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Department of Communication Sciences & Disorders

Semester Overview

The following is a sample overview of a Semester of Clinical Education.  Specific due dates and assignments will be listed on the course schedule. Timely completion of these items is a part of your final clinic grade for the semester.

Before the Clinic Opens: Preparing for your Client

Get your Client Assignment.

You will receive your client assignment in a meeting prior to the semester. Watch for a meeting notification from the clinic director.

Client assignments are made by the clinic director in conjunction with clinic instructors.  Assignments are based on many factors to include student education needs, client availability, and instructor availability. 

Schedule your Client for Therapy.

Specific instructions on how to schedule your client are provided at intern orientation.  Scripts for calling your client are provided in the Handbook.

Compete Office Documentation. 

  • Reserve a time (poster schedule is used for most appointment times)
  • Reserve a room on the Room Schedule
  • Fill in the Clinic Schedule.

Be familiar with the Clock Hours Database. 

  • Student interns earn clock hours for direct client service provision, which they can apply toward qualifications of the ASHA Certificate of Clinical Competence.  '
  • It is the responsibility of the intern to submit clock hours to their instructors on a regular basis, to monitor their clock hours for accrual and approval, and to work with their instructor for timely approval of hours.
  • Advice: It is important to stay current on clock hours records. The most efficient way si to submit them to your supervisors once per week.  Submit your clock hours for approval once per week, on FRIDAY.

The First Week of the Semester: Prepare to work with your client. 

Clients' first appointments begin no sooner than the second week of the semester. This allows interns the opportunity to meet with a clinic instructor and do some planning for the first session.

  • Start gathering a Case History. 
    • Read and become thoroughly familiar with the client's chart.  Know their communication diagnosis, the course of past clinical management, and any relevant information regarding the client´s status from outside referral sources.
    • Check the date of the last hearing screening and whether the client is appropriate for an updated screening or audiology exam.  Refer to the Hearing Screening Protocol in the Handbook.
    • Consider any information you would like to request from other sources, and prepare Release of Information forms. Be sure the person who signs the form has the legal right to give permission for release of private data.  Check with your instructor for assistance.
  • Think about your own preparedness to work with your assigned client. 
    • Go over your course notes, read some journals, find any resources that can help you get ready for your client. 
    • Consider the knowledge and skills you have and need to work with the client.  You will be writing personal goals for your own clinical growth over the semester.  Your development as an intern will be a regular topic in your weekly student/instructor meetings over the semester.
  • Meet with one of the Clinic Instructors. 
    • If you alreadyhave an assigned clinic instructor, contact that instructor for scheduling a time to meet during that first week of the semester. Plan to meet with your instructor in advance of your first session with the client. This may require you to schedul a special initial meeting time for the first week of the semester, outside of the standing meeting time you will have for the rest of the semester. 
    • If you do not have an assigned instructor, look in the client's chart to see who has worked with them before, or contact any clinic instructor to schedule a meeting. 
  • Write a Lesson Plan for your First Session.  Your instructor will help you!
    • Lesson plans include session objectives, methods, activities, and a data collection plan.
    • Lesson plans should be de-identified
    • You will work with your assigned clinic instructor to determine a schedule for creating and submitting lesson plans.

The First Week of Clinic. First Session with the Client.

  • Have the first therapy sessions.  Complete assessments, gather baseline performance and identif potential semester objectives.

  • Ask your client about their priorities for treatment. This conversation takes place within the first week of therapy, and lasts about 15 minutes.  Schedule this conference in conjunction with your clinic instructor.
  • Update  the Emergency Binder.  Place a copy of the Client Enrollment form in the Emergency Binder.  If the client has not submitted a current form, help them complete the form.  File the original in the Client Chart.


The Second Week of Clinic: Finalize a Plan.

  • Create a Semester Treatment Plan. As you create your plan, you must demonstrate application of the tenets of Evidence-Based Practice.
  • Write your Treatment Plan. The Semester Treatment Plan is the foundation for therapy.  Use the CSD Department computers to write your report using the standard format and template provided. You must discuss your Semester Treatment Plan with your clinic instructor, revise if necessary, and have the Plan approved by your clinic instructor by signature and date. Place the final approved plan in your client´s chart in the clinic office. The Plan includes the following information:
    • Status at the beginning of the Semester
    • Semester Objectives
    • Rationale for choosing each of the Semester objectives. Each objective should be based on consideration of:
      • Relevance to client´s needs
      • Client´s present status, baseline information
      • Past accomplishments in therapy
    • Methods/Procedural Approach/Instructional Sequence for achieving each of the objectives. The Methods should reflect:
      • Your understanding of task and client response hierarchies
      • Your understanding of learning principles and developmental sequence
      • You measurement plan: What data or observations will you obtain and how will you implement measurement across time to track your client´s behavior change? How will you use the data or observations to help you make decisions about the clinical management program?

