How to Complete a Treatment Plan

A Treatment Plan is required for every client. Complete a plan by recording the following information:

Step 1. Preliminary Treatment Information

• • Enter the requested information in the Preliminary Treatment Information area. This includes:

Client’s counselling goal

• • Briefly state the client’s counselling goal. Arcora’s philosophy is oriented toward goal-directed, time-limited counselling.

Hours sufficient?

• • Select Yes or No to indicate if the number of hours available (indicated in the Authorized Hours field) should be sufficient to help this client achieve their counselling objective.
  • Note: We recommend selecting a counselling goal that can be achieved within the scope of the Arcora assistance program hours provided.

If hours not sufficient, why?

• • If No, briefly explain why. E.g. complex history of trauma, long term counselling recommended, etc.
  • Note: The counselling available through this client’s program is meant to address short‐term concerns.

Expected treatment length (hours)

• • Input the expected treatment length.
  • Note: The annual average number of hours used in short term treatment programs is six.

Expected treatment frequency (days between sessions)

• • Input the expected treatment frequency between sessions. E.g. if you plan to see the client every two weeks, enter 14. If once a month, enter 30.

Informed consent obtained

• • Each client is required to demonstrate their understanding of accessing support within the scope of our program. At your first session together, you must review and discuss the Arcora consent form with your client.

Risk assessment

• • If the client reported thoughts of suicide or other safety concerns, select YES, choose the level of risk from the pull-down menu and indicate the safety plans developed in the session to address the client’s reported risk.

Save

• • Click SAVE to capture your work.

Step 2. Planned Approaches

• • Using the options provided, select and click on as many treatment approaches as applicable.
  • Your selections will appear in the box to the right.
  • Click SAVE to capture your work.

Step 3. Covered User (If Applicable)

If the client is the Covered User of this assistance program, three questions will appear for you to answer.

• • Answer each question Yes or No. If Yes, you will be directed to the applicable sub‐screen:
    • Absence/Disability Information
    • Addiction Information
    • Work Impact Information
      • Work Impact Update
    • Complete the applicable sub‐screen and then return to the Treatment Plan screen by clicking the buttons provided.
    • Note: You will not see any questions if the client is a dependent of a Covered User.

Step 4. Submit

• • Click the Submit Treatment Plan to e‐Tera button to capture the details of your plan.

Treatment Summary

After you Submit a Treatment Plan, a screen called Treatment Summary appears. You now have the opportunity to create a record of your first Session with the client.

• • Click the Create Session Report button in the bottom right corner of your Treatment Summary screen to create a record of the session. This will take you to the Session Report

Notes

• • Only click the Go to Treatment Conclusion button on the rare occasion that treatment will not occur for this client and therefore no session report is applicable.
  • Current Year Authorized/Billed/Remaining Hours field is automatically populated and adjusted as you add sessions/hours.
  • On the Treatment Summary page, you may notice a “status” column at the end of your session report summary. Once a session says “validated,” Accounting has approved your invoice and the session cannot be edited.

How to Record the Final Results of Your Treatment with the Client

Complete the Treatment Conclusion by entering the following information:

Step 1. Treatment Conclusion Information

Client’s counselling goal achieved

• • Briefly state whether the client’s counselling goal (as noted in their Treatment Plan) was achieved.

Main topics discussed

• • Briefly list the main topics discussed during therapy. E.g. grieving the death of family a member, coping with workplace stress or burnout, etc.

Continuation of treatment through private services

• • Select Yes or No to indicate if the client plans to continue using your services privately after their assistance program available hours are depleted.

Client’s functioning subsequent to intervention

• • Use the drop-down menu to indicate the client’s functioning level (generally speaking) after therapy.

Save

• • Click SAVE to capture your work.

Step 2. Treatment Conclusion

• • Use the drop-down menu to indicate the reason treatment is being concluded.
  • Click SAVE to capture your work.

Step 3. Approaches Used

• • Using the options provided, select and click on as many treatment approaches used during your treatment sessions, as applicable.
  • Your selections will appear in the box to the right.
  • Click SAVE to capture your work.

Step 4. Theoretical Approaches Used

• • Using the options provided, select and click on as many theoretical approaches used during your treatment sessions, as applicable.
  • Your selections will appear in the box to the right.
  • Click SAVE to capture your work.

