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Getting Started with Althea: Facilitator & Admin Guide

Welcome to the Althea software overview. This guide covers the structure of the platform, how to manage client records, schedule sessions, and utilize the built-in assessment and reporting tools.

Andrew Conley avatar
Written by Andrew Conley
Updated over a week ago

System Overview: Clients vs. Sessions

Althea distinguishes between Client Records and Sessions to ensure privacy and streamlined communication between facilitators and healing centers.

  • Client Records: These are unique to each facilitator. It is the facilitator's private homepage for keeping notes and history. This record is not shared with the healing center. If a client works with multiple facilitators, they will have a unique record with each one.

  • Sessions: This covers the administration session and related activities (Preparation, Administration, and Integration). Sessions are shared with the Healing Center admins so they can track activity and schedule resources.

For Facilitators

1. Managing Clients

From your homepage, you can view the status of all clients (e.g., Preparing, Ready, Completed).

Creating a Client: Click to add a new client. You can input high-level info and notes.

Client Features:

  • Notes: Keep a running list of timestamped notes.

  • Document Repository: Upload and store documents specific to the client.

2. Scheduling and Managing Sessions

To schedule a session, select the client and choose the Healing Center and date.

Group Sessions: You can toggle between individual and group sessions. For groups, you can add multiple client records to a single session event.

Session Phases: Once a session is created, it is managed through three specific tabs:

  1. Preparation: Log prep notes and track required documentation. The system will mark a client as "Ready" only when required checkboxes and documents are complete.

  2. Administration: Log details such as medicine used, start/end times, and any adverse events.

  3. Integration: Log integration notes and review outcome data.

3. Questionnaires and Forms

Althea includes built-in questionnaires to ensure safety and measure outcomes. It also comes with all of the required forms for regulatory compliance.

Preparation Forms:

  • Baseline Survey: Uses validated screeners to measure well-being (WHO-5), depression (PHQ-9), and anxiety (GAD-7).

  • Safety Assessment: A thorough medical and history screening developed by researchers at the University of Colorado med school. This generates a report highlighting "red" or "yellow" flags for the facilitator to review.

  • Regulated Forms: All of the many required forms for regulatory compliance.

Integration Questionnaires:

  • Mystical Experience Questionnaire (MEQ30): Sent 1-2 days after the session to help clients reflect on their journey.

  • Feedback & Outcomes: Measures well-being again to compare "before and after" results and collects feedback on safety and goal achievement. This is also where reviews are collected for the directory.

Sending Forms: You can email these directly from the platform. The system allows you to pre-fill information (such as doses or support plans) to reduce the burden on the client. Documents are sent for digital signature and are automatically stored in the system once reviewed and signed.

For Center Admins

Admins have a different view designed for oversight and compliance.

  • Center-Wide View: Admins see all session information scheduled at their specific healing center but do not have access to the private Client tab.

  • Center Settings: Admins can manage their center's name, address, timezone, and license number from the Center Details page. See Managing Your Center Settings for details.

  • Compliance Tracking: The dashboard uses warning signs to flag sessions that have past dates but incomplete documentation.

  • Reporting: The system aggregates data to help centers meet state reporting requirements (such as those for Oregon).

  • Facilitator Management: Admins can invite and manage the facilitators authorized to work at their center.

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