THE PLAYBOOK
Psychiatric Residential Treatment Facility - Greensboro
Residential Treatment Center
Empowering Our Team with Clear Goals and Collaborative Success

Psychiatric Residential Treatment Facility - Greensboro
Residential Treatment Center
Empowering Our Team with Clear Goals and Collaborative Success
On behalf of the Senior Management Team, I am delighted to welcome you to the Alexander Youth Network! We are honored you have chosen to join us on this transformative journey.
Our mission is clear and powerful: to provide quality treatment to children with serious emotional and behavioral challenges, enabling them and their families to achieve their potential and contribute positively to society. Every day, you have the incredible opportunity to change lives and create lasting impact.
What sets us apart is not just our expertise but the compassion and dedication we bring to our work. As you become part of our vibrant community, remember to lean on your colleagues, ask questions, and share your insights. Every interaction and challenge you overcome brings us closer to fulfilling our mission.
Together, we can make a profound difference in the lives of countless children and their families. Here’s to a future filled with hope, resilience, and positive transformation.
Best regards,
N. Craig Bass, ACSW Chief Executive Officer Alexander Youth Network
Welcome to The Playbook! This eBook is a central resource for all employees, providing a clear overview of our program expectations and guidelines. Our goal is to ensure everyone in your department has consistent, accurate information, helping us maintain high standards and achieve our goals.
Enhance Clarity: Ensure everyone understands their roles and aligns with department goals.
Improve Communication: Clearly communicate expectations, reducing misunderstandings.
Support Training: Serve as a resource for onboarding and ongoing training.
Facilitate Accountability: Establish clear benchmarks and performance indicators.
Program Overviews: Detailed descriptions of each program and key performance indicators.
Expectations: Clear outlines of your role and tasks.
Resources: Access to templates, forms, and contact information.
Procedures: Step-by-step guides to our processes.
Improvement: Best practices and tips for better performance.
Using The Playbook, you’ll have the tools to perform your job effectively and contribute to our department’s success. This eBook will be an invaluable resource in your professional journey.
VP of Residential Services
Executive Director - PRTF-RTC
Qualified Professionals
Program Supervisor Clinicians / Therapists Nurse Manager Coordinators
Behavior Health Counselor
Registered Nurse’s
Program Overview
Population: Adolescents aged 12-17 with severe emotional and behavioral difficulties, often considered "hard to place"
Capacity: 12-bed treatment unit
Length of Stay: 180 days average, based on individual progress
Model: Trauma-Informed Approach utilizing the Neurosequential Model of Therapeutics (NMT)
Accreditation: Joint Commission
Service Focus: 24-hour structured care beyond typical outpatient settings but not requiring acute hospitalization
Key Program Features
Comprehensive Care: 24/7 nursing and psychiatric services with round-the-clock access to a psychiatrist
Individualized Treatment: Person-centered plans developed by interdisciplinary teams
Therapeutic Approach: Relationship-focused model fostering long-term behavioral change
Family Involvement: Intensive family therapy and support services
Trauma-Informed Care: NMT implementation for children with trauma histories
Specialized Assessments: Psychiatric, Psychological, Behavioral, Cognitive, and Trauma evaluations
Click Here: PRTF Program Expectations
Core Services:
Individual Therapy: Personal challenges and coping strategies development
Group Therapy: Social skills, problemsolving, emotional regulation
Family Therapy: Supporting reintegration into home environment
24-Hour Psychiatric Nursing Care: Continuous medical and mental health support
