New Patient Assessment - Training of Weekend Providers 

Your Role

As a provider seeing new patients, you are the first face-to-face interaction for families at MindWeal.

Patients have already gone through a detailed virtual onboarding process. By the time they meet you, they expect:

• High quality
• Strong organization
• Clear answers
• A premium, “elite” experience

Your visit must match and reinforce that expectation.

You are not just conducting a visit—you are representing MindWeal’s standard of care.

Before the Visit: What the Patient Has Already Completed

Before seeing the patient, it is critical that you understand everything they have already done.

Patients do not walk in unprepared—by the time they meet you, they have completed a structured, multi-step onboarding process.

Step 1: Account Creation & Patient Setup

The guardian:

• Creates their MindWeal account
• Adds the patient
• Enters:
  • Patient information
  • Guardian information
  • Pharmacy details
  • Primary care provider information
  • Insurance details

Step 2: Consent Forms

• All required consents are reviewed and signed before the visit

Step 3: Medical, Family, and Social History

• Patients complete a detailed history form
• This information is:
  • Already auto-filled into your note
  • Expected to be reviewed by you before the visit

Step 4: M-Wise Assessment

• Patients complete a comprehensive, structured assessment
• You will have access to:
  • The full report
  • Organized clinical insights

Preparation Before the Clinical Visit

Before you enter the room, you are expected to be fully prepared.

This step is critical to maintaining MindWeal’s standard of efficient, high-quality, and structured care.

Review the Chart in Advance

1. Medical, Family, and Social History

• Already completed by the patient
• Already auto-filled into your note in DrChrono

👉 Your task:

• Review thoroughly before the visit
• Do not re-collect basic information unless clarification is needed

2. M-Wise Assessment Report

• Comprehensive, structured clinical data
• Provides insight into:
  • Symptoms & patterns
  • Differential diagnosis
  • Root causes of sx. 

👉 Your task:

• Review the full report before the patient arrives. 

Start Preparing Your Note in DrChrono

Before starting the visit, begin filling out relevant clinical sections in H & P based on M-Wise report

Patient Arrival & Check-In Process

Patients are given clear instructions before arrival, including:

• Location details (shared office space)
• Directions via multiple text messages

Check-In Options

When patients arrive, they are instructed to:

1. Check in via the MindWeal app (preferred)
2. Or call the front office letting us know they are here

You can:

• See their check-in status in the MindWeal platform

Important: Weekend Workflow

On weekends:

• Front office staff is NOT available
• If patient will call front office no., it will go to voicemail

👉 Your responsibility:

• Actively monitor whether the patient has arrived
• Do not rely on staff notification

If You Are Running Behind

• Go to the waiting room in person
• Inform the patient: “I’ll be with you shortly.”

Clinical Visit Step 1: Introduction & Opening

From the first 1–2 minutes, you must:

• Set the tone
• Build trust
• Show preparation
• Take control of the flow

Start with a warm, confident introduction:

• Introduce yourself
• Be approachable but structured
• Take control of the interaction early

Clinical Visit Step 2: Establish Who Completed the Assessment

Ask directly: “Can you tell me who completed the assessment?”

You must understand how guardian roles work on the MindWeal platform.

How Guardian Roles Work

Primary Guardian

• The person who:
  • Creates the account
  • Adds the child
• Serves as:
  • Primary point of contact
  • Responsible for:
    • Completing onboarding
    • Completing the M-Wise assessment

Secondary Guardian (Other Caregiver)

• May include:
  • Other parent
  • Caregiver
• May or may not:
  • Have contributed to the information
• Does not have direct platform access

Important Expectation

We instruct families that:

• The primary guardian should complete the assessment
• They should collaborate with other caregivers when possible
• They may include input from the child, especially older children

👉 However, in reality:

• Collaboration may not happen
• Parents may not be aligned or in communication
• Sometimes the child may have completed most of it

Common Scenarios & How to Handle Them

Primary Guardian Completed It (Ideal Scenario)

• Proceed normally
• Still confirm if others contributed

Limited Input from Other Caregivers

• Do not assume alignment
• Invite additional perspective: “I’d like to make sure we include your perspective as well.”

Child Completed or Heavily Influenced It

• Clarify gently
• Keep tone neutral

👉 Adjust:

• Interpretation of responses
• Ask Follow-up questions from Guardians

Parents Not Together / Misalignment Present

This is a sensitive but not so uncommon situation.

You may encounter:

• Disagreement
• Lack of communication
• Resentment from the other parent

Clinical Visit  Step 3: Summarizing M-Wise & MFSH (Stay in Control)

This step is critical. Your goal is to show preparation, avoid repetition, and control the flow.

Tone:

• Calm
• Confident
• In control

Transition

Clinical Visit  Step 4: Complete Diagnostic Evaluation

At this stage, your evaluation should be guided by the M-Wise assessment.

