Documentation

Every document, explained.

This is the real documentation set Psyche.OS produces, not a conceptual list. Each one is generated straight from the actual record, so every name, date, and score in an exported document already existed in the system before it was ever drafted.

Document

Intake

Purpose
Captures a new student's first contact with counselling, whether that's a self-referral, a teacher flag, or a parent request, as one structured record instead of a loose conversation.
Workflow
Started from the Now workspace's "Start intake" action. Creates the student record and opens straight into their workspace.
Inputs
Name, grade, guardian, homeroom, presenting concern, initial risk read.
Outputs
A new student record, timeline-seeded with the intake event.
Time saved
No separate intake form to reconcile with the case file afterward. There's only ever one record.
Related screens
Now workspace → Intake flow → Student workspace.

Document

Session notes: SOAP, DAP, BIRP

Three clinical documentation formats, chosen per session, all applied to the same natural-language note. Never three separate things to write.

Purpose
The clinical record of what happened in a session, in whichever structure the counsellor's practice or school requires.
Workflow
Written live during Session mode. Format tools add structure to the same note rather than opening a new template.
Inputs
Free-text notes, mood check, emotion tag, tags (anxiety, mood, sleep, family, academic, peer, risk), interventions used.
Outputs
A signed session record on the student's timeline. Unsigned notes surface on the documentation backlog until closed out.
Time saved
No end-of-day rewrite from memory. The structured note exists the moment the session ends.
Related screens
Session mode, Later workspace's documentation backlog.

Document

Behaviour observation

Purpose
A dated, attributable record of an observed behavioural incident or pattern, logged where it happened rather than reconstructed later.
Workflow
Added directly to the student's living timeline as a behaviour-kind event, or compiled into a dedicated behaviour report for a wider audience.
Inputs
Date, description, intensity, and the author's role.
Outputs
A timeline entry that feeds pattern detection over months, and a standalone behaviour report when one's needed for a meeting.
Counselling value
A single incident rarely tells the whole story. The timeline does. This is how the pattern becomes visible.
Related screens
Student timeline, Reports.

Document

Risk assessment & safety plan

Purpose
The record of a risk-level change and, where it's warranted, a collaborative safety plan with a mandatory review date.
Workflow
Triggered by the five-step guided crisis workflow, a concerning assessment result, or a manual risk change. Every change is logged, never quietly overwritten.
Inputs
Risk level before and after, reason, source (crisis, assessment, manual, intake), safety-plan fields, review date.
Outputs
A risk-change history entry, and, if a plan was opened, an active safety plan that surfaces on the Now queue when its review comes due. If it's ever forgotten past 30 days, it surfaces again, this time at crisis priority.
Counselling value
A safety plan that can quietly expire is a liability. This one can't.
Related screens
Crisis workflow, student risk overview, Now workspace.

Document

Teacher consultation

Purpose
A need-to-know summary for classroom staff: what a teacher should know, without seeing the clinical record itself.
Workflow
Opened from the student's Portal handoff, scoped to that one student only. Teachers never browse a caseload.
Inputs
The same underlying record, filtered to classroom-relevant fields.
Outputs
A read-only teacher summary, plus a two-way message thread and referral form.
Time saved
No hallway conversation needed just to relay what a teacher actually needs to know today.
Related screens
Teacher portal.

Document

Parent meeting

Purpose
A plain-language update for a guardian, and a durable record of their consent status.
Workflow
Opened from the Parent portal handoff: a plain-language summary, a consent form (given, pending, or declined, with notes), and messaging.
Inputs
The clinical record, translated into parent-appropriate language, plus the consent decision and date.
Outputs
An updated, dated consent record attached to the student. Never a verbal "yes" that nobody wrote down.
Counselling value
Consent status is always current, never "probably still fine from last year."
Related screens
Parent portal.

Document

Referral

Purpose
Lets a teacher, parent, or principal flag a concern directly into the counsellor's queue, attributed, never anonymous.
Workflow
The portal always asks who's submitting it first, Teacher, Parent, or Principal, with a name, before the form is even reachable.
Inputs
What was noticed, urgency (routine, soon, or urgent), the author's role and name.
Outputs
Lands directly on the counsellor's Now queue and the student's timeline, with the reporter's role and name attached. Never an unattributed note.
Time saved
No email that sits unread, no "did you see my message" follow-up.
Related screens
Teacher portal, Now workspace.

