working out how much pay I am due from individual client’s CIRs…all sorted now but I’ve had to keep checking that my hours match with what I am paid

Rosie – 18:56
fine for me, although would be helpful to be able to have decimal points on the miles bit of the CIR form if at all possible

katherine – 18:56
fine for me – so much faster!

Lisa Franklin – 18:56
If you need additional tabs like that just email me Karen as it takes me 2 seconds to add an option 🙂
I’m glad to hear the process is faster

Stav – 18:56
I feel the system is okay. The only thing I would like to add is for new referrals to be added as options on the CIR forms within the same week that they are seen

Rachel Coulter – 18:56
Em no comment lol

Lisa Franklin – 18:57
Kat and Sai yours are always easy and bang on 🙂
Thanks Stav – I am looking into this

Sai – 18:57
it works really well for me

Danyaal – 18:57
I think as has been mentioned before, all working fine, faster and easy, though just a bit difficult for us to keep track of what CIRS have been sent. Agree with Stav

Sai – 18:57
thank you
yes I agree

Lisa Franklin – 18:57
The only issue we have had is that if it pulled through our whole client list their would be thousands of names so they have to have been invoiced once in order to appear on the list

Sai – 18:57
Tracking CIRs is the only tricky bit

Rachel Harrison – 18:57
Could you just clarify the postcode boxes ie what if you go from one client to another and not back home?

Lisa Franklin – 18:58
Also I am sure you will then be leased to know that we have authorised an additional piece of work which will generate an email to you with the details of what you have submitted so you can refer back to it should you be unsure if you have submitted etc
It will also enableyou to detect any errors

Stav – 18:59
What a good idea!

Danyaal – 18:59
Brilliant!

Helen – 18:59
oh that will b helpful

Caroline – 18:59
oh the email sounds good!

Lisa Franklin – 19:00
The developers have booked in a half day to carry out the piece of work so this update will be released soon 🙂

katherine – 19:00
perfect

Karen – 19:00
took the word out of my mouth and fingers Kat!

Lisa Franklin – 19:00
The only issues we see from an accounting side is a discrepancy in hours submitted on CIRS and hours claimed for in total time
So I am going to go back to basics here – and I have updated the handbook so you can all revise this if needs be
The 3 types of accounts submissions are:
CIR – Client Invoice Record –> The hours you put on here are the hours you are claiming pay for. Subsequently, the clients are charged this
Now as a reminder each detailed assessment you can claim 3 hours in total (including admin and report writing), Standard assessments 2.25 hours and Therapy sessions 1.5 hours
This has generally all been correct so not many issues here, just be sure to review the times before you click submit

Helen – 19:04
noted!!

Lisa Franklin – 19:04
The issue that seems to be a factor on the CIR is Travel
You ONLY enter Travel Time if ypu are authorised to claim travel time
The general rule of thumb is case manager clients are full paid travel
no exceptions for CM

Caroline – 19:05
sorry can you define case manager clients?

Lisa Franklin – 19:06
Apologies yes CM clients are often complex needs and are instructed by a solicitor, and unlike parents have the budgets/funding to pay for travel time

Caroline – 19:06
ah okay, thanks

Lisa Franklin – 19:06
When we send out the referral we state it is a CM clieny
Now settings and individual families are on a case by case basis where we may be able to agree half or full travel time – but these are usually the exception.
So CIR Recap – DO enter the total hours chargeable for your session – DO claim for authorised travel – DON’T put travel on the form unless you are to be paid for it
Okay next, Rachel back to your question hopefully this answers it
CIR – Enter Start and End Postcode to the client’s base – this is for the client invoice only and not for your mileage claim
Paperwork 2 – Mileage claim – You claim from Base –> client 1 –> client 2 –> client 3 –> Base = Total miles – 20 miles (acceptable allowance)
So it is on the mileage claim forms you detail the journeys throughout the day

Helen – 19:11
ok think I did it right then

Rachel Harrison – 19:11
Ok great, thanks

Lisa Franklin – 19:11
3. Expenses
So these are the ITS approved expenses for postage, printing, telephone calls per minutes etc and this is all available in the handbook
Is everyone clear on those 3 types?

