- What if I conduct my CPT sessions in French/Spanish?
We recognize the importance and value of including English, French, and Spanish speaking participants in this study. In regards to CPT protocol fidelity ratings, the raters who will be assessing French/Spanish language sessions for fidelity to the CPT protocol are fluent in French/Spanish. We are currently organizing strategies that would allow sessions from French/Spanish speaking clients to be used for discussion during consultation sessions.
- How many patients should I enroll in the study?
We askew clinician participants who have not completed consultation or completed consultation in the past 6 months toenroll at least four (4) patients over the course of one year. This will allow experience and consultation with a variety of cases and challenges. Clinicians who participated in the previous CPT study in Canada and clinicians in Texas and VA who completed consultation should enroll at least six (6) patients—two as baselines before the learning collaboratives start. This will allow us to better understand your use of CPT before you begin the study. You can enroll more patients if you wish and if you have willing clients. The more you enroll, the more experience and feedback you will have, and the more options for assessment of Quality Rated Provider Status you’ll have. It will also allow the study to collect data on a wider variety of clients so we can better understand the use and effectiveness of CPT in routine care settings.
- How much time will the study take?
The duration of the study is a total of up to 28 months (with a baseline phase during which CPT-trained clinicians will submit recordings of CPT sessions and PCL scores). There are12 months of learning collaborative meetings and then a 12-month follow-up period, during which the study will assess how you use CPT after participating in a learning collaborative. . For clinicians who were not previously trained in CPT, , the duration is 12 months of consultation and a 12 month follow-up.
In terms of weekly time commitment, the clinician can expect to spend an average of one to two hours per month on study-related activities during the first year. Activities include participating in the hour-long learning collaborative meetings, saving or uploading audio recorded sessions, , completing a brief monthly activity report and more extensive surveys at four time points, and saving patient surveys collected during routine care for transmission (electronic or fax) to the research team.
- What will I receive for my participation in the study?
All participating clinicians will participate in a learning collaborative, with supportive meetings for 12 months, and the option of continued informal contact with your cohort in year 2. Additionally, non-VA clinicians will receive gift cards for completing surveys and interviews (VA clinicians are eligible for gift cards if they complete these outside their working hours). . You will receive access to the ICohere website or the VA study SharePoint, both of which contain tools and resources that are only available to study participants at no cost. Resources include whiteboard videos explaining psychoeducation concepts, brief videos that provide overviews and advice for each CPT session to help with session preparation, and additional resources to support quality improvement and CPT delivery. Clinics with multiple participants may also receive gifts for the clinic. In Canada and Texas, you will also receive a digital audio recorder for recording your CPT sessions. If you fully participate in the study, you will be eligible for CPT Quality Rated Provider status at no cost (see CPTforPTSD,com for additional details). Participants in the CPT Sustainability Study in the US will also be eligible for up to 15 CE credits.
Documentation and Assessments
- How do I find my study number? How should I use it?
Your study number is located in an email or letter that was sent to you previously. It is a three digit number. This is the number you will use to identify all documents and files that you will submit. This is done as an added precaution to protect your own, and your patients’ privacy.
If you have forgotten or lost it, please contact your site’s Study Coordinator to retrieve it.
Canadian site: Tasoula Masina at email@example.com
Texas site: Vanessa Ramirez at RamirezVA@uthscsa.edu
VA: Kera Mallard at firstname.lastname@example.org
- When do I give the baseline assessments?
Baseline assessments should be given to patients prior to the first CPT session. This should include the measures that are routinely administered in CPT, the PCL-5 and PHQ-9, and functioning measures (OQ-45, SF-12). If your clinic does not collect functioning measures as a matter of routine or for program evaluation, let the study team know and we will arrange to collect these measures directly from your clients.
- How do I assign numbers to my patient-participants?
Patient numbers will be a combination of your study number and an additional three digit number (starting with the number “100”). For instance, if a clinician’s study number is 028, then the clinician’s first patient would be numbered 028-101, second patient would be 028-102, third patient would be 028-103, and so on.
- What information should be on my patients’ assessments?
Patient ID #, CPT session #, and the date should be on each piece of paper as identification. No names or other identifying information should be on the assessments and forms when they are transmitted to the study team.
Uploading files and documentation
- How will my patients’/clients assessments be sent to the study team?
