Fill Your Caseload Faster
Efficiently filling your caseload is essential for everyone’s success! We monitor our marking efforts closely to ensure we maintain an adequate number of client bookings to fill our clinicians' caseloads. The chart below shows bookings from 1/1 to 10/31 of 2024. The month of May is highlighted as an example, and it shows that we had 585 bookings (366 confirmed Intake appointments plus 205 canceled plus 14 no-shows on the intake). The 205 cancellations are for various reasons, such as insurance-related, mismatched booking, not completing the Intake Packet, etc.
In 2024, we averaged 350 intake appointments each month!
Jan '24 to Oct '24 Intake Report
If you're experiencing delays or it's taking longer than usual, here are the nine primary reasons you may not be securing intake appointments.
#1. Accept SI clients
This is the #1 reason you are not getting intakes. If you choose not to work with SI clients, then the vast majority of the population seeking mental health won’t find you in their searches. Arguments can be made that choosing not to work with SI clients is similar to a barista not wanting to make coffee. Training is the key to working with SI clients on a consistent level without burnout.
Won't increase your caseload
Will increase your caseload
#2. Accept alcohol/substance abuse
The second most common reason for a lack of new clients is that the clients often disclose issues with alcohol or substance abuse. If you lack the experience to work with these individuals, it will limit the number of intakes you can receive. This may also reduce the length of treatment with a client as new things are uncovered. The solution to fix this problem is – get trained!
#3. Add specialties
The 3rd most common reason is that the clinician has limited the number of specialties, therefore, limiting the speed at which their calendar is filled.
Won't increase your caseload (very limiting)
Will increase your caseload
#4. Add age groups
Like the above, working only with adults is fine, but more opportunities are available! Adolescents and younger are the number 1 population on the waitlist because so few clinicians accept them. The clinicians that accept them are usually filled within hours when the Scheduling Team notifies all the waitlist clients.
#5. Remove gender limitations
Customizing your caseload is acceptable; however, as mentioned earlier, focusing exclusively on one gender restricts your reach to a significant portion of the population. This approach may prolong the time it takes to establish a full caseload. It's important to note that the most prevalent demographic seeking mental health services consists of young adult women.
#6. Adjust your availability to allow for more optimal times.
Accepting a client on Tuesdays at 10 am will take longer than filling one on Tuesdays at 4 pm. Obviously, if this is the only time the clinician has an opening, not much can be done. However, this is something to remember when the clinician designs their work schedule.
#7. Time of season
A decrease in new clients will happen during certain seasons. Here are the seasons that have slower bookings:
- June/July (clients go on vacation)
- August (it’s back to school, and clients are rearranging their schedules)
- Christmas to New Year (welp … it’s a holiday)
#8. Change profile picture
This is the clinician’s 1st impression. Make it count! Here are some tips: Profile Picture Policy.
#9. Update quote and short description
Be more engaging, witty, and inspirational in your quote and description.
The tips mentioned above are not mandatory; rather, they highlight the key criteria that could potentially hinder or enhance your caseload-building timeline.
A final crucial step is conducting an internal audit by asking, “Why do I keep requesting new clients monthly?” Self-evaluation is essential for achieving success and fostering growth!