2005 Survey Results
Methods of Scheduling and Record Keeping in Counseling Centers


OVERVIEW

In an attempt to provide more useful information to counseling centers that are evaluating scheduling or electronic record keeping options, counseling center directors were surveyed (via the AUCCCD listserv with approximately 680 registered users) regarding their practices for scheduling and record keeping. 179 complete responses were received within two weeks in early December of 2005.

RESULTS

QUESTION: Please indicate your counseling center's relationship with the following units:

 
Health Services
Career Services
Disability Services
Separate
142
167
158
Integrated
36
10
17
Total
178
177
175

QUESTION: Please indicate which method you use for scheduling and your satisfaction with it: (sorted by frequency of use)

 
Frequency
Mean Satisfaction
Paper
44
2.4
Titanium
41
1.2
Outlook
18
2.1
other
10
2.8
Corporate Time
10
2.7
Home-Built System
10
2.0
Protege
9
2.1
UCCD - Rutgers
9
2.2
Medicat
7
3.1
PyraMED
6
2.0
Groupwise
4
2.0
MeetingMaker
3
2.0
OpenSchedule (Point/Click)
3
1.3
AppointmentsPRO
2
1.5
QuicDoc
2
1.5
ScheduleVIEW
1
1.0
Total
179
--
  • NOTES:
    • Satisfaction scale: 1 = Very Satisfied ... 5 = Very Dissatisfied
    • "Other" Responses: GPMS-IDX, University electronic calendar system (MyFAU) with our part secure, PracticePoint, Cerner Technology, NeuMed, On Time, uBurst, Now-Up-To-Date, PCN, ECATs
    • Centers planning to change: 4 sites plan to switch to Titanium, 1 to Outlook.

QUESTION: Please indicate which method you use for electronic record keeping and your satisfaction with it: (sorted by frequency of use)

 
Frequency
Mean Satisfaction
Paper
91
2.4
Titanium
37
1.4
Home-Built System
15
2.5
Protege
9
2.2
Other
7
2.9
UCCD - Rutgers
7
2.1
OpenSchedule (Point/Click)
3
1.3
PyraMED
3
3.7
Medicat
2
3.5
Outlook
2
1.5
QuicDoc
2
1.5
CSIS
1
4.0
Total
179
--
  • NOTES:
    • Satisfaction scale: 1 = Very Satisfied ... 5 = Very Dissatisfied
    • "Other" Responses: Semester reports from clinicians, Now-Up-To-Date (University of Michigan), Therascribe - Wiley Publishing, TIER (from SeaQuest Technologies) acronym for Totally Integrated Electronic Record.
    • Centers planning to change: 4 plan to switch to Titanium, 1 to Workflow.com, 1 to NextGen (schedule and EMR).
    • Mixed Methods: A number of of sites (6+)indicated that they use a mix of methods to store records. Generally - For these sites, notes were typically maintained in paper files or via word documents with data in a spreadsheet system.

QUESTION: If you selected a software package for record keeping, what type of paper files do you maintain: (sorted by frequency)

 
Frequency
Complete copy
39
Thin Files
31
Other
16
None
5
Total
91
  • NOTES:
    • None - i.e., a "paperless office"
    • Thin files - e.g., only signed documents and faxed information
    • Complete - all electronic records are duplicated in paper files
SUMMARY

This survey is meant to shed light on how the field is utilizing available technologies to manage scheduling and record keeping. These results are not comprehensive and do not represent actual usage rates (across the whole field) for any particular product.

Copyright Ben Locke, Ph.D. All Rights Reserved.