Group Therapy Domain - Workflow Narrative

A conversational guide to understanding group therapy session workflows

What is the Group Therapy Domain?

Not all healthcare encounters are one-on-one. Group therapy, support groups, educational sessions, and family therapy all involve multiple participants in a single clinical encounter.

The Group Therapy domain enables the EMR to manage these multi-participant sessions. It tracks therapy groups, their members (both registered patients and lightweight guests), and links encounters to groups rather than individual patients.

The Core Challenge

Traditional EMR encounters assume one provider meeting one patient. But consider:

A depression support group meeting weekly with 8-12 participants
A family therapy session with a patient plus family members who aren't patients
An educational workshop where some attendees are registered patients and others are community members

The Group Therapy domain solves this by introducing:

Groups as organizational containers for recurring sessions
Guests as lightweight participant records for non-patients
Group Encounters that link to a group rather than a single patient
Per-participant form submissions for surveys and assessments

Groups: The Container

What Makes a Group

A group represents a recurring clinical activity:

name - "Anxiety Management Group - Session A"
type - therapy, support, or education
status - active or archived
max_participants - Optional capacity limit
facilitator_id - The practitioner who leads sessions

Group Types

therapy     - Clinical therapeutic groups (CBT groups, DBT groups)
support     - Peer support without active therapy (grief, addiction)
education   - Psychoeducational workshops (diabetes management class)

Group Lifecycle

Groups start as active and can be archived when they conclude. The archive is a soft delete - all historical data remains for reporting.

Guests: Lightweight Participants

When Guests Are Needed

Not everyone at a group session is a registered patient:

A patient's spouse attending family therapy
A community member at an educational workshop
A family member participating in a support group

Creating full patient records for these participants is overkill and may be inappropriate.

Guest Records

Guests are lightweight:

display_name - How to address them ("Maria's Mother")
contact - Optional JSON for phone/email
notes - Any relevant notes
is_active - For soft-delete

Guests belong to an organization just like patients, maintaining multi-tenancy.

Group Members: The Roster

Two Types of Members

A group can have members who are:

Patients - Linked by patient_id to a full patient record
Guests - Linked by guest_id to a lightweight guest record

The member_type field distinguishes which reference is used.

Membership Status

Members have a status:

active - Currently participating
left - Previously participated, now removed

The joined_at and left_at timestamps track participation periods.

Preventing Duplicates

Unique partial indexes prevent the same patient or guest from being an active member twice in the same group. They can rejoin after leaving.

Capacity Management

If a group has max_participants set, the service checks active member count before adding new members. When capacity is reached, new additions are rejected.

Group Encounters: The Session Record

How It Works

The Encounter model was extended with:

subject_type - "patient" (default) or "group"
group_id - Foreign key to groups (nullable)
patient_id - Made nullable for group encounters

A group encounter represents a session:

subject_type: "group"
group_id: "grp25121304229e0j"
patient_id: null
encounter_date: 2024-12-12T10:00:00Z
type: "group-therapy"

Session Notes

Clinical notes for a group encounter document the session as a whole. Individual participant observations can be linked through encounter notes with participant references.

Form Submissions: Per-Participant Data

The Challenge

During group sessions, clinicians often administer surveys or assessments to each participant. How do we link survey responses to both:

The group encounter (the session where it was collected)
The specific participant (patient or guest who answered)

GroupFormSubmission Model

This model links everything together:

encounter_id - Which session
group_id - Which group
participant_type - "patient" or "guest"
patient_id or guest_id - The responder
form_id - Which form/survey
external_submission_id - Link to form response data

API Workflow: Creating a Group Session

1. Create the Group (Once)

POST /api/groups
{
  "name": "Depression Support - Monday AM",
  "type": "support",
  "max_participants": 12,
  "facilitator_id": "prac_abc123"
}

2. Add Members (As They Join)

POST /api/groups/{group_id}/members
{
  "member_type": "patient",
  "patient_id": "pa_xyz789"
}

Or for a guest:

POST /api/groups/guests
{
  "display_name": "Patient's Spouse",
  "contact": {"phone": "555-1234"}
}

POST /api/groups/{group_id}/members
{
  "member_type": "guest",
  "guest_id": "gst_abc123"
}

2b. Batch Add Members (For Initial Setup)

When setting up a group with many participants, use batch add:

POST /api/groups/{group_id}/members/batch
{
  "members": [
    {"member_type": "patient", "patient_id": "pa_xyz789"},
    {"member_type": "patient", "patient_id": "pa_abc123"},
    {"member_type": "guest", "guest_id": "gst_def456"}
  ]
}

Response includes summary:

{
  "success": true,
  "data": {
    "created": 3,
    "skipped": 0,
    "errors": [],
    "items": [...]
  }
}

The batch endpoint validates capacity upfront and gracefully handles duplicates (skipping already-active members).

