Continued Care: Completing a Group Session

Group sessions play a vital role in a patient’s treatment by fostering support, shared experiences, skill development, and a sense of community, all of which enhance the overall effectiveness of care. Structured group sessions provide a therapeutic environment where patients can develop coping strategies, build resilience, and engage in meaningful peer interactions.

Examples of specialized group modalities include dialectical behavior therapy (DBT), relapse prevention, recreational therapy, and process groups. Licensed clinicians, such as therapists specializing in recreation, occupational therapy, and social work, typically facilitate these sessions. Additionally, behavioral health technicians and peer support specialists may lead non-clinical or skill-based support groups, ensuring a multidisciplinary approach to patient care.

Required Permissions: Therapist, Case Managers, Super Admin, Records Admin, and users with the Manage Group Session role added to their profile. 

Best Practice Workflow Video

Best Practice Workflow Steps

Let's review Kipu EMR's best practice workflows to complete a group session.

The user assigns a group schedule based on the patient’s clinical needs, treatment phase or track, and level of care (LOC). This process typically occurs at admission and is adjusted as treatment progresses.

Best Practices for Group Session Notifications: To optimize session management, facilities should implement the following automated settings notifications for group sessions: Group Session Incomplete, Group Session Not Started, and Group Session Signer Added.

Workflow 1: Telehealth Group Session

1. The user sends the telehealth visit link through the Scheduler.
• The link is also accessible in the Patient Portal.
  
• Note: Group sessions can now be included in appointment communication templates. To enable this feature, ensure that the group session occurrence is marked as telehealth in the group session template.
2. The system automatically sends an email to inform the patient about the appointment.
   
3. An SMS reminder can also sent, depending on your  appointment communication settings.
   

4. The group facilitator should ensure that all technical requirements are met, including the presence of a functional camera and microphone, and gather all necessary materials for the session.

5. Then locate the group session card in Scheduler and click Start Session.
6. The group facilitator should document attendance before initiating the therapeutic intervention.
   
7. Then the user completes the group session on Zoom.
   
8. By following this structured approach, providers can facilitate seamless virtual group therapy sessions, promote treatment continuity, reinforce adherence to treatment goals, and enhance patient engagement and active participation.

Workflow 2: In-Person Group Sessions

1. The system automatically sends an email reminder based on appointment communication settings, ensuring patient attendance.
   

2. An SMS reminder can be sent to ensure patient attendance.
   

3. The group facilitator prepares for the session by ensuring that a physical room is available, gathering patients, and collecting all necessary materials.
4. Click on Start Session in the Scheduler appointment card. 
   
5. Attendance is collected on a device before initiating the session.
   
   • Note: If a device is unavailable, print a sign-in sheet from the Kipu EMR to record attendance manually. 
6. The group session is conducted in person in a private setting exclusive to group attendees.
7. The group facilitator documents the session in real time. Alternatively, documentation can be completed after the session by accessing the group session card.
8. Documentation includes:
   • Group title, topic, session start and end time
     
   • Individual patient assessments, participation level, contributions, and concerns addressed
     
   • Group description, including content covered, group engagement, and emerging themes
9. The group facilitator then finalizes documentation and signs with a PIN.
10. If a review signature is required, the reviewer should access the Past Group Sessions tab, filter by the their last name, and sign the necessary session (or sessions).

    

11. Once the session is finalized, the user moves the appointment card to the checked-out status.

Best Practices for Documentation: Facilities should pre-configure any commonly used group topics in Kipu to streamline documentation, reduce redundancy, and maintain standardization. If a provider with knowledge of individual treatment plans facilitates the session, documentation should be linked to the patient's treatment plan via the Golden Thread. Finally, attendance should be taken during the session.

Note: The system records each patient’s time in attendance. If a patient leaves and re-enters a session, multiple group session segments can be documented. If a patient is absent, their attendance box should remain unchecked with a note indicating the reason for their absence. Patients should not be removed from the session entirely. Patients can be added to a group session manually any time after the session is started (for example, if they arrive late, or if they were present but their attendance was not recorded for any reason). Patients who are transitioning between multiple LOCs should have their schedules updated accordingly. Additionally, patients can have multiple group schedules. For example, a patient in detox with co-occurring eating disorder concerns should have both a detox group schedule and an additional schedule tailored to their specific needs.