Step 5. Referred During Sessions (If Applicable)

• • Using the options provided, select and click on as many external resources you may have referred the client towards during treatment, as applicable.
  • Your selections will appear in the box to the right.
  • Click SAVE to capture your work.

Step 6. Covered User (If Applicable)

• • If the client is the Covered User of this assistance program, the same three questions asked in the initial Treatment Plan screen will appear.
  • The Treatment Plan questions and answers that were initially submitted are displayed on the right side of the screen.
  • Answer each question Yes or No. If Yes, you will be directed to the applicable sub‐screen:
    • Absence/Disability Information
    • Addiction Information
    • Work Impact Information
  • Complete each applicable sub‐screen, then return to the Treatment Conclusion screen.
  • Note: You will not see any questions if the client is a dependent of a Covered User.

Step 7. Submit

• • Review carefully and then click the Submit Treatment Conclusion Information to e‐Tera button at the bottom of the screen. You will now be returned to your My Caseload screen.
  • Note: Once you Submit a Treatment Conclusion and the final invoice, you will not be able to access or modify this client’s records in e‐Tera. If you realize a concluded treatment record requires changes, please contact your Arcora Coordinator.

You can submit an individual invoice after you’ve entered a Session Report (see Screen 3, Step 4) or as a bundle from the My Caseload page. To submit all outstanding invoices, click + Create Monthly Invoice*, then Submit and Submit again.  Click Invoice List to generate a comprehensive invoice list, with corresponding invoices statuses that can be used for your own recordkeeping (to download, click Actions and then Download from the drop-down menu).

*The system automatically generates an invoice number. If you’d like to enter your own, you can do so under Comments before submitting.

Invoice Status Definitions

• Pending: The session has been entered in the client’s file, but an invoice hasn’t been created.
• Received: The invoice has been created and is awaiting verification.
• Validated: The invoice has been verified and authorized.
• Approved: The invoice is ready for payment on the next disbursement date.
• Paid: The invoice has been paid.

See this FAQ for more details on Arcora’s billing process.

Signing into e‐Tera can be an issue if your web browser does not offer the level of support necessary to provide access. Google Chrome and Mozilla Firefox browsers are both compatible with our system. If you don’t currently use one of these, they can easily and safely be downloaded from the internet.

Using either Google Chrome or Mozilla Firefox, follow the directions in the Getting Started: Logging in to e-Tera section of this guide, as follows:

• • Click the e‐Tera log in link in the footer of Arcora’s website: http://www.arcora.ca.
  • Input your username in the e‐Tera login box and click Forgot Password. (Standby for an email with next steps.)
  • Log into e-Tera with the temporary password received in your email and reset your password. (Remember to save your username and password in a secure manner.)
  • If you get an error code, close all browser windows and try again from the beginning; otherwise you may receive the same error message.
  • You will now be on your home screen, called My Caseload and able to access the relevant case file.
  • Click on the yellow pencil to the left of the relevant case file to edit.

If none of these suggestions work, please contact us for assistance.

You may need to adjust your internet browser parameters if your settings prevent the full screen from appearing.

Contact your Arcora Coordinator and they will gladly assist you with your username. Once you have your username, you can reset your own password from the login page.

Make sure you click SAVE every time you finish a section. If SAVE isn’t clicked, your entries won’t be captured.

Closed files are not accessible. We suggest you keep your own notes regarding each case. e‐Tera is used to capture the summary of your treatment, but is not meant to replace your own detailed records.

You must answer all required questions and complete optional questions as appropriate. Brief comments are perfectly acceptable in optional areas.

No, you must follow the instructions outlined in either Screen 3 or Screen 6 to submit invoices.

It is important to complete your treatment plan, all session reports and treatment conclusion screens promptly, as payment of your invoices depends on this data being up to date. Please refer to the FAQs  for more information about billing procedures.

I feel this client needs more sessions. Do I request extra hours through e-Tera?

You’ll use the Session Report screen to update your client’s progress and eventually, the Treatment Conclusion screen to capture the end results of your therapy. Access these screens by clicking the yellow pencil beside the client’s file, as found on your home screen: My Caseload.