3. Create Session Encounter

POST /api/groups/{group_id}/encounters
{
  "encounter_date": "2024-12-12T10:00:00Z",
  "type": "group-therapy",
  "chief_complaint": "Weekly session - Topic: Coping Strategies"
}

4. Document the Session

Use standard encounter notes for session documentation:

POST /api/encounters/{encounter_id}/notes
{
  "note_type": "session_note",
  "content": "Group discussion focused on CBT techniques..."
}

Permission Model

Granular Control

Group operations have dedicated permissions:

Permission	Allows
`group.create`	Create groups and guests
`group.read`	View groups and members
`group.update`	Edit group details
`group.delete`	Archive groups
`group.member.add`	Add members to groups
`group.member.remove`	Remove members from groups
`group.encounter.create`	Start group sessions
`group.encounter.read`	View group encounters
`group.encounter.note.create`	Write session notes
`group.encounter.note.read`	View session notes

Role Assignments

SUPERUSER / ADMIN / MANAGER: All group permissions
DOCTOR / ALLIED_HEALTH: Full clinical access including notes
NURSE: Read access + add members
RECEPTIONIST: Read-only access

Database Schema

Four New Tables

guests
├── id (gst prefix)
├── organization_id (FK)
├── display_name
├── contact (JSON)
├── notes
├── is_active
└── created_by_user

groups
├── id (grp prefix)
├── organization_id (FK)
├── name
├── description
├── type
├── status
├── max_participants
├── facilitator_id (FK → practitioners)
├── custom_data (JSON)
└── created_by_user

group_members
├── id (gm prefix)
├── group_id (FK)
├── member_type (patient | guest)
├── patient_id (FK, nullable)
├── guest_id (FK, nullable)
├── joined_at
├── left_at
├── status
└── notes

group_form_submissions
├── id (gfs prefix)
├── organization_id (FK)
├── encounter_id (FK)
├── group_id (FK)
├── participant_type (patient | guest)
├── patient_id (FK, nullable)
├── guest_id (FK, nullable)
├── form_id
├── external_submission_id
├── submitted_at
└── submission_metadata (JSON)

Encounter Table Updates

encounters
+ subject_type: varchar (default 'patient')
+ group_id: FK → groups (nullable)
~ patient_id: now nullable

Indexes for Performance

Query Patterns Supported

Query	Index
Groups by org + status	`ix_groups_org_status`
Active members by group	`ix_group_members_group_status`
Prevent duplicate patients	`ix_group_members_unique_patient` (partial)
Prevent duplicate guests	`ix_group_members_unique_guest` (partial)
Encounters by group	`ix_encounters_group_id`
Group encounters by org	`ix_encounters_org_subject_type`

Integration Points

With Encounters

Group encounters flow into the normal encounter workflow. Finalization, documentation statuses, and practitioner assignments all work the same.

With Forms/Surveys

The GroupFormSubmission model links external form data to group sessions. If using a survey service, submission IDs can be stored and retrieved per-participant.

With Patients

Patients can be members of multiple groups. Patient-centric views can show which groups they belong to.

With Care Teams

A group could conceptually serve as a care team variant for participants who share a condition focus.

Key Takeaways

Groups are containers - For recurring clinical activities with multiple participants
Guests are lightweight - For non-patient participants without full records
Polymorphic members - Groups can have both patients and guests
Extended encounters - subject_type field switches between patient and group focus
Per-participant data - Form submissions track who answered what in each session
Capacity management - Optional max_participants enforced on add
Batch operations - Add multiple members at once for efficient group setup
Soft delete everywhere - Members leave (not delete), groups archive
Full permission control - 10 granular permissions for different operations

Previous: Read about the Organization & Practitioner Domain for organizational setup Next: Explore the Access Control Domain for understanding ACL and permissions

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