Policy for Placing Assessed Therapy Clients with Trainee Counsellors
Effective Date: 8th July 2025
Review Date: 7th July 2027
Approved By: Jake Hook – Clinical Lead

1. Purpose

This policy outlines the criteria and procedures for allocating assessed therapy clients to trainee counsellors. It aims to protect client wellbeing, support trainee development, and uphold ethical and professional standards.

2. Scope

This policy applies to all trainee counsellors, clinical supervisors, placement coordinators, and intake/assessment staff involved in the assessment and allocation of therapy clients within the organization.

3. Definitions

  • Assessed Client: A person who has completed an initial clinical assessment and has been deemed appropriate for therapy services.
  • Trainee Counsellor: A student or early-career practitioner currently in training who provides therapy under supervision.
  • Supervisor: A qualified practitioner responsible for overseeing the clinical work of the trainee.

4. Eligibility for Client Placement

Assessed clients may be placed with a trainee counsellor when all the following criteria are met:

  • The client presents with low to moderate risk (e.g., not currently suicidal, no recent severe self-harm, no active psychosis).
  • The client has informed consented to working with a trainee, including awareness of the counsellor’s trainee status and supervision process.
  • The presenting issues are within the competence level of the trainee, as agreed upon by their clinical supervisor.
  • The client does not require specialist or complex interventions (e.g., trauma-informed therapy, addiction services, or psychiatric care).
  • The trainee has the capacity (availability and caseload) and is clinically appropriate to support the client.

5. Assessment and Allocation Procedure

  1. Initial Assessment
    A qualified staff member conducts a full clinical assessment, including risk assessment, formulation, and recommendations.
  2. Clinical Review
    The assessment outcome is reviewed by the Clinical Lead or Placement Coordinator to determine if the client is appropriate for a trainee.
  3. Consent and Transparency
    Clients are clearly informed if they are being referred to a trainee and must provide written consent.
  4. Matching Process
    The Placement Coordinator considers the trainee’s experience, areas of interest, and supervisor input when matching with a client.
  5. Supervisory Approval
    Supervisors must confirm the trainee is suitably skilled and supported to take on the specific client.

6. Ongoing Monitoring

  • Supervisors will review each trainee’s caseload weekly to monitor suitability and client progress.
  • Any change in client risk or complexity must be reviewed and escalated as needed (e.g., transfer to a qualified therapist).
  • Trainees are required to document and discuss each case in supervision.

7. Client Rights

  • Clients may request a change of counsellor or decline to work with a trainee at any time, without prejudice.
  • Clients are entitled to confidentiality, professionalism, and a safe therapeutic environment at all times.

8. Confidentiality and Record Keeping

  • All records must be maintained securely and confidentially, in accordance with organizational policy and legal standards (e.g., GDPR).
  • Supervision notes should reflect the trainee’s work with clients without breaching client confidentiality.

9. Review and Exceptions

  • This policy will be reviewed annually or sooner if regulatory or organizational changes require.
  • Any exceptions to this policy must be authorized by the Clinical Lead and documented with rationale.