Can I tweak the email templates?
- Yes, as long as all of the important information is being clearly communicated.
The attorney said that Box is asking them to log in?
- They must create a free Box account using the email address with which you shared the Box folder in order to upload and view/download files.
The evaluator/shadower is having issues with Box?
For Sinai evaluators/shadowers: if Box asks if you are affiliated with Sinai, please select "No." We're using our Sinai emails for our accounts, but not using Sinai's institutional Box. (This may happen if they try to log in while on Sinai wi-fi.)
If it’s a new evaluator/shadower, make sure they’ve created a free Box account (using the email they use for communications with MSHRP). Again, make sure they select “no'' if asked if they are affiliated with Sinai.
If it’s a seasoned evaluator who’s always had trouble with Box, you can just download files from Box and email them over, and have the evaluator email you the final affidavit so you can upload it to Box. If the evaluator is not using a Sinai email address, put [secure] in the subject line when emailing them files.
The attorney/shadower is asking how long the evaluation will take?
- Always a good idea to ask the evaluator for an estimate, as it can vary significantly between providers. In general, anywhere from 1 to 3 hours; may be on the longer side (1.5 to 3 hours) if interpretation is needed. Also a good idea to have the client/shadower/interpreter budget extra time in case the evaluation gets started late (Zoom issues, difficulty finding the exam room, client/interpreter running late, etc.).
What if I (the CM) want to shadow my own case?
You can! You have priority.
Make sure you’ve completed your compliance requirements at least 2 weeks prior to the evaluation date if it’s an in-person evaluation.
If it’s a Zoom/phone evaluation, see if the evaluator/client would also be open to having a 2nd shadower (ideally a new provider so we can onboard them)
Read through the [COVID] Shadowing Information Template (and the materials linked within it) so you understand your responsibilities, and talk to the CM leads if you have any questions
Can other people (client’s family member, attorney, social worker) be present at the evaluation?
We generally discourage any outside parties who are directly related to the client from being in the room during the eval. This includes the client's lawyer, other members of the legal team, and family members - unless the client is a child. The reason for this general policy is that sometimes the presence of folks in the room with whom the client has an ongoing relationship may inhibit them from opening up about details of a past trauma (especially sexual assaults/ trauma).
However, if a client really feels more comfortable having someone there with whom they have a supportive relationship and they don't want to be alone, that's fine. The evaluator should be made aware of this.
What does the consent process look like?
It is the responsibility of the evaluator to assure consent is properly obtained and documented in RedCap (Evaluation 1 form)
We have one consent form that covers both psych and physical evals. Clients can ignore the parts that don't apply to their exams (such as photographs).
The general consent form also includes consent for the use of clients’ de-identified information for MSHRP research and education. If a client is not comfortable consenting to this, please have the evaluator note that on the REDCap Evaluator 1 form.
The consent form can be delivered in whatever format the client prefers (orally or written). Some clients prefer to read the entire form- which we always offer for in-person exams. For remote evals, the form can either be read to the client --removing portions that clearly don't pertain to the evaluation being performed-- or the evaluator or student can screen share the consent form with the client.
It's important that the portions of the consent form pertaining to de-identified research are not omitted.
There are varying degrees of reading literacy (also speed) among our clients. For clients who speak English extremely well but as a second language, they may prefer to have the consent form read aloud to them. Any words that may not be fully understood should be explained- although this doesn't happen often.
A typed signature of the client must be filled in at the bottom of the consent page
The Student Shadowing Guidelines mention picking up MetroCards/Target gift cards for clients at Med Ed (Annenberg 13th floor)?
- This is currently on hold because of COVID-19 -- if you think that the client would benefit from a MetroCard/Target gift card, please see the next FAQ
During/following the evaluation, the client requested/the evaluator recommended certain services for the client. What do I do?
If the client lives in the New York tri-state area (they should if they received an evaluation through the main clinic rather than REN), ACCESS can help connect them to services.
First, log into RedCap and view the Evaluation form.
For the question "Is this evaluation being conducted remotely?", was "No" correctly selected?
If “Yes” was selected, the needs assessment would not have popped up for the person who completed the form. Please email the ACCESS leads notifying them about this mistake and letting them know which services the client needs.
Under the needs assessment question “What would you like the MSHRP to help you with?”, were the client’s needs accurately identified?
If so, no further action is required -- the ACCESS team will be reaching out to the client or attorney about these needs. If not, email the main ACCESS email access.hrp@icahn.mssm.edu and cc the ACCESS leads (janet.coleman-belin@icahn.mssm.edu, shahood.fazal@icahn.mssm.edu), letting them know which additional services the client needs.
Do affidavits need to be notarized?
From Dr. Singer: The affidavit needs to be notarized by an authorized third party so that it can be used as a sworn testimony, and used as evidence in a trial. If the person whose testimony is on the affidavit cannot be at the trial, it can be used in their place. However, many legal teams don't ask for this. Please check with the individual lawyer. If the lawyer doesn’t require notarization the affidavit may be submitted without it.
The attorney asked for the evaluator/shadower’s CV?
The evaluator’s CV is typically needed with the affidavit, and the evaluator usually takes care of sending it to the attorney themselves.
If the attorney asks you for the evaluator’s CV, you may find it in the MSHRP Box → MSHRP evaluators are asked for copies of their CVs and licenses to have on file when they begin work with the MSHRP. If it isn’t in Box, please just ask the evaluator for it and load it in Box for future use.
The attorney might also ask for the shadower’s CV if the shadower was a provider. This is not necessary as it is only the evaluator who signs the affidavit. But if the shadower was cc’ed on the ask and emails it to the attorney directly, there’s no harm in that either.
Something’s going wrong with RedCap! Who can help?
For general access, email redcap-support@mssm.edu
For any changes to RedCap that you’d like to see implemented (e.g. a form about this topic might be helpful), email Stephanie Schonholz at stephanie.schonholz@icahn.mssm.edu as well as Dr. Singer.
What kinds of legal cases does MSHRP deal with?
- The MSHRP works with clients who are applying for all types of immigration relief/protected status, not only asylum, as long as they are immigrants who do not yet have permanent residency status (Green Cards). Asylum is just one specific type of protected status.
We will work with those applying for the following:
Asylum
CAT (Convention Against Torture)
T Visas (Trafficking)
U Visas (victims of a crime while in the U.S.)
VAWA (Violence Against Women Act)
Cancellation of Removal
SIJS (Special Immigrant Juvenile Status) for children and young adults up to age 21
The list of immigration relief is one of the questions on the Intake form in REDCap that the legal teams fill out in case you ever need to quickly see them-- it's under the "Application" yellow banner on the form.
The MSHRP does not generally see competency cases unless they are purely based upon a psych diagnosis that would prevent the client from testifying in his/her own case (e.g. severe schizophrenia, bipolar disorder, or severe depression). Dr. Katz is most equipped to see these types of cases since he completed a specific forensic psychiatric fellowship at Bellevue, in addition to general psych training. The MSHRP may also be able to refer these cases to a network of forensically trained mental health professionals. Please contact Dr. Katz.
Anyone who needs an IQ test, language testing, or has severe cognitive issues cannot be seen by the MSHRP - please explain this to the legal teams and politely decline these cases.
- We can suggest to the legal teams that kids or older adolescents seek out this type of testing at NYU's Child Study Center.