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CCC Counseling Staff Responsibilities & Expectations

Counseling Staff Responsibilities & Expectations

This document is an addendum to the Employment Agreement, and provides general guidelines for employee responsibilities and expectations. This document isn't all-inclusive; as a team we are always growing and finding ways to improve both our services and our processes. Other expectations, policies, best practices, and guidelines will be developed and announced from time to time through team meetings, emails/communications, and conversations with the director and administrative staff. 

CCC creates a culture where we value ideas and contributions from our team members. Please bring all suggestions and ideas to the table!

Administrative Responsibilities

  1. Clinical Record Keeping: Employee completes clinical records in a timely fashion; i.e, Therapy Treatment Plans, Intake Notes, Progress Notes, Missed Appointment/Late Cancellation Notes, and Contact Notes should be normally be completed daily, but not more than 48 hours following the appointment. Termination Notes should be completed upon the termination session, or no more than 60 days following a clients’ last attended therapy session. Employee ensures that clients complete all required forms by the end of the first session; e.g., New Client Information Form and Consent, Disclosure, & Policies Form. Employees are solely responsible for the accuracy and completeness of all records.
  2. Scheduling: Employee updates all upcoming appointments in the appointment system before leaving the office for the day. Employee schedules appointments several sessions in advance whenever possible and appropriate for the client. Employee informs/discusses scheduling needs, time-off, etc. with CCC Administrative Assistant and Director with appropriate advance notice and approval.  Employees strive to follow the following "best practices" for scheduling:
    1. Schedule several sessions in advance: Scheduling in advance helps clients psychologically commit to the therapeutic  process.  When clients are committed and invested, they are more likely to make and maintain progress. Encourage real commitment to the therapeutic process.
    2. Rescheduling: When feasible, try to reschedule clients within the original week that they were scheduled. 
    3. Educate clients on benefits of consistent scheduling: Research indicates that weekly meetings for the first several months (and sometimes far beyond) lead to the best outcomes for couples. In general, do not recommend that new clients come less frequently. This applies to individuals as well. Couples also can benefit from having one individual attachment history/assessment session for each partner near the beginning of treatment. 
    4. Goals/Targets: On average, most clients can benefit from attending 10+ sessions. Although some clients will drop out of therapy early, employees at CCC seek to help clients maximize the benefit they can reasonably receive from our services.
    5. Working toward full-time hours: In general, the expectation for full-time counselors is that you work toward (and then maintain)  seeing an average of 20+ client hours per week. Part-time counselors will determine their "full" schedule with the director.
    6. Appropriate assignment of clients: Employee communicates clearly with the director and administrative staff about their counseling interests, specialties, and aspirations--empowering us to better market your services toward new clients. 
    7. Schedule vacation time: Employees schedule some time away from work  for renewal, vacation, and ongoing training. CCC is not in a position to offer paid time off. Vacation time should be limited to approximately 4-5 weeks per year, to ensure consistent care for clients.
  3. Financial Record Keeping: On a daily basis before 9:30 pm, employee accurately records session lengths and fees, as well as cash and check payments within the employee ledger. Employee accurately processes credit/debit card transactions using the Intuit GoPayment card/chip reader, and records such in the ledger. Employee maintains consistency in applying CCC payment policies; e.g., charging fees for no-shows, late cancellations, and pro-rated sessions.
  4. Technology:Employee develops and maintains sound knowledge and effective use of computers/device, internet technology, and other systems provided by CCC; (e.g., utilizing RingCentral for all business related calls / faxes to clients and responsible parties; TherapyNotes System; QuickBooks Payment Chip Reader; blogging platform; etc.).


  1. Timeliness & Time Management: Employee arrives at CCC at least 10 minutes prior to scheduled appointments, ensuring a professional, non-rushed demeanor and atmosphere for clients. Employee devotes necessary and appropriate time to fulfill responsibilities at CCC.
  2. Cleanliness: Employee maintains a clean and organized office environment, providing a professional and respectful atmosphere for clients. Employee contributes to keeping the waiting area and kitchen/staff rooms clean and organized. Employee is respectful of shared office space.
  3. Dress & Demeanor: Employee maintains a professional demeanor in dress, reflecting the professional and comfortable atmosphere at CCC: business casual standards; no torn, wrinkled, or dirty clothing; khakis, slacks, nice jeans, or skirts/dresses; no revealing or suggestive clothing; men should wear collared or button-up shirts. Interactions with all CCC clients and team members should be appropriate, friendly, and professional, in keeping with CCC's Non-discrimination and Anti-harassment Policies.

Clinical Skill & Relationships with Clients

  1. Therapeutic Alliance: Employee seeks to maintain a strong therapeutic alliance with all clients. Interactions with clients should be congruent with CCC’s values of warmth, authenticity, responsiveness, and professionalism. Employee should seek to instill confidence in clients.
  2. Client Retention: Appropriate to clients’ therapeutic needs and treatment goals, employee schedules consistent appointments in advance, follows-up with inactive clients, and regularly seeks feedback from clients to ensure/improve services. Employee uses time-off in a responsible way that does not harm client progress or retention (e.g., employee avoids frequent/excessive time-off). Employee makes appropriate plans for client care in the unusual event of extended absence. (Employee is solely responsible for ethical care of his/her clients.)
  3. Ethical Practice: Employee maintains high standards of ethical and law-abiding practice, as defined by applicable State and Federal Laws/Statutes and standards set by the applicable professional associations (e.g., AAMFT, APA, NASW, ACA, etc.). Employee seeks to maintain current knowledge of changes in pertinent standards, statutes, and laws. (Employee is solely responsible for ethical care of his/her clients.)
  4. Clinical Development & Excellence:Employee makes consistent, focused, and diligent efforts to provide excellent professional services to clients and to improve clinical skills and expertise. Employee demonstrates devotion to representing CCC’s high standards of clinical competence and care. Examples include continued study, consultation, supervision (where appropriate), participation in workshops/classes, pursuing additional certifications/credentials, etc. Employee seeks to share expertise and learning with other team members.

Team Contributions

  1. Client Load: Employee seeks to consistently maintain a full schedule (as defined in the employment agreement).
  2. Networking & Community/Professional Relations: Employee establishes and maintains positive relationships in the community and with other professionals to further CCC’s ability to provide excellent therapy services. Employee’s interactions, demeanor, and professionalism communicates hope and competence, in line with CCC’s values and mission.
  3. Team Building/Contributions: Employee exemplifies the traits of a team player within CCC, and seeks to establish good professional relationships with fellow employees. Employee attends team meetings, listens carefully to others, facilitates/reinforces a positive team environment, effectively expresses self in individual and group settings, shares areas of expertise/learning, and contributes to a supportive environment of excellence and continued growth with other CCC team members.
  4. Openness, Adaptability, & Initiative: Employee accepts and implements feedback willingly, promptly, consistently, and positively. Employee is adaptable; maintains effectiveness in varying environments and with different tasks, responsibilities, and people; adjusts quickly to new responsibilities, tasks, and priorities. Employee is a self-starter who suggests and implements improved work methods/ additional assignments, and takes initiative to build and improve CCC. Employee seeks appropriate support and feedback when needed.

October 22, 2021

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Document name: CCC Counseling Staff Responsibilities & Expectations
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June 30, 2018 11:12 am MDTCCC Counseling Staff Responsibilities & Expectations Uploaded by Annette Thaler - IP
July 3, 2018 3:30 pm MDTPaul Sigafus - added by Annette Thaler - as a CC'd Recipient Ip: