Setting up your Clinic with Portia - for Clinic Owners

Setting up your Clinic with Portia - for Clinic Owners

Getting Started Guide

Setting up your Clinic with Portia can be a seamless transition if you spend time now with your Management Team (Behavior Analysts and Clinical Directors) to clearly layout out your current processes and how they will relate to Portia.

Please take some time with your staff and get a clear understanding of who will have which roles (Clinical Director, Behavior Analysts, Therapist Admin, Therapist) and what you wish your Clinic Default Settings to be.

The Clinic Defaults (Under Settings) can be edited by Clinical Directors only.

1. Account Settings

Under Settings in the left menu.
Ensure the Time zone is correct at clinic set up time. If you change the clinic time zone after a Team Member is created, you will have to manually change the time zone for that Team Member.
All Users created after the timezone is set will default to this time zone.
Remember to Save your changes.

 

.2 Portia Billing

 Here you will enter your credit card information to pay for the monthly Portia subscription.
The Clinic Owner (the own who created the Portia instance) is the only person who is able to access the details of this screen.
 

3. Locations 
For multi-location clinics, enter your clinic addresses here.

 




User Configurations
This page is important as you are determining which account levels (permission levels) can access specific pages that they normally would not have access to. i.e., Behavior Analyst seeing the Audits Tab
 




Default Values 
Storage
 
Create an account with Box.com, with this you will be able to upload Learner files and Clinic files. 
Meeting Types
• Here you will give you meeting types titles
o You can assign a form to the meeting if you wish, Forms are created on the Forms Tab
Curriculum is arranged with Domains and within those Domains are Skill Categories. You will find existing Domains and Skill Categories, these cannot be edited as they appear in the Portia Curriculum. 
Domains
 
Click on Add New Domain to add your own
 
Now you can enter the Skill Categories for your clinic.
Motivator Categories and Motivators
• When you clients begin service, the parents/guardians are able to select motivators that their Learner finds reinforcing. Portia has a list of motivators and categories to help organize them. You can add your own here.

ABC Data
 
Enter the Behaviors, Antecedents and Consequences that are typically experienced in your clinic.
Note: Therapists can enter custom antecedents, behaviors and consequences during an ABC events
Session Activities
Allow the Therapist to report on a very granular level as to what activity was being performed throughout the session. You can add your own activities, such as ITT, NET, peer play, classroom, etc.
Prompt Levels
Independent is the only YES. You can name the other prompt levels that your therapist team will use. These prompts will all be visible when you select Trial by Trial Continuous (or Fixed) with prompt.
User Rub Roles
Team Members can be assigned a Sub Role. Sub Role names are custom to each Clinic, and each clinic can name them in their Settings for their own purposes. i.e., Team A, Classroom, or Lead Group etc.
To set up your Sub Roles, go to Settings on the left menu and then to Default Values. Once you have the User Sub Roles Added, you can assign a Sub Role to each Team Member.


Forms

Create Custom Form Templates here. 
• SOAP Notes
• Supervision Forms
• Incident Form
Field types include: text, paragraph, time, date, checkbox, dropdown, signature, etc.
Simply drag and drop them where you want to go. 
You can mark a field as required (see blue checkbox) , if it is then the form cannot be completed unless that field is filled out. In this case the form will remain in Draft until it is completed.

 



Custom Reports
 

 
Now you are ready to add your staff (Our Team) and Clients (Learners), as well as add your programming. How To's on all of these subjects are included in this Help Desk.


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    • Permission Matrix

      Clinical Directors Behavior Analyst Behavior Analyst, Team Restricted Therapist Admin, Team Restricted Therapist Admin Therapist Plus Programming Therapist Full Access to all components of Portia Y X X X X X X Clinic Settings and Defaults Y X X X X X ...