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The Documentation Detective

Slide Deck

Common Documentation Pitfalls

Five areas counselors often struggle with:

  1. Missing Measurable Goals
  2. Lack of Objective Data
  3. Vague Intervention Descriptions
  4. Inconsistent Session Details
  5. No Progress Tracking

Use these as a checklist while reviewing your notes.

Introduce the purpose of this mini–slide deck: to spotlight frequent areas where progress notes fall short and spark a reflective conversation.

Pitfall #1: Missing Measurable Goals

• Notes list activities but not measurable goals (e.g., “Build social skills” without criteria).
• Without specific targets, it’s hard to know when a student achieves them.

Reflect: Do your notes tie each intervention to a SMART goal?

Explain why clear, measurable goals matter – they anchor every intervention and let us gauge success.

Pitfall #2: Lack of Objective Data

• Notes rely on impressions rather than facts (e.g., “Student seemed upset”).
• Objective data (frequency counts, scales, quotes) ground your observations.

Reflect: How often do you include quantitative or verbatim evidence?

Show how objective, observable data lends credibility and clarity to progress notes.

Pitfall #3: Vague Intervention Descriptions

• Notes say “Provided coping strategies” without specifying which ones.
• Detail the technique, materials used, and counselor prompts for clarity.

Reflect: Could a colleague understand and repeat your intervention from your notes alone?

Emphasize that interventions should be described so another professional could replicate them.

Pitfall #4: Inconsistent Session Details

• Omitting session date/time or who attended creates continuity gaps.
• Standardize headings: Date, Duration, Participants, Location, Setting.

Reflect: Do you use a consistent template each time?

Point out the importance of consistency in recording date, time, setting, and participants for each session.

Pitfall #5: No Progress Tracking

• Notes focus on what happened today but not on movement toward goals.
• Include a brief progress statement: “Progress: 3/5 social interactions initiated independently.”

Reflect: How do you document week-to-week changes?

Stress the need to track progress toward goals over time to show growth or identify barriers.

Reflection Questions

  1. Which two pitfalls do you notice in your recent notes?
  2. What small change could you implement this week?
  3. How will you measure the impact of that change?

Ready to detective-hunt your documentation?

Invite the counselor to self-identify which pitfalls resonate most and set a focus for improvement.

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Journal

Self-Reflection Case Log

Use this journal to dive into one of your recent progress notes. Be honest and specific—this reflection fuels targeted improvement.

1. Case Note Snapshot

Date of session and participants:


Goals addressed in this session:


Brief summary of activities/interventions used:





2. What Went Well (Strengths)

Reflect on the strongest parts of your note. Where did you provide clear, objective, or detailed descriptions? Give examples from your own writing.





3. Areas for Improvement (Gaps)

Identify content that felt incomplete, vague, or missing. Consider SMART goals, objective data, or intervention detail. What’s lacking?





4. Challenges & Root Causes

What barriers (time constraints, template issues, uncertainty about measures) prevented more thorough documentation? Be candid about underlying causes.





5. Action Strategies

Brainstorm 2–3 concrete strategies you could use to strengthen your next note (e.g., use a data tracker, add verbatim quotes, standardize headings).






6. SMART Action Steps

For each strategy above, write one SMART step (Specific, Measurable, Achievable, Relevant, Time-bound) you will take before your next session.






7. Follow-Up Plan

How will you evaluate whether these changes improved your documentation? What measurable indicator or feedback source will you use?






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Script

One-on-One Coaching Prompts

Coach: Thanks for completing the Self-Reflection Case Log. Let’s dig into what you noticed. Please share one strength you identified in your note.





Coach: That’s great. Can you give me a specific example of how that strength appears in your writing?

  • Follow-up if needed: What stood out about that example?

Coach: Now, tell me about an area where you saw a gap or challenge.





Coach: What do you think contributed to that gap? (Possible factors: time constraints, unclear goals, template issues, etc.)

  • Follow-up if needed: How did this affect the clarity or usefulness of your note?

Coach: Let’s brainstorm 2–3 strategies you might use to address this gap. (Examples: adding measurable goals, including verbatim quotes, standardizing headings.)





Coach: Which of these strategies feels most doable for you in the next week, and why?





Coach: For that chosen strategy, let’s write a SMART action step. What will you do, by when, and how will you measure success?





Coach: Finally, how will you check on your progress? What indicator or feedback will you use, and when should we meet to review?






Coach: Thank you for your openness and commitment. I look forward to seeing how these strategies enhance your documentation!

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Lesson Plan

Detective Coaching Guide

Guide the counselor to pinpoint gaps in their progress notes, conduct self-assessment, and co-create targeted improvement strategies in a focused 30-minute session.

High-quality documentation ensures compliance, continuity of care, and supports student outcomes. This session builds counselor confidence and skill in writing thorough, accurate progress notes.

Audience

Individual School Counselor

Time

30 minutes

Approach

Self-review, guided dialogue, action planning.

Materials

Common Documentation Pitfalls Slide Deck, Self-Reflection Case Log Journal, and One-on-One Coaching Prompts Script

Prep

Gather and Review Materials

10 minutes

Step 1

Set the Stage

3 minutes

  • Welcome the counselor and explain the session’s purpose
  • Emphasize confidentiality and collaborative approach
  • Share the 30-minute agenda and desired outcomes

Step 2

Identify Common Pitfalls

5 minutes

  • Present top documentation issues using the Common Documentation Pitfalls Slide Deck
  • Highlight 2–3 pitfalls most relevant to the counselor’s context
  • Ask the counselor which pitfalls they recognize in their own notes

Step 3

Self-Reflection

10 minutes

  • Provide the Self-Reflection Case Log Journal
  • Counselor selects one or two recent case notes to review
  • Complete journal prompts: strengths, gaps, challenges, and questions
  • Encourage honesty and specificity in responses

Step 4

Coaching Conversation

8 minutes

  • Use the One-on-One Coaching Prompts Script to guide discussion
  • Ask open-ended questions to explore the counselor’s reflections
  • Identify root causes and clarify misunderstandings
  • Brainstorm 2–3 practical strategies for improvement

Step 5

Action Plan & Next Steps

4 minutes

  • Summarize key insights and agreed strategies
  • Coach and counselor co-develop 2–3 SMART action steps
  • Schedule a brief follow-up check-in
  • Provide any additional resources or supports as needed
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The Documentation Detective • Lenny Learning