Transfer a Client

Managing Clients
Table of Contents
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Use this process when a clinician will no longer provide services to an assigned client.

A transfer may occur due to:

  • Scheduling conflicts
  • Client request for a different therapeutic approach
  • Other clinical or logistical reasons

Expectation:
The current clinician must provide a warm, supportive transition. Clients should feel cared for — not abandoned. This may require continuing sessions for several appointments during the transition period.

When This Is Not a Transfer

A transfer occurs only when the assigned clinician will no longer provide services.

If a client wants to add services (example: continue individual counseling and start Psychiatry/medication management), refer to the Refer a Client document instead.

Before Completing the Transfer Form

If a specific date/time/location has not been established:

Step 1: Use the Directory

  1. Go to the Directory.
  2. Use the Get Matched filters to find a provider who meets the client’s needs.
  3. Review available openings.
  4. Click Book on a selected opening.

Best practice: Complete this process during a session so you can initiate the transfer immediately.

Step 2: Complete the Intake Booking & Packet Form

  1. Complete Page 1 of the form.
    • Client details can be found in TN (or confirm directly with the client).
  2. On the last question of Page 1, select:
    • “Yes, I’m actively seeing another provider.”
  3. On the next question, select:
    • “I want to transfer providers.”
  4. Click Submit.

The Scheduling Team will be notified and will complete the transfer to the new provider.

If No Openings Are Available

If no appropriate openings are found in the Directory:

  1. Complete the Transfer Form.
  2. This notifies other providers and solicits acceptance of the transfer.

Viewing the Transfer List

Clinicians cannot directly view the Transfer List. It is monitored solely by the Support Team, however emails are sent out every Monday to the matching providers.

What Happens Next:

  • Every Monday, reminder emails are sent to matching providers.
  • If you match the client’s needs, you will receive an email reminder while the client remains on the transfer list.
  • The email will include the client’s relevant attributes.
  • If you accept the transfer:
    1. Book the client directly from the link.
    2. The Support Team and original clinician will be notified.
    3. The transfer process will be initiated.

Key Reminder

A successful transfer prioritizes continuity of care, clear communication, and a supportive client experience.

Transfer Form