Client Intake Guidelines

To ensure all new clients complete required documentation, insurance coverage is verified when applicable, and informed consent is established prior to the first clinical session.

1. Standard Procedure

Initial Client Contact


At the time of initial contact, collect the following basic information:

  • Client name
  • Phone number
  • Email address
  • Preferred clinician or service location
  • Insurance provider, if applicable
  • Self-pay or insurance status

Provide the client with basic information regarding:

  • Counseling services
  • Session rates
  • Available locations
  • Scheduling process

Schedule the initial appointment when appropriate.

2. Insurance Eligibility and Coverage Verification

If the client plans to use insurance, obtain the following information:

  • Insurance company
  • Member ID
  • Date of birth
  • Policyholder information, if different from the client


Verify and document the following in the client record:

  • Active coverage
  • Mental health benefits
  • Copay or coinsurance
  • Deductible status
  • Authorization requirements
  • Telehealth eligibility, if applicable


Inform the client of their estimated financial responsibility prior to the first appointment.

3. Electronic Intake Forms

Whenever possible, all intake documentation should be completed electronically through the client portal.


Use TherapyPortal to send the following required forms prior to the first appointment:

  • Consent for Treatment
  • HIPAA Notice of Privacy Practices
  • Fee Agreement / Financial Policy
  • Adult Intake Packet or Youth Intake Packet
  • Outcome Measures

Clients should be encouraged to complete all forms before their first appointment.

4. Required Documentation

The following documentation should be completed before the first session whenever possible:

Consent Documents

  • Informed Consent for Treatment
  • Telehealth Consent, if applicable

 

HIPAA Documents

  • Notice of Privacy Practices acknowledgment
  • Authorization for Release of Information, if needed

 

Financial Documents

  • Fee Agreement
  • Credit card on file, if required
  • Insurance information, if applicable

 

Clinical Intake Documents

  • Adult Intake Packet or Youth Intake Packet
  • Outcome Measures
  • Initial assessment measures as designated by the clinician

5. Appointment Confirmation

Once intake forms are completed, confirm the scheduled appointment with the client and verify that:

  • All required forms are signed
  • Insurance verification is documented, if applicable
  • Payment responsibility has been communicated

6. Day of Appointment

Before the appointment, administrative staff should confirm that:

  • The client chart is complete
  • Intake forms are uploaded to the record
  • Insurance has been verified
  • Copay or session fee has been collected, if applicable

Once these steps are complete, the clinician may proceed with the initial assessment session.

7. Incomplete Intake Procedures

If intake documentation has not been completed prior to the appointment:

  • Request that the client complete the forms through TherapyPortal before the session begins
  • If electronic completion is not possible, provide paper forms for completion in the office


Services must not begin until all required consent documentation has been completed.