Procedures for Recording Therapy Sessions
Consent to Record
Clients must agree to having therapy sessions recorded for the purposes of education and therapeutic intervention. The signed consent is located in the client´s chart.
Digital AudioVisual System in RFP Clinic
The clinic digital audiovisual system allows for students to record treatment sessions and analyze data from recorded sessions. Students must have permission and a password to use the system. General directions for using the Main Digital Audiovisual System are provided below. For questions, please contact Linda Marnich, Clinic Secretary or Lynette Carlson, Clinic Director.
Only CSD Department digital equipment and audio equipment may be used for making recordings of clients. Students and faculty may NOT use personal equipment for making any recordings. Even if you plan to delete the recording, you MAY NOT use personal devices for such recordings.
Recording and saving a therapy session:
Before you can record, you need a password and you need to be entered into the system. Talk with the Clinic Director and the Clinic Secretary about gaining permissions to use the system. Use the computer designated for controlling the recording system, located in the clinic office.
- Get remote control of your therapy room's recording system. Double-click on the appropriate room number on the right margin of the computer. A new window will pop up and you will be looking at the computer of the room you selected. You now have remote control of that room's computer.
- Launch Podcast Capture. In the new window, select the Podcast Capture icon (purple circle). The Podcast Capture is the program you use to make the recording.
- Log in. After you launch Podcast Capture, click on the Log In button. Enter the following information:
Server: (see server name in the office)
ID: Your ID
Password: You will use a unique password assigned by the department
Uncheck "Remember this password in my keychain". If you check this, your password will be stored and otehrs can use your ID and password.
- Choose podcast type: Video. Once you log in, you will choose a podcast type (video, dual, screen, audio). Click on Video.
- Check view. You now should be able to see your therapy room on the screen. If you cannot see your room, contact the Clinic Secretary or Clinic Director.
- Start recording. Click on the red Record Button near the bottom center of the Podcast Capture window. After a brief countdown, the session will beging recording. You can pause and resume recording during the session by clicking the pause button and then clicking "record" again.
- "Minimize" your screen. Once you have started recording, minimize the remote image of your room computer so others can launch their own recordings in other rooms.
- Publish your recording. When your session is finished, come back to the clinic office to stop your recording and "publish" (save) it. Click the pause button, then click the "publish" button.
- Fill in the Podcast Information boxes.When you click publish, you get a window with three boxes.
Fill in the following information.
First Box, "Send to": click the dropdown arrow and select your client file. DO NOT save to the Libary.
Second Box, "Title": Type in your client's case number here, followed by date of recording and client's name.
Third Box: "Description": Description can be any text that describes the session. Helpful information includes the Big 9 category, the communication diagnosis, whether the session was assessment or treatment.
- Done. Click the Done button. Congratulations! You have saved a recording of your client!
- Close Podcast Capture. After you have finished saving your recording, be sure to close Podcast Capture and close the remote screen of your therapy room computer.
- Log out.
Viewing your recordings:
You can view your recorded sessions from the CSD Lab using a department iMac.
- Open Safari and go to Clinic server. Open Safari Web browser. If the Wiki does not automatically appear when you launch Safari or another web browser, type in the url. The url information is available in the clinic office.
- Click "My Page".
- Log in. Log in with your username and your unique CSD password. This unique password is different from your UMD password.
- Click on theWiki: Go to the Wiki on top and click on the chart number (distinguish by date).
- Select your video. Clock on the appropriate recording name to see the video.
- Log out. When you are done viewing your video, log out of the site.
If you cannot get the url to come up in the computer lab for playback, be sure you are not in wireless mode. use Safari as your browser.
Ask the Clinic Secretary for help if...
- If you accidently save a recording in your Library. Recordings cannot be stored in personal libraries.
- If you save a recording under the wrong file.
- If you cannot find a recording that you made.
Quicktime Video Recording for Interact
Interact relies on successful recording of carer/child interactions for supporting and reinforcing approaches which facilitate child communication development.
To record your sessions, you will use the Quicktime Video feature on the Mac computers in each observation suite.
Below are instructions and tips for setting up and recording your sessions, as well as safeguarding the family’s private information. Read these instructions carefully, and be sure to test all of your equipment well ahead of your session.
Interact Recording Instructions
Portable Video Cameras
The CSD Department has seven FLIP cameras that may be used to record therapy sessions as a back-up to the digital recording system. These cameras also are used for class projects. Please use the FLIPS as a back-up last resort for recording therapy. The in-house Digital AudioVisual System should be used as the first choice, as it permits more stable protection of clients' private information.
A FLIP will record up to 60 minutes of video. Cameras are located in the locked black cabinet in the file room. To access this equipment, find a faculty or staff member to unlock the cabinet for you. Do not take a camera that is in the return bin. Cameras need to be checked out with a staff or faculty member. Cameras must be checked out and returned the same day.
Each camera comes in a camera bag that contains batteries, instructions, and a USB extension cord. The USB extention cord is used to connect the camera to a USB port on a computer, eliminating pressure on the USB port in the computer tower.
Checking out a camera:
- In each camera bag there is a sign-out sheet. Put your name and the date on the sign-out sheet and place the shet in the black container on top of the cabinet.
- You must check out the entire camera bag with all of its contents.
- Instructions for using the camera are in the bag.
- Cameras must be returned the same day they are checked out.
Making and storing DVDs of your video:
- You may choose to watch your video immediately and not save a copy. If you want to save a copy, you must burn a DVD. Use ONLY THE CSD LAB computers for this.
- Follow the instructions on the FLIP for transfering the video from the camera to the DVD.
- No Protected Health Information (PHI)can remain on the hard drive of the computeror on the FLIP. Secure Trash any PHI on the computer and erase the recording from the FLIP before you return it.
- DVDs are stored in the file room along with the client charts. The DVDs are to be stored in the File Room in the Audio/Video file drawer (154A) under your client's name.
The DVD for an individual client's session should be labeled with the following information:
- Client's full name
- Client's DOB
- Client's chart number
- Date of recording
- In the event that you recorded a group, you will need to request a group file in which to store the recording. The DVD for a group session should be labeled with the following information:
- Full Name of Group
- Date of Recording
Returning a camera:
- Double check to make sure all recordings are cleared from the camera before returning it.
- Double check to make sure the camera bag contains the camera, instructions, batteries, and a USB port.
- Return the camera to the basket on top of the file cabinet.
- Please inform the clinic secretary of any broken or missing equipment so we can get it repaired or replaced as soon as possible.