Recreational and Milieu Therapy: Structured activities for emotional/physical development
Person-CenteredPlanningandCaseManagement CareCoordination
Continuum of Care: Seamless transitions to less restrictive environments as children advance in recovery
Effectivecoordinationbetweenserviceprovidersandfamily
Dischargeplanningalignedwithtreatmentprogress
Verificationofreferralsandserviceauthorizations
Continuityofcarepost-dischargemanagement
SystemofCareValues
Person-centeredplanningapproach
Strength-basedmethodology
Recovery-focusedframework
Collaborativeserviceprovidernetwork
Morning Routine: Systematic wake-up, hygiene period, and breakfast incorporating social skills development
Educational Period: Four main academic blocks with interactive breaks
Therapeutic Programming: Multiple daily Treatment Community Meetings (TCM), Aggression Replacement Training (A.R.T.), and recreational therapy sessions
Meals and Social Development: Structured mealtimes incorporating therapeutic opportunities
Evening Programming: Additional therapeutic activities, personal time, and structured free time
Weekend Modifications: Modified schedule emphasizing recreational and social activities while maintaining core therapeutic elements
Our school operates from late August through late June
Academic Structure
Hours: Monday-Friday, 9:00 AM -12:15 PM
Staff: General Education and Exceptional Children's teachers
Program Type: Licensed non-public private school
Academic Year: Late August through late June
Core Components
Academic Focus: Reading (phonics, comprehension, spelling)
Writing Mathematics
Social Studies
Science
Character Development
Social Skills Training
Teaching Methodology
Station teaching with small group learning
Small group learning
Individualized attention
Flexible grouping
Dedicated classroom space
Professional tutoring three times weekly
EmotionalandBehavioralRegulation: Stabilizeacutepsychiatricsymptomsand improvecopingskills
TherapeuticEngagement:Active participationintherapywithimprovedselfawareness
PsychiatricSymptomReduction:Effective managementthroughmedicationand therapy
SocialSkillsDevelopment:Improvedpeer andfamilyrelationships
RiskReduction:Decreasedself-harmand crisisepisodes
AcademicProgress:Activeengagementin education
LifeSkillsDevelopment:Enhanced independenceandvocationalreadiness
FamilyandCommunityReintegration: Strengthenedfamilybondsandsuccessful transitions
ACORNTool:MonthlyevaluationsduringChildandFamilyTeam meetings
CGASAssessments:Conductedbylicensedtherapistsatadmission anddischarge
SuccessMetrics:
Lessthan5%emergencyroomutilizationwithin90daysof discharge
80%stablecommunitytenureat90dayspost-discharge
80%receivingcommunity-basedtreatmentwithinsevendaysof discharge
DemonstratedImprovements:Infunctioning,relationships,and communityintegration
Staffdevelopmentincludes:
ComprehensiveOnboarding:Initialtrainingin trauma-informedcare,crisisinterventionprotocols, behavioralmanagementtechniques,andfacility safetyprocedures.Includesfoundationaleducationin clientcaredocumentationandtherapeutic relationshipbuilding.
ShadowingProgram:Structuredobservationand hands-ontrainingconductedbytheLeadBehavioral HealthCounselor.Includesgroupsession observation,documentationpractice,andsupervised clientinteractionwithreal-timefeedback.
OngoingProfessionalDevelopment:Regular refreshertraininginHandlewithCarecertification, CPR/FirstAidmaintenance,andNeurosequential ModelofTherapeutics(NMT)implementation. Additionalrole-specifictrainingprovidedbasedon positionrequirements.
ClinicalSupervision:Regularsupervisionsessions withQualifiedProfessionalsfocusingoncasereview, skilldevelopment,andtreatmentplanning. Frequencydeterminedbystafflevelandrole requirements.
PerformanceMonitoring:Continuousevaluationof servicedelivery,documentationquality,and therapeuticeffectiveness.Includesregularfeedback sessionsandprofessionaldevelopmentplanning.
TeamCollaboration:Regularcoordinationmeetings withpsychiatrists,nurses,therapists,andcase managerstoensureintegratedtreatmentdeliveryand consistentcareapproaches.