You can either fax them or you can scan and email them to the Study Coordinator directly. If you choose to fax, be assured that it is a secure fax that is received by study team members. However, we recommend the use of a cover sheet with your organization’s language about confidentiality and contact information.
Canadian site: The faxing service is Presto Fax, a Canadian e-fax service. Toll Free Fax Number: 1-866-344-1410
Texas site: The fax will be direct and the number is …TBA
VA: (650) 617-2684 please send with a cover sheet addressed to Kera Mallard.
In VA, you will also receive permission to access a shared folder, for which you will receive a link so that you can map it to your computer. Anything that you collect electronically can be saved to a word document with your patient ID and session number, and saved to the shared folder. This folder will only be accessed by your clinic and the study team.
- What do I need to fax to you?
Canada: You should send your patients’ “Clinician Confirmation of Patient Verbal Consent” form, your patients’ baseline assessments (PCL-5, OQ-45, and SF-12), and your patients’ demographics form at the beginning of treatment, and the Client Satisfaction Questionnaire at the end of treatment. Please see the question about labeling patient forms above. You will then also send the assessments associated with each treatment session. Please send them in a timely manner so they can be used to inform the learning collaborative meetings.. If you have trouble uploading your clinical note templates and CPT worksheets, you can also fax these..
Texas: Please send your patients’ baseline assessments (PCL-5, OQ-45, and SF-12), and your patients’ demographics form at the beginning of treatment, and the Client Satisfaction Questionnaire at the end of treatment. Please see the question about labeling patient forms above. You will then also send the assessments associated with each treatment session. Please send them in a timely manner so they can be used to inform the learning collaborative meetings. If you have trouble uploading your clinical note templates and CPT worksheets, you can also fax these.
VA: We will be working with your clinic and facility to determine the least burdensome and most secure strategies for accessing your patients’ routine care data. The plan is for them to be sent via fax, or by saving into the secured or shared folder on the server) your patients’ demographics form at the beginning of treatment. You will then also send the PCL/PHQ associated with each treatment session. Please send them in a timely manner to assist the study staff. Please see the question about labeling patient forms above. If you have trouble uploading your clinical note templates and CPT worksheets, you can also fax these.
Depending on arrangements with your local VA, the study team may be accessing the CPT clinical notes directly from CPRS, or you may be copying/pasting them and saving them to the secure shared folder on the server. CPT worksheets can be completed electronically or a copy that is worked on in session using pen and paper can be faxed or saved electronically.
- How should I name my audio-recorded files?
Please note that before uploading, the files should be renamed with your clinician number, a hyphen, the patient number, a hyphen, the session number, an underscore (_), and then the date of the session (yyyy-mm-dd). For instance if your clinician number is 014 and this is session number 5 for patient number 2 recorded on June 20th, then the file name should be “014-102-05_2015-06-20” (no quotation marks).
- Where should I store my audio-recorded files?
Canadian or Texas site:
Please create a folder on your computer and store your audio-recorded files in that folder instead of leaving them on your digital recorder. They are more secure on your computer and this also removes the risk that they will be inadvertently deleted or that your digital audio-recorder will become full and not record your entire session.
You will receive a microphone with simple instructions, that will automatically upload the audio recordings onto the VA network. After you connect the microphone with the right settings, you will just need to click a button on the recording application to start and stop the recording.
- I’m at a Canada or Texas site how do I upload my audio-recordings?
You will upload your audio files to a secure website. Click on tab marked “Audio Recorder Info” on the home page of this website to access the instructional and video manuals and link to the CPT Audio Upload Website.
- How do I complete my CPT Monthly Activity Log?
You will complete your CPT Monthly Activity Report online. You will be emailed a link at the end of every month. It will take about 10 minutes. We appreciate your taking the time from your busy schedule to do this—in addition to study data, it is used to inform learning collaborative meetings and development of study resources and tools.
Learning Collaborative Meeting:
- How do I call in to the teleconference line for learning consultation?
Canada and Texas:
You will receive an email with a guide and instructions on how to access the ICohere website, which will host our meetings and house CPT-related resources.
VA: Meetings will be accessed via Lync.
- Where do I find materials that I need for the study?
Study materials can be found on the CPT website in the “Study Materials” page. We plan to update the “Resources” section of the ICohere website and Study SharePoint as well.