Quick note: The below workflow is based on our best interpretation of the OHA guidelines. We are open to feedback on if you think they differ from what we propose here. Our goal with this workflow is to collect all necessary information while avoiding as much duplicity as possible.
When a client is coming to have multiple administrations, there are certain things you need to do in the system ahead of time to make sure this works appropriately.
To make this concrete, let's make an example out of it. Our client, Patricia, is going to be coming in on 2/1 and 2/2 for two administration sessions. She is coming from out of town, and we'll be doing preparation for those sessions before 2/1 and integration after 2/2.
Here's how to handle this in Althea:
1. Create a client record for Patricia
2. Create 2 sessions for Patricia
Create a "Session" record for 2/1 and another one for 2/2.
We will use the 1st session record to handle the majority of activities for Patricia. That will include baselines, safety assessment, and all the OHA forms that you need to send.
For the 2nd session record, we are really only using this for any documentation that we need for each administration session. Since the 1st session record handles a lot of what we need, we'll only be collecting very specific (and much less) information here.
3. Update the 2nd session record as follows
A. Go to the 'Integration' tab and deselect the MEQ30 and the Feedback and Outcomes 'Required?' checkboxes. We'll just send these out once for the 2 administration sessions since they are so close together.
B. On the 'Preparation' tab, deselect all of the forms except for the 'Psilocybin Product and End of Session' form. This is the one form we will need to have filled out for both sessions. When you send out this form to the client, ensure they are aware that they'll fill this one out 2x - 1 for each date. This form needs to be filled out to ensure we can trigger the 'Client Release Waiver' form on the administration tab.
4. Prep the client using the 1st session
As usual, use the 1st session to send out the questionnaires and OHA forms. The only change is ensuring you also send the 'Psilocybin Product and End of Session' form from the 2nd session. Getting both of those filled out before the administration sessions will make things easier.
5. Releasing the Client from the Sessions
Once all of that paperwork is complete and you have completed the 1st administration session, you can click 'Sign the client release waiver' on the 'Administration' tab of the 1st session. There the client and facilitator can sign for proper release.
Afterward, you can enter in the administration details on that same tab, and you can account for any product waste too in the linked form at the bottom.
On the following day, you will complete this same step using the 2nd session to collect the same details.
6. Integration
For Integration, go ahead and use the 1st session as your spot to collect all integration details you so choose. We also recommend putting a note somewhere in the 1st session, reminding you that you did a 2nd session with the client on the following day and vice versa.
That's it! It is a bit cumbersome but ultimately should make sure you have everything in order and are able to cut down on a lot of duplicative client form filling.