M-Wise serves as your starting point, not the final diagnosis. It organizes information in a highly structured way, highlights key domains, and provides a preliminary understanding of possible root causes and differential diagnoses. In most cases, it completes a significant portion of the history-taking process before you even begin the visit.

Your role is to build on this foundation.

Focus on:

• Clarifying inconsistencies
• Filling in missing details
• Asking deeper, targeted questions based on what stands out

While M-Wise is a sophisticated and efficient way to gather history, it is still dependent on how guardians and patients interpret and respond to questions. Despite clear explanations, misinterpretation can occur. Because of this, the information you receive is often valuable but not always perfectly categorized.

For example:

• Anxiety symptoms may be reported under OCD (e.g., intrusive thoughts that are actually anxiety- or depression-driven)
• Suicidal thoughts may reflect depressive severity rather than true intrusive/obsessive phenomena
• Hyperactivity may be mistaken for tics, or tics may be described as general restlessness

These are not errors in effort—they are normal limitations of self-reported data.

Your job is to:

• Validate what is accurate
• Clarify what is unclear
• Reorganize information into the correct clinical framework

Do not restart the history from scratch, and do not rely on M-Wise blindly. Use it as a clinical guide, then refine and complete the picture through focused questioning.

Clinical Visit Step 5: Deliver a Clear Treatment Plan

This is where MindWeal stands out.

Because M-Wise has already completed a large portion of the evaluation, you are able to spend less time gathering information and more time building a thoughtful, collaborative treatment plan with the patient and family. Your goal is to create a plan that is clear, personalized, collaborative. 

Core Components of the Treatment Plan: 

1. Medication Management (if indicated)

When appropriate, include medication as part of the plan.

• Follow MindWeal’s structured, evidence-based approach
• Clearly explain why medication is being recommended
• Clear explain risks/benefits
• Set expectations around timeline, and monitoring

2. Counseling Referral (Essential Component)

MindWeal does not provide counseling services directly. Instead, we refer patients to trusted therapists in the community. 

• Counseling is often a key part of treatment, especially for anxiety, behavioral concerns, and skill-building
• Position therapy as a core component, not optional

We have built the MindWeal Therapy Network, a curated list of vetted therapists based on location.

👉 Here is how a therapy referral looks from the patient’s perspective: MINDWEAL THERAPY NETWORK . This is the link you will send them via secure chat at the end of the visit if you are referring for therapy 

3. ADHD Testing (When Indicated)

MindWeal offers in-house ADHD testing.

• If ADHD is suspected, include testing in the treatment plan
• Explain the purpose and how it adds objective clarity to diagnosis

Process:

• Complete ADHD testing referral section in the note
• Schedule:
  • ADHD testing visit
  • Follow-up visit (~1–2 weeks later) to review results

4. Referrals for Additional Services (If Needed)

When appropriate, refer to:

• Speech Therapy
• Occupational Therapy
• Neuropsychological Testing
• Autism testing
• Other specialized services

We maintain a comprehensive referral library within our Knowledge Base organized based on location. Links are typically shared with patients via secure chat after the visit.

👉 Review available referral resources here: REFERRALS AT MINDWEAL

5. DIY Therapy Tools & Parent Guides

Along with medications and referrals, we strongly encourage the use of self-guided therapy tools and parent guides as part of the treatment plan.

These include:

• Practical DIY tools based on therapies like Cognitive Behavioral Therapy and Dialectical Behavior Therapy
• Parent guides (e.g., managing behavior, handling anger episodes, improving organization)

These resources are designed to:

• Help families start working on the problem immediately, even before seeing a therapist
• Act as a bridge to counseling services
• Reinforce that medication alone is not the full solution

They also serve an important clinical purpose:

• Help patients and parents understand their role in improvement
• Encourage active participation and responsibility in treatment
• Reduce unnecessary reliance on medication adjustments when behavioral strategies are needed

For example:

• In oppositional behaviors, medication alone is not sufficient
• Parents may need to implement a structured behavior plan, using provided guides

These tools help you guide families toward what they can actively do, not just what we prescribe

👉 Review available referral resources here: 

• DIY THERAPY TOOLS

• PARENT GUIDES

6. Psychoeducation Materials

Psychoeducation is a core part of the treatment plan, not an add-on. These resources help patients and families understand the condition, set expectations, and actively participate in care.

a. Medication Education

We provide internally developed medication guides. These are not generic, third-party materials—they are practical, experience-based guides.

They cover:

• What to expect from the medication
• Timeline of benefits
• Common side effects and how to manage them
• Frequently asked questions

Encourage patients to review these materials carefully, as they directly support adherence and reduce confusion during treatment.

b. Diagnosis-Based Education

For each diagnosis, we provide a structured knowledge-base article to help families fully understand the condition.

