The "Introduction" Phase.
The client has reached out to express interest but has not yet been screened or vetted. This stage is focused on initial responsiveness and determining if our practice can meet their basic needs (location, insurance, or specialty). This stage is not visible to clinicians.
The "Holding" Phase.
The client is a confirmed fit for the service, but there is currently no capacity or clincians availability. They are "parked" here until a slot opens, requiring periodic check-ins to maintain their interest and update their status.
The "Clinical Match" Phase.
The intake or consultation is complete, and we are awaiting signature of the Disclosure Statement from the client. The client is one step away from their first regular session.
The "Internal Shift" Phase.
The client is moving from one clinician to another for a particular service. This indicates a temporary bridge where the previous clinician is closing and the new one is being established.
The "Established Care" Phase.
The client is currently receiving regular services and has a recurring spot on the schedule. This is the "Green Light" stage where the clinical relationship is fully live and billing is active.
The "Follow-Up" Phase.
The client has stopped attending sessions but has not been formally terminated. This could be due to a hiatus, "ghosting," or a planned break. This stage serves as a flag for the clinician to attempt re-engagement or move them to termination.
The "Closed File" Phase.
The clinical relationship for this specific service has officially ended. All final notes are signed, and the service is no longer billable. The client is moved to the background, though their historical data remains for legal and clinical records.