RequiredDocumentationTypes
ProgressNotes:
DirectcarestaffcompleteshiftnotesinEchoVantage
Documentclientparticipationandresponsetoservices
Completebyendofshift
CaseNotes:
Documentallinternal/externalcommunicationsaboutclient
Recordanycontactnotincludedinprogressnotes
IncidentReports:
Requiredfornon-routinesituations(who,what,when,where,how)
Examples:injuries,missedmedication,aggression,self-harm
Completebyendofshift
Guardiannotificationrequired
HandOffCommunication(HOC):
Shift-to-shiftinformationtransfer
Includerecommendedinterventionsandeffectiveness
Noteanyrestrictiveinterventionsorprecautions
Documentclient'sdailyprogress
RestrictiveIntervention:
Nurseinitiates,staffcompletesform
Documentevents,interventionsattempted
Includefuturepreventionstrategies
Completebeforeendofshift
Precautions:
AssignedbyPRTFsupervisor/clinicianonly
Requiredforunsafebehaviors
Includesafetyplan
Assessriskevery24hours
Cliniciandiscontinuesstatus
Alldocumentationmustbetimelyandaccurate,completedbyendofshift tomaintainqualitycareandmeetregulatoryrequirements.
Anincidentorunusualoccurrenceisanyhappeningnotconsistentwith routineoperationorcarethatmayleadtoadverseeffectsonachildincare. StaffmustcompleteanIncidentReportwheneversuchaneventoccurs,or theybecomeawareofone
Examplesofreportableincidentsincludebutarenotlimitedto:
Injuryrequiringmedicalattention
Hospitalizationoroff-siteemergencyassessment
Suicidalthreatsorgestures
Possessionofaweaponorillegalsubstance
Allegationofmaltreatment
Runaway
Seriouspropertydestruction
Medicationerrors
Serioussexualactingout
Death
Rapeorsexualassault
Schoolsuspensionorremoval
Physicalaggressiontowardothers
ReportingProcess:
1.
NotifysupervisororQualifiedProfessional(QP)oncallwithin4hoursof theincident.
2Completetheincidentreportassoonaspossible. . SupervisororQPwilltakeappropriateactionandcompleterelated documentation.
5.
3. Incidentsareclassifiedasminor(levelI),moderate(levelII),orserious (LevelIII). 4. CriticalIncidents(LevelIIorIII)requireadditionalreportingintheNC IncidentResponseImprovementSystem(IRIS).
Additionalnotificationsmayberequiredforspecificincidents,suchas medicationerrorsorassaultallegations.
ImportantNote
Beforeproceeding,pleasereviewtheBHPoliciesfoundinourAYNConnect PoliciesandProcedures.Thesepoliciesprovidecomprehensiveguidelinesthat complementthisguide.
Overview
Restrictiveinterventionsareemergencymeasuresusedonlywhenthere'simminent riskofharm.Ourgoalistominimizetheirusethroughproactiveprevention techniques.
KeyPointsforStaff
Authorization:Onlytrained,authorizedstaffmayinitiaterestrictive interventions.
Training:Youmustcompletetraininginde-escalation,physicalholding,client monitoring,CPR,andfirstaid.
Procedures:
Alicensedindependentpractitioner(LIP)mustordertheintervention. Documenteachinstancethoroughly. Followage-basedtimelimitsforrestraintorders. Continuouslymonitortheclientduringandaftertheintervention.
Discontinuation:
Stoptheinterventionassoonastheindividualiscalm. Informthechildofbehaviorcriteriaforendingtheintervention.
Post-Intervention:
Conductadebriefingwithin24hourswiththechild,staff,andwhen appropriate,thelegalcustodian.
PlannedInterventions:
MaybeincludedinthePerson-CenteredPlanifapprovedbytheClient RightsandEthicsCommittee. MustbereviewedmonthlybytheChildandFamilyTeam.
Remember:Ourprimaryfocusisonpreventionandde-escalation.Restrictive interventionsarealastresort.AlwaysrefertothefullBHPoliciesinAYNConnectfor completeandup-to-dateinformation
LeadBHCsareresponsibleforensuringalldocumentationis completedduringtheirshifts.
IfnoLeadBHCispresent,thisresponsibilityfallstotheProgram Manager.
LeadBHCsmustconfirmallprogressnotesarecompletedbefore endingtheirshift
Thisconfirmationisrequiredeveryshift,everyday.
ProgramSupervisorOversight
ProgramSupervisormusttagprogressnoteswithin24hours. Incompletenotesrequireimmediatedisciplinaryaction,includinga writtenwarning.
