PSLEPSLE

Report Writing ProtocolReport Writing Protocol

The Report TemplateThe Report Template

The template is available on the PSLE The template is available on the PSLE website atwebsite at

http://courses.washington.edu/sop/SOPReport-http://courses.washington.edu/sop/SOPReport-3.dot3.dot

You can save it to a file. You can save it to a file.

The Report TemplateThe Report Template

Examples of reports are on the PSLE Examples of reports are on the PSLE website also.website also.

Initial DraftInitial Draft

Due dates:Due dates: Check with your supervisor for Check with your supervisor for specific day and time various drafts are due.specific day and time various drafts are due.

Send via emailSend via email

Use the password given by your supervisorUse the password given by your supervisor

No PHI should be included!No PHI should be included!

Time Management TipTime Management Tip

All electronic copies must use initials only All electronic copies must use initials only and have no identifying information. So…and have no identifying information. So…

Agree amongst yourselves how you will use Agree amongst yourselves how you will use the initials so that you can do an easy “find the initials so that you can do an easy “find and replace” when it is time to put the PHI and replace” when it is time to put the PHI in. in.

Example: Example: Some students will do Sx Tx for Some students will do Sx Tx for initials ST. initials ST.

Time Management TipTime Management Tip

WarningWarning

Choose letter combinations that are not Choose letter combinations that are not acceptable in English.acceptable in English.

Think about it: If you had a client “Eric” and Think about it: If you had a client “Eric” and you used “Ex” – what would happen when you used “Ex” – what would happen when you did “find and replace Ex with Eric”?you did “find and replace Ex with Eric”?

Initial DraftInitial Draft

Interviewer writes historyInterviewer writes history

Lead clinician writes main bodyLead clinician writes main body

Put history and body Put history and body togethertogether before you before you send it to the supervisor.send it to the supervisor.

Initial DraftInitial Draft

Write it as best you can.Write it as best you can.

Take time to edit it yourself for content, Take time to edit it yourself for content, organization and typos.organization and typos.

Initial DraftInitial Draft

Keep in mind that the first people to read the report Keep in mind that the first people to read the report will be the parents.will be the parents.

Avoid jargon, use examples to help clarifyAvoid jargon, use examples to help clarify

DoDo use IPA symbols, but also use examples to use IPA symbols, but also use examples to illustrateillustrate

Present information in as positive way as is Present information in as positive way as is possiblepossible

Initial DraftInitial Draft

Font: Times New Roman, 12 ptFont: Times New Roman, 12 pt

Feel free to use tables to present Feel free to use tables to present information (often easier to read than information (often easier to read than paragraphs)paragraphs) In general, we use 10 pt font for tablesIn general, we use 10 pt font for tables

Supervisory Editing ProcessSupervisory Editing Process

The supervisor will read it, edit it and then The supervisor will read it, edit it and then provide further instruction to eitherprovide further instruction to either

1. Revise and resend via email.1. Revise and resend via email.

oror

2. Revise and prepare a hard copy for 2. Revise and prepare a hard copy for review.review.

Hard Copy for ReviewHard Copy for Review

1.1. Insert all PHIInsert all PHI

2.2. Make sure the report formatting follows Make sure the report formatting follows the template (check headers)the template (check headers)

3.3. Print the report out (2-sided is fine)Print the report out (2-sided is fine)

Hard Copy for ReviewHard Copy for Review

4.4. Read the report yourself for content, Read the report yourself for content, organization, formatting and typosorganization, formatting and typos

5.5. Submit the report, marked up is fine as Submit the report, marked up is fine as long as it is still legible long as it is still legible

6.6. Also submit a draft of the cover letter to Also submit a draft of the cover letter to the supervisorthe supervisor

Caution!Caution! Once you put the PHI into a hard copy Once you put the PHI into a hard copy

report, it cannot leave the clinic. report, it cannot leave the clinic.

Please store hard copy reports that have Please store hard copy reports that have PHI in the cabinet in the computer lab.PHI in the cabinet in the computer lab.

Next StepsNext Steps

Wait to print the final draft until the parent Wait to print the final draft until the parent conference has been held.conference has been held.

This is just in case some more information This is just in case some more information is revealed or some changes need to be is revealed or some changes need to be made to the recommendations.made to the recommendations.

Final DraftFinal Draft

When the supervisor gives the go ahead:When the supervisor gives the go ahead:

Print out a final draft of report and letter Print out a final draft of report and letter Note: Note: Make sure date on letter matches the date you Make sure date on letter matches the date you

are printing it.are printing it.

1-sided only1-sided only

Recheck 1 more time for formatting and typosRecheck 1 more time for formatting and typos

Watch OutWatch Out

When you print out your final draft be sure toWhen you print out your final draft be sure to check that your IPA symbols came out check that your IPA symbols came out the way you meant them tothe way you meant them to.. Different Different computers will read the symbols computers will read the symbols differently.differently.

If you need to, use white out and hand write If you need to, use white out and hand write the symbols.the symbols.

Final StepsFinal Steps

1. You should have at least 2 original 1. You should have at least 2 original copies of the report and cover letter copies of the report and cover letter (unless the family asks for us to send a (unless the family asks for us to send a copy to a third party).copy to a third party).

RememberRemember – we can only send to a third – we can only send to a third party if we have written consent to do so.party if we have written consent to do so.

Final StepsFinal Steps

2.2. Prepare a pink Report Processing FormPrepare a pink Report Processing Form

3.3. Sign the copies of the cover letter and reportSign the copies of the cover letter and report

4.4. Submit all to the supervisor for signatureSubmit all to the supervisor for signature

5.5. Be sure to clarify if you or the supervisor will Be sure to clarify if you or the supervisor will turn the report in to the front office.turn the report in to the front office.

Remember!Remember!

Final Copies should beFinal Copies should be free of typosfree of typos

have appropriate headers/footershave appropriate headers/footers

have a place for the lead clinician and have a place for the lead clinician and supervisor to signsupervisor to sign

otherwise comply with the template providedotherwise comply with the template provided

Remember!Remember!

Use the report checklist to check yourselfUse the report checklist to check yourself http://courses.washington.edu/sop/diagnostichttp://courses.washington.edu/sop/diagnostic

_report_checklist.htm_report_checklist.htm

Cover LetterCover Letter

A cover letter should accompany the A cover letter should accompany the report.report.

There is a template with the clinic There is a template with the clinic letterhead available on Docushare and letterhead available on Docushare and linked on the website:linked on the website:

Clinic Letterhead templateClinic Letterhead template

ReportsReports

There is an example of appropriate There is an example of appropriate formatting for the cover letter:formatting for the cover letter:

Sample Cover LetterSample Cover Letter

Have More Questions?Have More Questions?

Ask your supervisor!Ask your supervisor!