For example, in ADHD, the article will include:

• What the diagnosis means
• Core symptoms and how they present
• Treatment options (medication, therapy, behavioral strategies)
• Expected course and prognosis

These articles also connect patients to:

• DIY therapy tools and parent guides
• Additional resources and support options

Encourage patients to review these materials to build a clear understanding of the diagnosis and next steps.

👉 Review available patient education tools here: PATIENT EDUCATION TOOLS 

Clinical Visit Step 7: Schedule follow-up

Schedule Follow-Up Medication Management Visit 

All routine follow-up visits at MindWeal are virtual.  Duration of a regular Follow-Up is 20 minutes (virtual)

When scheduling, clearly explain the value of virtual care to the patient/family:

• We are a platform-first service, designed with virtual care at the core
• Our workflows, front office, and systems are optimized for seamless virtual visits
• We use HIPAA-compliant Zoom, ensuring privacy and reliability
• Visits are typically on time, efficient, and convenient

Benefits to highlight:

• No travel time or waiting rooms
• Greater flexibility for families
• Ability to see patients in their natural environment
• High satisfaction and strong outcomes

You can reassure families:

• Virtual visits are equivalent—and often better—than in-person visits based on both internal and national data
• If clinically needed, we will always bring the patient in person

Schedule ADHD Testing (If Indicated)

If ADHD testing is part of the plan:

• Schedule ADHD Testing . ADHD testing is conducted in person.

• Schedule ADHD Testing Follow-Up. Schedule a follow-up visit 1–2 weeks after testing. Purpose: Review and discuss the ADHD testing report and discuss further treatment steps. ADHD Testing Follow-Up is scheduled for 40 minutes 
  
  

Clinical Visit Step 8: Reinforce MindWeal’s Model of Care & Teach the Platform

This step is essential to ensure patients understand how MindWeal works and what to expect moving forward. A few minutes spent here prevents confusion later.

1. Secure Chat (Primary Communication Method)

• Tell them:
  “I will send your treatment plan, medications, referrals, and resources through secure chat.”
• Show them live how to access it
• Reinforce:
  • This is the fastest and preferred way to reach us
  • It is HIPAA-compliant and secure
  • We always have someone actively monitoring it

Explain how it works:

• Messages are triaged into:
  • Billing
  • Medication refills
  • Clinical/other questions
• Front office reviews first and loops providers in when needed

2. Calls & Voicemail (Backup Method)

• Set expectation:
  • If they call, it may go to voicemail (especially billing/refills)
• Reassure:
  • Messages are checked every 30 minutes
  • Everything goes into a central help desk, so nothing is missed

Important:

• Most responses will come back via secure chat
• If needed, front office can call back

3. Medication Refills (Set This Clearly)

• Request refills via:
  • Secure chat, or
  • Refill voicemail line

❗ Do not rely on pharmacy refill requests

• They are inconsistent and unreliable in our system

4. Knowledge Base (Support Between Visits)

• Show them where it is
• Explain it includes:
  • DIY therapy tools
  • Parent guides
  • Psychoeducation
  • Referral resources

Reinforce:

• This helps them take action between visits, not just wait

5. MindWeal App Access

• Ask: “Have you saved the MindWeal app on your phone?”
• If not: Let them know you’ll send instructions via secure chat

Explain:

• It gives easy access to:
  • Secure chat
  • Appointments
  • Resources

6. After-Hours & Urgent Care Expectations

• Closed after 5 PM and weekends
• True emergencies → go to the ER

Reassure:

• If they reach out before 5 PM, we try to offer an urgent appointment within 24 hours

7. Close the Loop

• Briefly reinforce:
  • This model may feel different
  • It is designed to be faster, more organized, and more responsive

👉 Patients who understand this system tend to have a much better experience

Step 8: Post Visit Tasks in DrChrono 

• Order Medications (if indicated): Refer to KB: How to Order Medications in DrChrono
   
• Order Labs (if indicated) Refer to KB: How to Order Labs in DrChrono 
• Place Referrals in DrChrono (if needed) Refer to KB: How to fax a referral from DrChrono

   

• Complete patient note & reconcile chart: 
  • Complete H&P, MSE, Dx, MFSH sections of note  
  • Review and Update Treatment Plan 
  •  Review & Update the Active Diagnosis list 
  •  Review & Update the Medication list
  • Review & Update the Medication list
  • Preview and sign the note 

Step 9: Post-Visit Tasks in MindWeal App

• Send all relevant resources via secure chat, including:
  • Medication education
  • Diagnosis education
  • Psychoeducation materials
  • DIY therapy tools & parent guides
  • Therapy referrals
  • Other referral resources (if applicable)
  • Patient questionnaires (if needed)

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