WrittenwarningsmustbesubmittedtotheExecutiveDirectorwithin 24hoursoftheinfraction.
Allstaffareaccountableforfulfillingdocumentationduties. Documentationmustbecomplete,accurate,andtimelytoensure funding,qualitycare,andlegalcompliance.
ProgramSupervisormustaddressdocumentationinconsistencies promptly.
Staffshouldstriveforongoingimprovementindocumentation practices.
Accuratedocumentationimpactsfunding,qualityofcare,andlegal compliance.
CommunicationbetweenProgramSupervisor,LeadBHCs,andstaffis crucialformaintaininghighdocumentationstandards. Consistentlymeetingtheseexpectationsisessentialforjobperformance andcontinuedemployment.
LeadBHCsareresponsibleforensuringallstaffcompletetheirdocumentation bytheendoftheirshiftswithProgramSupervisorprovidingoversightand addressinganyinconsistenciespromptly
Comprehensivecarecoordinationincludes:
DischargePlanning:Beginsatadmission
ServiceCoordination:Collaborationwithfamiliesandproviders
SupportImplementation:Ensuringnecessaryresourcesareinplace
Follow-upPlanning:Coordinatedtransitiontocommunityservices
CareContinuity:Ensuringsmoothtransitionsbetweenservices
AcceptedSources:Referralsareacceptedfromschools,socialservice agencies,healthcareproviders,mentalhealthproviders,juvenilejustice,and families.
ProcessedBy:ManagedthroughtheAlexanderYouthNetworkAccess Department,ensuringalldocumentationiscompleteandevaluatingthe appropriatenessofthereferral.
CriteriaforAppropriateness:Youthmustmeetthemedicalnecessityfor thehighestlevelofresidentialcare,includingthosewithsignificant emotionalorbehavioralchallenges.
ExclusionCriteria:Referralsarenotappropriateforyouthwhoseprimary diagnosisissubstanceabusewithoutaccompanyingbehavioralhealth needs.
AlternativeRecommendations:IfthePRTFprogramisnotsuitablefora child,theAccessDepartmentwillrecommendalternateservicestomeetthe child’sneeds.
Ourstaffaremorethancaregivers;theyarementors,guides,andadvocatesfor eachadolescent’sfuture.Byengagingdeeplywithyouthandtheirfamilies,they fosterresilience,buildhope,andensurethateverytransitionisasteptowarda brightertomorrow.Yourdedicationmakesadifferenceeveryday.Together,we areshapingapathtowardrecoveryandsuccessforeveryyoungpersonwe serve.
Aggression Replacement Training (ART) is a comprehensive, evidence-based intervention program designed to help individuals, particularly youth, develop social skills, emotional control, and moral reasoning.
Evidence-based intervention program featuring:
Skill-streaming: Prosocial behavior development
Anger Control Training: Trigger identification and management
Moral Reasoning Training: Ethical decision-making development
Implementation: Three weekly group sessions over ten weeks
Goal: Reduction of violent, aggressive, and angry behaviors
Application
You should be prepared to apply ART principles in your daily work, including: Using learned techniques to de-escalate potentially aggressive situations
Modeling prosocial behaviors for colleagues and clients
Applying moral reasoning skills when faced with ethical dilemmas
By fully engaging with ART, you will contribute to a more positive and productive work environment while developing valuable personal and professional skills.
Focus: Provides enhanced family engagement, decreased length of stay, and improved outcomes for child’s post-discharge.
Service Delivery: A dedicated team, including a master’s-level clinician and a Family Peer Partner, offers services both in the residential setting and in the child’s home to prepare the family for successful reintegration.
Therapeutic Focus: Includes in-home therapy sessions and on-site interventions, addressing challenges in real-time.
Key Components:
Family Involvement: Begins at admission, with weekly in-home family therapy, home passes, and overnight visits to prepare families for reunification.
Small Caseloads: Serves 4-6 active clients, allowing for focused, individualized care, and supports 12-15 post-discharge clients.