  • Hold a Client Staffing to go over the Plan.
    • After your clinic instructor has approved the plan, arrange a conference with the client/family to discuss the plan for the semester.
    • It may be appropriate to include others who are involved with the client, such as a personal care attendant. Inclusion of others should be done only with the consent of the client or guardian.
    • Document the Staffing in the chart on the Summary Sheet in the client´s chart.
    • This meeting is recorded as STAFFING in the Clock Hours Database, and does not count toward your total accrued clock hours.


As the Semester Progresses...

  • Maintain your Client File and Office Records.
    • Summary Sheet: The Summary Sheet is in the front cover of the client chart.
    • Cancellations: Record in the Emergency Binder.
    • Clnic Schedule: Remember to write in the first and last dates of therapy for the semester.
    • Release of Information: If additional client information is needed from other agencies, or if the client/family requests the RFP Clinical Records be sent to another agency or person, the client or guardian must sign the Consent to Release Private Data form. The form must include information specifying the agency, purpose, and the date initiated. Only one agency/individual may be listed per form. The RFP Consent forms are valid for one year only, so it is imperative to check the dates on the form to ensure it is current.
    • Hearing Screenings: For clients who are appropriate to screen, hearing screenings are to be updated annually, and the results placed in the client chart. The Hearing Screening Form (Appendix C) is an official record and should be completed in pen and signed by the intern and the clinic instructor.
    • Enrollment Form: Clients review and update this form at the beginning of the semester, but interns may need to give clients additional opportunities to update the form if client circumstances change over the course of the semester.

  • If you or your client must cancel a session:
      • If YOU must cancel a session, you are responsible for notifying the client and for arranging a make-up session.
      • If the CLIENT must cancel, offer to arrange a make up session.
      • Notify your clinic instructor and the clinic secretary if a session is cancelled.
      • Place a note on the Emergency Board in the clinic office, indicating which client´s session is cancelled for which date. In the event of a clinic evacuation during the scheduled therapy time, the Emergency Officer will know who is/is not in the clinic that day.
      • If a client misses sessions without notice or misses numerous sessions, talk with your clinic instructor. You may consider writing a contract with the client, specifying the expectations and what will happen if the client continues to miss therapy appointments.

  • Record therapy sessions as appropriate.
    • Recordings are used for collecting data on the client's performance and assessing your own performance as an intern.  Talk with your clinic instructor about expectations for recording sessions.
    • It is helpful to record a session early in the semester and record a session near the end of the semester, and compare your performance. This is an excellent means of formative assessment, and your reflections may be used as an element in your Portfolio.

  • Write a Mid-Semester Progress Report.  This report provides an update on the client's current status compared to their performance at the beginning of the treatment period.

  • Make referrals and seek consultations as appropriate.  Seek out and take advantage of other resources that may help the client.

  • Keep your clock hours entries up-to-date in the Clock Hours Database.  Submit your clock hours each week on FRIDAY for approval.

  • Keep the Clinic Clean.
    • Out of respect for the clients and for each other, Interns are encouraged to keep the clinic space neat, organized and clean during the course of the semester. 

Toward the End of the Semester...

  • Write a Semester Treatment Summary Report.
    • The Clinic Lab Computers are used for writing all client reports.
    • Report must be  approved and signed by your clinic instructor.  Place the signed report in the Semester Treatment Summary Reports file in the clinic for the clinic secretary to process. Do not file the report in the client´s chart.
    • Submit your signed and approved report to the clinic office, along with a list of individuals/agencies who should get a copy.  Provide the mailing addresses of each.  Be certain there is a CURRENT Consent to Release of Information (ROI)form signed for any agency or individual to whom the report will be sent. An ROI is valid for one year from date of signature.

  • Fill out a Client Candidate Card
    • Client Candidate Cards are filled out for ALL clients, whether or not they are returning for therapy.
    • Place the completed card in the designated file in the clinic office by the DUE DATE (usually about 3 weeks before the end of the semester).

  • Hold a Treatment Summary Staffing.
    • Before the end of the semester, hold a Summary Staffing with your client/ family, supervisor, and other parties as designated by the client or guardian. The purpose of the staffing is to discuss the client´s progress and review recommendations.
    • Relevant information should be recorded in the Semester Treatment Report.
    • Record the date of the staffing on the Service Summary Form in the client´s chart.
    • This meeting is recorded as STAFFING in the Clock Hours Database, and does not count toward your total accrued clock hours.

  • Complete your Clock Hours entries by the final due date.  Place pdf versions of the Approved Semester Clock Hours in your Portfolio.

  • Complete your final case administrative duties
    • Record the date of the final therapy session on the Clinic Schedule. Record the total number of sessions the client attended.
    • Organize the client´s Chart. There should be no loose papers and no unofficial documents stored in clients' files. 

  • Return CRC items and Clinic Materials
    • Students are responsible for returning all items checked out in their name, or paying the replacement cost for the items.
    • If a student does not return all items or pay the replacement cost of items not returned, they will receive an Incomplete for Practicum and a HOLD will be placed on their student records. They will not be allowed to register for further courses until the matter is resolved.

  • Clean the Clinic.
    • At the end of the semester, interns will thoroughly clean and organize the clinic.





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Last modified on 10/29/14 10:56 AM
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