Document

Assessment summary

GAD-7, PHQ-9, PHQ-A, PSS-10, CD-RISC-10, SDQ, YP-CORE, WHO-5, BRS, DASS-Y, an ADHD screen, and more, each with published scoring and, where the instrument has one, subscale breakdowns.

Purpose
A validated, scored snapshot to track alongside clinical judgement, never in place of it.
Workflow
Administered from the student workspace, scored automatically against the published bands the moment the last item is answered.
Inputs
Item-by-item responses on the instrument's own scale.
Outputs
A scored result with band and historical trend sparkline. A concerning result that crosses threshold automatically prompts an action plan.
Counselling value
Trend over time, not a single number taken in isolation.
Related screens
Assessment runner, student workspace.

Document

Goal tracker

Purpose
A single, living goal per concern, tracked as progress rather than a one-time note.
Workflow
Set by hand, or accepted from a Silent Intelligence suggestion. Every suggestion carries its evidence (which sessions) and a confidence level before it's ever accepted.
Inputs
Goal label, progress (0 to 100%).
Outputs
A progress ring on the student record, feeding directly into case summaries and progress reviews.
Counselling value
"Are we actually getting anywhere?" answered at a glance.
Related screens
Student workspace, AI insights panel.

Document

Timeline

Purpose
The single narrative spine of a student's record: every session, referral, assessment, incident, and closure, in order, in one place.
Workflow
Built automatically. Every other document on this page writes to it, and it's never edited by hand as a separate step.
Inputs
Every dated event across the student's record.
Outputs
A living, density-weighted visual history. Years of care, readable in one scroll.
Counselling value
This is what "continuity" actually looks like on a screen, not just a word in a mission statement.
Related screens
Student workspace.

Document

Case summary

Purpose
A complete, exportable snapshot of one student's record, for a transfer, a handover, or an external referral.
Workflow
Generated on demand from the student workspace, built straight from the real record rather than composed freehand.
Inputs
Profile, concerns, goals, assessments, timeline, risk history.
Outputs
A printable, exportable document, the one surface in the product deliberately styled as paper, since it's meant to leave the screen.
Time saved
No manual compilation from five different screens before a handover meeting.
Related screens
Reports.

Document

Progress review

Purpose
A month's view of the whole caseload: what moved, what didn't, and what needs attention before it becomes urgent.
Workflow
Compiled from every student's activity in the period: sessions held, goals progressed, risk changes, overdue items.
Inputs
A month of caseload-wide activity.
Outputs
A monthly summary report, ready for a supervision check-in or a school leadership update.
Counselling value
Catches a caseload quietly losing momentum before a full term goes by unnoticed.
Related screens
Reports, Insights.

Document

Annual summary

Purpose
A year of care, in one document, for accreditation, board reporting, or a school's own annual review.
Workflow
Generated at year-end, alongside the caseload rollover that archives closed cases and carries open ones forward cleanly.
Inputs
A full year of sessions, referrals, risk activity, and outcomes across the caseload.
Outputs
A school mental-health analytics report and an annual summary document.
Time saved
Weeks of end-of-year compilation reduced to a generated draft the counsellor reviews, rather than builds from scratch.
Related screens
Reports, Insights, Rollover.

Document

Safeguarding packs

Structured, statutory-aligned packs for the moments that can't wait for a general-purpose form. Currently POCSO disclosure and CPC incident briefs, with CWC and missing-child packs in the same family.

Purpose
Captures a disclosure or safeguarding incident completely, correctly, and immediately, with required fields enforced rather than optional.
Workflow
Opened directly from the student record or the crisis workflow: the disclosure, in the child's own words, immediate safety actions, who's been notified and when, evidence preserved, next statutory steps.
Inputs
Pack-specific required fields, nothing generic.
Outputs
A complete, timestamped safeguarding record attached to the student.
Counselling value
In the moment that matters most, the form itself tells you what you still need to capture.
Related screens
Safeguarding workspace, crisis workflow.