The COVID-19 pandemic made things tough for a lot of Americans. Many people have had to live in isolation, unable to participate in the activities and social events they once enjoyed. Fear of getting sick, and stress about the health of loved ones, has been a major source of anxiety for many. Those who have lost someone to the pandemic are struggling with grief without being able to find solace in others. On top of all that, financial struggles have left many unsure of what the future will hold.
The difficulties last year brought have made many people notice a drop in their mental health, such as increasing symptoms of both anxiety and depression. In response, more and more Americans have been seeking mental health services to help them navigate events outside of their control.
If you’re a mental health provider and you’ve been run off your feet, you’re not alone. Many therapists and other professionals are struggling to meet the demand for services in their communities. It can be overwhelming addressing the increasing need for help while maintaining your own work-life balance and mental health needs. Here are some tips to help you manage your workload.
Looking for resources to help? Register for updates about Ravel Mental Health.
Maintain a Productive Workspace
Whether your practice is able to provide services in the office or you’ve had to move your therapy space to your own home, maintaining an area free of clutter helps you to keep your focus on your clients and minimize stress. Make it a nice spot to sit so you can feel inspired and at ease.
When things get hectic, it can be difficult to keep your space nice and tidy, which can overflow into disorganization in other areas of your work. Setup your office to make it easy to keep track of your day-to-day tasks. Have a clock in the room so you can keep track of appointment times and have a planner or calendar within sight so you can avoid forgetting about appointments or accidentally double-booking yourself. Having a filing system in place for important paperwork and storing notes.
Set-Up Telehealth Appointments
If you primarily held in-person appointments prior to the COVID-19 pandemic, you’ve probably already started transitioning to online appointments and dealt with all the associated technical difficulties. While you may be able to offer some face-to-face therapy sessions depending on where you live, many people are still practicing social distancing and may not want to visit your office in person.
To avoid adding stress to your routine by dealing with constant tech issues, make sure you have the proper equipment and software to host video sessions. It’s worth the investment. This includes:
- A secure, high-speed internet connection.
- A functional telemedicine video-call software, such as Teledoc. It’s best to invest in platform created specifically for telehealth appointments, as opposed to software like Skype or FaceTime.
- A sufficient microphone and camera setup. Make sure clients can see and hear you well and that there is sufficient lighting in the room to enhance the rapport you build along the way.
It is essential you are aware of HIPAA guidelines for conducting telehealth appointments as well. When choosing software, you need to make sure patients’ health information is protected. In a physical office, these personal details are referred to as Protected Health Information, or PHI. When conducting online appointments, you need to be just as concerned as securing patients’ electronic PHI, or ePHI.
This is a primary reason to avoid using text message, Skype, email platforms, or similar third-party services. When using any kind of third-party software to conduct sessions and store information about clients, you are required as a medical professional to enter into a Business Associate Agreement with the provider. Verizon, Skype, and Google all will not enter this agreement, meaning you could be held liable if any ePHI is improperly stored or disclosed.
Encourage Patients To Check Their Insurance Policy
While we’re discussing telehealth sessions, insurance coverage for online therapy sessions can vary based on the location, the client’s insurance provider, and their diagnosis. Many patients may ask for a telehealth session without knowing exactly what their policy covers, so encourage new and current clients to check their policy or speak with a representative before scheduling an online appointment to avoid a billing fiasco down the road. Patients may get frustrated or stressed if they learn after a bill arrives at their door that their policy doesn’t cover online therapy sessions.
On the other hand, some patients may be unwilling to meet in person but assume their policy does not cover telehealth because of what they have been told in the past. Many insurance providers have responded to the pandemic by offering more coverage for online appointments, so encourage clients to speak with their insurance or take time yourself to call their provider and learn more.
It is also worth taking time to read up on the current laws and regulations regarding telehealth policies. The CCHP complied a comprehensive report in the fall of 2020 outlining the regulations in all 50 states for Medicaid, Medicare, and private insurance providers.
Use a Comprehensive Scheduling System
Tracking all your appointments with a pen and paper means more busywork on your end. Whether you have a receptionist on board or you’re handling all calls on your own, a scheduling system is a more efficient way to keep your calendar up-to-date because it will automate a lot of your appointments.
Not only does a user-friendly scheduling system make it easier for you to manage your workload, it can make scheduling an appointment easier on clients as well. Ravel Mental Health addresses many of the pain points therapists and patients alike deal with, making it easy for patients to know your availability and choose an appointment time that works best for both of your schedules.
When onboarding new patients, the Ravel Mental Health system also makes it easy for highly qualified clients in your area looking for the services you offer to find you, avoiding the hassle of scheduling an appointment only to discover it’s not the right fit. This allows you to focus on giving your patients the best care without spending so much time finding and scheduling new clients.
Remember to Take Care of Your Needs Too
The COVID-19 pandemic has been a lot to handle for mental health providers and their clients alike. While therapists can be considered stress professionals in their field, they are not immune from experiencing burnout themselves. Make sure you have the energy and motivation necessary to provide your clients with the best care possible by putting time aside for your needs too. Have breaks worked into your schedule and put time aside to spend with loved ones. Even in the midst of a busy schedule, try to find small moments to relax and do something you enjoy to break up long work hours.
While you may feel guilty setting aside an hour in your day to take a breath and recharge when you know that time can be used to help others, it’s essential you stay mentally healthy as well so you can continue to play your part in helping your community survive through the pandemic.
Ready to learn more? Register today for updates on Ravel Mental Health.