Danyaal – 19:13
yup

Stav – 19:13
Crystal clear

Helen – 19:13
yes I got it

Caroline – 19:13
yes

Sai – 19:13
yes thank you

Umarah – 19:13
yes

Rosie – 19:13
yep

Lisa Franklin – 19:13
I hope so Stav 😉
Now then 2 more points.
1) In order to use our reporting system so you can all stop emailing total hours we need the CIRs to be completely accurate for time to be paid

Rosie left the conversation – 19:15

Lisa Franklin – 19:15
And we need the CIR to be submitted by Sunday midnight (well by 11.59 pm)

Rosie joined the conversation – 19:16

Lisa Franklin – 19:16
This is because the report works Mon – Sun and if you submit monday am the hours won’t be included in the report (which we will use to submit your hours to Randstad)

Stav – 19:16
Okay

Lisa Franklin – 19:16
So – please submit by Sunday 11.59pm
Any after this time will be paid the following week

Umarah – 19:17
emailing total hours?

Lisa Franklin – 19:17
I would encourage you all to submit your CIR straight after the session. I have it as a web app on my phone desktop and would encourage you all to do the same 😉
Now then I need to move on to the next points – gosh time goes so quickly
Anna’s requests – Anna has sent you all requests re: completing your caseload tracker and for settings your session log
It is really important that you get these all up to date and let Anna know when this is complete
Anna will be starting a project of collecting testimonials for each client on your caseload tracker

Helen – 19:19
for the case laod tracker for settings do you put each individual child on it or is this mor fo individual clients not settings?

Lisa Franklin – 19:20
If your clients have been asked previously (Karen?) then give her a heads up
So Anna will share a session log for settings and you just put down the date you had each sessio
It is just to keep track that we have delivered their contracted amount

Helen – 19:21
ok sarah mentioned that today at the shires

Karen – 19:21
Okay but I’m not sure who has been approached and who hasn’t! Hopefully there will be a record somewhere 🙂

Lisa Franklin – 19:22
Thanks very few from our records Karen
Right the other point is the resources inventory
If you haven’t yet done so, please email Anna the list of ITS resources you have on loan

Karen – 19:23
I’m doing my settling record log on Thurs. Okay – worth starting again then …they should be better 2 years on haha!

Lisa Franklin – 19:23
Helen can you email her a picture of the new resource we bought so she can add

Helen – 19:23
yes no problem will do it on thursday

Lisa Franklin – 19:24
Brilliant!
As above it is the new financial year and we will therefore be looking at resources we need to purchase etc
In order to do this we need a clear inventory of what we have/what has went missing over the year and needs found/replaced and what new assessments we need to purchase
If there is anything specific you think we need to have please email me and I will add it to my list to review
This also leads on nicely to training
Thank you all for your feedback

Rosie left the conversation – 19:27

Lisa Franklin – 19:27
I think based on the feedback and the attendance level at SM we will look to reduce mentoring sessions to either 1 per month or 2 bimonthly
what would you prefer?

Danyaal – 19:28
1 per month

Karen – 19:28
Agree

Stav – 19:28
agree

Rachel Coulter – 19:28
1 per month

Sai – 19:28
I don’t mind either way

Caroline – 19:28
Yes, might be easier knowing when they would always be e.g. first tuesday of the month

Helen – 19:29
either for me but knowing well in advance is better for me as have to fit in wit harriets social life and pref not in school holidays x

Lisa Franklin – 19:29
We used to do wed in the 3rd week of the month
As team meeting are first tues of the month we didn’t want it being too close to this

Stav – 19:30
I’m fine with wed in the 3rd week of each month

Lisa Franklin – 19:31
Anna will send out a short survey asking which type of specialisms you want to hear from as some feedback was they didn’t feel it was relevant to them – so we will use this

