During the Intake Appointment

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A first appointment (Intake Consultation) can be a stress-inducing experience for clients. Keep this perspective in mind as you follow this process.

Before the Intake Appointment

  1. Review the Intake Packet (questionnaire, consents, other attendees, etc.)

Day Of the Intake Appointment

  1. Be Early
    1. If your first appointment is a new client, arrive early.
    2. For telehealth appointments, make sure you have a good internet connection.  
  2. Offer the client a beverage (coffee, tea)

During the Intake Appointment

  1. Begin the session ON TIME - one of the biggest pet peeves of clients is the therapist starting the session late.
  2. Collect the needed data to complete a thorough intake note; however, do not spend the first session entirely on data collecting.
    1. Review any SI assessments that have been completed. Learn more about SI here:  SI Cheat Sheet.
  3. Start building rapport with the client.
    1. Focus on listening and building rapport.  The first session is often where a client will assess whether Overcomers’ services will help them.
  4. Provide value in the first appointment.
    1. Provide insight/value into at least one small aspect of the client’s life so they feel heard and valued and with a tool to begin implementing in the upcoming week.

The client is presently a 'Prospect Client,' indicating that any disclosures made could potentially expose them to risk. Therefore, it's imperative to intervene before any sensitive information, such as instances of abuse or other matters requiring mandatory reporting, is revealed.  This protocol mirrors where an attorney must prevent a client from confessing to a crime until officially retained. The client benefits from attorney-client privilege protection only after the attorney is formally engaged.   HIPAA regulations and privacy still apply whether the client is prospective or official.

Mock videos of an Intake appointment

Wrapping Up the Intake Appointment

Option 1 - Turn the ‘prospective client’ into an ‘official client’

If you’d like to make the prospective client an official client, they will need to complete the Disclosure Statement and the About Me document.  Learn more:  Prospective Client vs. Official Client.

  1. Disclosure Statement (Therapy or Psychiatry)
    1. By the end of the session, the client should have a firm understanding and agree to all the areas addressed in the disclosure statement.
      1. Confidentiality: The client knows the extent and limits of his/her confidentiality and privacy.
      2. Payment Responsibility: The client acknowledges and agrees that they are responsible for all fees if insurance does not cover any expenses for any reason.
      3. Cancellation Policy: The client understands the purpose of the Overcomers’ cancellation policy and agrees to pay for late cancellations, even if they are due to illness, car problems, work-related issues, or family illness. The client understands that being charged for a late cancellation is not a punishment.
  1. About Me - {your name}
    1. By the end of the session, the client should be aware of your contact information (located in the About Me).

For minors aged 17 and under, only one parent is required to sign the Disclosure Statement and About Me.  The other parent (for 50/50 custody situations) signed the Consent To Treat Minor Packet before the Intake Consultation.  

  1. Schedule your follow-up sessions.
    1. Remind the client to visit the Client Portal to reschedule or cancel any upcoming appointments.  

Option 2 - Transferring to another Overcomers’ clinician

Please consider transferring the client to a different Overcomers clinician if they would be better suited.  Do NOT have the client sign the Disclosure Statement and About Me.

Option 3 - Referral to another Mental Health facility

Please review the Referral Network and/or Psychology Today document and provide the client with at least three referrals to the best-suited resources for their needs, such as residential treatment centers or inpatient facilities.

Couples/Family Intakes

Starting 7/1, the partner or family members (over 18 years of age) listed to attend the intake appointment will have their own TN patient file, which the Support Team will create.  Suppose the clinician is making the client an 'official client'. In that case, the clinician must have each attendee sign the Disclosure Statement and About Me by sending them these documents via their Client Portal account.