Shorter Length of Stay: Provides intensive care in a shorter time frame, aiming for faster reunification and reduced readmission rates.
Comprehensive Discharge Planning: Begins at admission, ensuring continuity of care, including mental health services, school placement, and community supports.
Post-Discharge Follow-Up: Continues for up to one year, offering home visits, phone consultations, and crisis intervention to ensure stability during transition.
CentralizedResourceFolder:Accessourcollaborativedocumentlibrary, whereinterdepartmentalfilesharingbecomeseffortless.
PoliciesandProcedures:Neverwonderwheretofindcriticalinformation again.Accessallagencypoliciesandproceduresinonecentralized,easy-tonavigatelocation.
DedicatedTeamSites:Eachdepartmentenjoysatailoreddigitalspacefor filestorageandteamwork,enhancingproductivityandorganization.
AYNStream:UnlockthefullpotentialofAYNConnectwithlivestreamsand videotutorials,ensuringyou'realwaysup-to-speedwithourlatestfeatures.
VivaEngage:YourCommunicationPowerhouseStayconnectedwith colleaguesthroughthisdynamicplatformforannouncements,discussions, andtimelyupdates.
AYNConnectisn'tjustatool;it'syourgatewaytoamoreefficient,collaborative, andinformedworkexperience.Embracethefutureofworkplaceconnectivity withAYNConnect–whereinformationmeetsinnovation.
Agency Policies Click Here
At Alexander Youth Network, we provide top-quality care through comprehensive policies ensuring safety and consistency. Visit our Policies & Procedures page on AYN Connect for more information.
Access Our Policies Instantly!
Get to know our agency policies in no time. Simply click the folder to your left and find all the important guidelines at your fingertips.
Employee Handbook
Behavior Healthcare Policies IT Policy
Need to find our Agency Procedures?
Click the folder to your left and access all our Agency Procedures instantly!
CCA and Reassessment Procedure
Agency Procedures Click Here
Emergency and Inpatient Notifications
IHAP Procedure
Handle with Care Physical Intervention
Emergency and Inpatient Notifications
Program Procedures is designed to assist our staff in efficiently accessing and implementing essential protocols within your PRTF - RTC program. By following these procedures, we collectively contribute to delivering the best possible care and services to the youth under our care.
Here are some of the most frequently used procedures:
Procedures - RTC Progress notes submission
PRTF Procedures Click Here
PRTF Procedure for Communication of Medical Concerns
RTC 3rd Shift Supervision Procedure
Client Phone Procedure
Simplyclickthefoldertoyourrighttoaccessthe streamlinedPRTF-RTCProcedures!
Procedures Streamlined Click Here
Welcome to AYN Connect's Resource Folder, designed to support all staff with comprehensive departmental information, standardized templates, checklists, forms, best practices, and training materials. This centralized hub ensures you have the tools and resources needed for success. Our goal is to equip you for excellence and enhance our mission.
Welcome to the PRTF-RTC Document Library! Here, you'll find essential tools, guidelines, templates, checklists, workflows, forms, and training materials tailored for the PRTF program. Access and contribute valuable resources to empower your team and support our mission effectively.
Administrative Staff
Nursing - PRTF Greensboro
iPRTF
Self Aware (TCI) Training for parents
Self Care Assessment
And More...
PRTF Doc Library Click Here
The EOC is a comprehensive approach to safety and well-being within our organization.
Key Points Include:
Safety Philosophy
Highest safety standards in all operations
Safety is everyone's responsibility Prevention of injury and illness is a primary goal
EOC Committee
Assists in implementing campus safety plans, policies, and procedures
Develops, implements, and evaluates the safety program
Aims to create and maintain a safetyconscious environment Principles:
All injuries and accidents are preventable
Safety is the first consideration in all workplace actions
Written safety plans are essential
Off-job safety awareness is encouraged
Employee Expectations
Follow all safety program aspects
Contribute to a safe, organized, and efficient workplace
Know and follow written safety plans
Suggest improvements to the safety program
Enviroment of Care Resources
Explore the top resources!