Stav – 19:31
Great

Danyaal – 19:32
wednesdays generally a bit tricky for me

Karen – 19:33
My experience of SM sessions as an NQP (ad still now) was take all the information when you are offered it, great CPD

Lisa Franklin – 19:33
Yes that was traditionally then we looked at alternate on the 3rd week i.e. Jan – Tues 3rd week Feb – Wed 3rd week Mar – Thurs 3rd week

Helen – 19:33
weds are tricky for me too

Lisa Franklin – 19:34
I guess Tues may be better as you generally can all make this meeting

Karen – 19:34
Tuesdays tricky for me but hard to please all

Lisa Franklin – 19:34
Thursday is the new Friday 😉

Sai – 19:34
I don’t mind any day
as long as it’s after 6.30pm
Couldn’t agree more, Karen
I think it’s a great opportunity to learn from other therapists regardless of my areas of interest

Lisa Franklin – 19:35
I think we would aim for either 6.30-7.30
or 7-8

Rachel Coulter – 19:36
7-8 is quite late

Umarah – 19:36
Yes as an NQP, definitely agree with that!

Karen – 19:36
You can often transfer the information into work you are doing

Lisa Franklin – 19:36
Again we can create a specific survey and go with the majority

Sai – 19:36
Could we please have the Journal Club rolling as well?

Stav – 19:37
Sounds like a good idea Sai

Sai – 19:37
Would be great if we make a fresh start

Lisa Franklin – 19:38
Yes we are aiming to get that up and running Sai so I will ask Anna to action a sign up sheet and we can get feedback on how to best do the journal club

Sai – 19:39
Thanks Lisa

Lisa Franklin – 19:39
I think past feedback was that responses between it when we uploaded and asked people to comment was too slow

Sai – 19:40
it adds up to the competency framework

Lisa Franklin – 19:40
so we may need to look to arrange a 30 minute discussion – I also think the person doing the review could record a short video of their thoughts on the article and key points (5 min lightning video) and upload to the GDrive

Helen – 19:40
now that will stretch my IT skills 😮

Lisa Franklin – 19:40
I just think a way in which it can be a bit more engaging for everyone may encourage active participation

Sai – 19:40
sounds great

Lisa Franklin – 19:41
LOL Helen. Just send it to Anna and see can upload 😉 Any phone that you can record on and hit share email should work nicely 😉
Right guys thank you all for your time, but I am conscious we need to get NQP started

Sai – 19:41
Thank you

Helen – 19:42
thanks … nigel just asked do I get a star for my name badge lol speak soon everyone

Lisa Franklin – 19:42
Actions: Anna to send out SM survey, Anna/Lisa to look at Journal Club set up and how best to facilitate this, Helen to email Lisa preferred retailer for TOM voucher
Ha Ha oooh I think a star for bravery indeed 😉

Caroline – 19:43
Do you all have ITS name badges?!

Umarah – 19:43
I don’t..yet

Sai – 19:43
I do

Stav – 19:43
I do

Lisa Franklin – 19:43
Do you not Caroline? I emailed you a package in December?? Night all!! NQP’s I will start another chat

Caroline – 19:44
No I don’t!

Lisa Franklin – 19:44
Umarah Anna is making you your interim badge

Caroline – 19:44
Would you mind sending me the email again please?

Umarah – 19:44
🙂

Lisa Franklin – 19:44
CAroline – 🙁 blooming christmas post I sent it with a notebook, flyers and business carsd
Anna will send you out another pack!

Caroline – 19:44
Ooh lovely, I look forward to that!

Karen – 19:45
Night all, thanks Lisa

Caroline – 19:45
Thanks Lisa

Lisa Franklin – 19:45
Okay all – Night – Thanks!

Danyaal – 19:45
night everyone

Caroline left the conversation – 19:45

Sai – 19:45
Good night 🙂

Rachel Coulter left the conversation – 19:45

Stav left the conversation – 19:45

Karen left the conversation – 19:46

Sai left the conversation – 19:46