Psychology Team Meeting

Team Meeting Minutes

• Date: 14/05/2026
• Time: 09:00 - 10:00 AEST
• Location: Conference Room B, Sydney Clinic
• Attendees: Dr Sarah Jenkins (Senior Clinical Psychologist), Mark Thorne (Psychologist), Chloe Nguyen (Provisional Psychologist), David Ross (Intake Coordinator)

Agenda Items

• Mindfulness:

  • Led by Chloe Nguyen (5-minute grounding exercise). Team noted brief exercises help transition between back-to-back telehealth sessions.
  • Continue rotating the 5-minute opening mindfulness exercise weekly among all clinical staff.
  • Mark Thorne to lead the mindfulness exercise at the next meeting.

• Observer:

  • Chloe Nguyen requires 10 hours of direct observation for university placement sign-off, specifically in trauma-focused CBT and initial intake assessments.
  • Approved Chloe to shadow Dr Jenkins and Mark Thorne during consenting adult intake sessions over the next fortnight.
  • David Ross to flag suitable intake bookings in the practice management calendar for observation.

• Groups:

  • Dialectical Behaviour Therapy (DBT) skills group (Tuesday evenings) is at capacity (8/8). Social Anxiety CBT group has low referrals (3/8) and risks postponement.
  • Postpone the Social Anxiety CBT group start date by two weeks to allow for further internal referrals and GP outreach.
  • Clinicians to review current caseloads for suitable Social Anxiety group candidates by 18/05/2026.

• Assessments:

  • Waitlist for adult ADHD and autism diagnostic assessments has reached 8 weeks. Stock of WISC-V response booklets is running low.
  • Allocate two additional assessment slots per week to Mark Thorne to reduce waitlist times.
  • David Ross to order 25 WISC-V record forms and response booklets from Pearson Clinical today.

• Client Allocations:

  • Reviewed 4 high-priority triage referrals: 1) 24yo F with severe OCD; 2) 42yo M with work-related PTSD (Workers Comp); 3) 19yo F with Binge Eating Disorder; 4) 35yo M with GAD and mild MDD.
  • Allocate 24yo F (OCD) and 42yo M (PTSD) to Dr Jenkins; allocate 19yo F (BED) to Mark Thorne; allocate 35yo M (GAD/MDD) to Chloe Nguyen under Dr Jenkins' supervision.
  • David Ross to contact clients today to book initial appointments and send electronic intake packs (including DASS-21 and K10).

• Room for Improvement:

  • Medicare GP Mental Health Treatment Plan (MHTP) review letters are frequently sent late after session 6, delaying subsequent rebate processing for clients.
  • Implement an automated task reminder in Halaxy after session 5 to prompt clinicians to draft the GP review letter.
  • All clinicians to audit current caseloads and clear any overdue GP correspondence by Friday 15/05/2026 at 17:00.

• Positives:

  • Q1 client satisfaction survey showed a 94% satisfaction rate. Several clients commended the smooth telehealth onboarding process.
  • Share summary metrics in the monthly clinic newsletter to acknowledge admin and clinical team efforts.
  • Dr Jenkins to forward survey feedback summary to the Practice Manager for inclusion in the May newsletter.

• Other Business:

  • Soundproofing in Consulting Room 3 is inadequate; speech is mildly audible from the waiting area when the ambient noise machine is turned off.
  • Purchase an additional white noise machine for the hallway outside Consulting Room 3 and install acoustic door seals.
  • David Ross to source acoustic door strips and order a LectroFan white noise machine by 20/05/2026.

• Next Meeting: 21/05/2026 at 09:00 AEST

• Next Meeting Location: Conference Room B, Sydney Clinic / Microsoft Teams (Hybrid)