EOC Plan
Safety Checklist
Medication Resources
Safety Plan
Logs Checklist
Discharge Resources
Field Trip Permission Form
Power Outage Flowchart
MAR
Program Sinage
At Alexander Youth Network, we use EchoVantage to streamline our operations and ensure we provide the best care possible. EchoVantage is an advanced electronic health record (EHR) system designed specifically for behavioral health organizations, and it's a key tool in our daily work.
Click Here
EchoVantage’s Knowledge Base
EchoVantageisacomprehensiveEHRsystemthatintegratesvariousaspectsof clientmanagement,documentation,billing,andreporting.Ithelpsusmaintain accurateandup-to-dateclientrecords,manageappointments,andensure compliancewithindustrystandardsandregulations.
ClientManagement:Maintaindetailedclientprofilesandtreatmentplans. Scheduling:Manageandcoordinateappointments.
Documentation:RecordSessions,ProgressNotes,andIncidentReport.
Billing:Automatebillingandclaimssubmission.
Reporting:Generatereportsforperformancetrackingandcompliance.
Visit our playlist on AYN Stream, you'll find a collection of recordings that offer: Guidance and Support: Step-by-step video guides on logging in, troubleshooting, and using new updates.
New Feature Explanations: Detailed breakdowns of the latest EchoVantage features. Assessment and Note Guides: Comprehensive tutorials on conducting assessments and managing notes effectively.
Access Teams: O Microsoft Teams. 1.
Open AlexAI: Fin con and click 2.
Restart Session: Click restart" or type it. 3. Open Ticket: Click "Open a New Ticket". 4. Select Support Team: Click the right team. 5. Enter Request: Provide lots of details. 6. Submit Ticket & Attach files if needed. 7.
Starting a Conversation: Type "restart" to clear previous chats and start fresh
Ending a Conversation: Type "quit" to properly end the conversation. Switching Topics: Type "quit" to end the current topic, then "restart" to begin a new one This keeps the chatbot on track Click Here: AlexAI Tips & Tricks
Paycom is a comprehensive and user-friendly HRIS solution where we complete HR processes (submitting timesheets / time off requests, viewing benefits, etc.)
Learn more: AYN Connect: Paycom
Paycom offers a comprehensive Knowledge Base with 125 articles and guides on features and troubleshooting. Additionally, there are 123 step-by-step instructional videos and FAQs addressing common questions on various topics.
Benefits: Show Me How: to Enroll in Benefits
Paycom Basics: Payroll: Show Me How: to Approve My Check (Mobile)
Payroll: Show Me How: to Set Up My Direct Deposit
Time Management: Show Me How: to Approve My Timecard
Time Management: Show Me How: to Submit a Punch Change Request
Time-Off Requests: Show Me How: to Request Time Off (Video)
Scheduling: Show Me How: to Review My Schedule
Scheduling: Show Me How: to Offer and Pick Up Shifts
Click Here: Show Me How to Download the iOS App
Click Here: Show Me How to Download the Android App
Thank you for taking the time to read through our PRTF Charlotte Program Playbook. We hope this resource has provided you with clear expectations, useful guidelines, and valuable insights to help you thrive in your role. If you have any questions please contact your manager, search the PRTF Charlotte SharePoint site, or ask AlexAI for assistance.
Program Expectations: Understand the standards and responsibilities for PRTF Charlotte staff.
Streamlined Procedures: Follow the outlined processes for efficient and effective operations.
Resources and Tools: Access the tools and information you need to succeed.
Each member of our team plays a vital role in achieving our mission to provide exceptional care and support to those we serve. Your dedication, professionalism, and compassion make a significant impact.
For ongoing support and updates, stay connected through:
Microsoft Teams: Join discussions, ask questions, and share insights
SharePoint: Access the latest documents, updates, and resources
Stream Videos: Watch quick demos and tutorials for visual guidance
We are excited to have you as part of our team and look forward to your contributions. Together, we can achieve excellence and make a difference in the lives of those we serve.
Thankyou, AlexanderYouthNetwork
THE PLAYBOOK Empowering Our Team with Clear Goals and Collaborative Success