Receive a Transfer Client

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When clients are transferred, follow the steps below to “receive” the transfer client.

Step 1 - Verify Appointment TYPE

Typically, a transfer client will be scheduled as a Session (90837) on the new therapist's calendar; however, if it has been over a year since the last Intake (90791), the client will be scheduled as an Intake, as insurance allows another 90791.

Step 2 - Making the Transfer Client your Official Client

Scenario 1 - The client hasn’t signed the Disclosure Statement

If the transfer client hasn’t signed a Disclosure Statement, then the client has most likely completed an Intake appointment with one therapist, but that therapist felt that it was not a good match and, therefore, initiated a transfer.  If this is the case, then the receiving therapist must provide the client with the Disclosure Statement and About Me to make the client their Official Client.  Learn more here:  Understanding a Prospective Client vs. Official Client.

Scenario 2 - The client has a recent termination note on file

If the transfer client has a termination note on file, meaning they’ve been terminated, then the receiving clinician will need to send the client the Disclosure Statement and About Me if they want to make this client an Official Client.  If it has been over three months since the client was terminated and there has been no activity on the file, it's best to have the client complete the Intake Packet again to refresh the client's condition.  You can trigger the Intake Packet by completing the Refer a Client form.

Scenario 3 - There is no termination note, but the client has signed the Disclosure Statement previously

This usually means that the original clinician is transferring the client because their schedules don’t align anymore with the client or the client has revealed new information outside the competency of the original clinician.  In this scenario, the receiving clinician must have the client sign their About Me to make their client an Official Client.  Usually, in cases like this, the Scheduling Team will have sent the client the Authorization for Collaboration document.  

Step 3 - Review the Diagnosis

Review the diagnosis previously given for accuracy.  This may need to be updated depending on the client's current symptoms.  Review the TP written by the previous therapist.  Always do an “Update” of the TP for every transfer client (See Below)

  • One of the primary reasons for this is that TN only prompts the therapist who wrote the TP at 5 months that it is time for an update - so until the new therapist does the “Update” to the TP, the new therapist will not receive a to-do about the required update at 150 days.

Step 4 - Write the note

  • Intake Note - follow the guidelines given in the Intake Note Expectations document.
  • Progress Note - follow the guidelines given in the Progress Note Expectations document.
    • Document that this is a transfer client from another clinician and this is your first session with the client.  Example - Objective Content Section:  
      The clinician met with the client for the first time after being transferred internally from another Overcomers Counseling therapist.
    • Document that the diagnosis and TP were reviewed.  Example - Objective Content Section:  
      The clinician and client reviewed the previously given diagnosis to determine accuracy (you can add a statement about if it will be staying the same or if a new diagnosis will be given) as well as reviewed the previously written treatment plan to determine the appropriateness of the treatment plan moving forward between this clinician and the client and the treatment plan will be updated accordingly.

Step 5 - Update the TP

  • Always add something similar to one of the following statements in the Goal section of the Treatment Plan:
    • *Update - 1/1/23 - The clinician and client reviewed the current treatment plan and updated the diagnosis/objectives to reflect the current treatment needs.
    • *Update - 1/1/23 - The clinician and the client reviewed the current treatment plan and determined it is appropriate to keep the treatment plan as is at this time due to its accuracy and the client reported that they are still working toward mastery of these goals.
  • Diagnosis
    • If the previously given diagnosis is the only one and no others need to be added, then this section can stay the same.  Be sure to double-check that the description under the diagnosis of how the client meets the criteria for the diagnosis was written correctly (DSM language and person-centered language)
    • If a diagnosis needs to be added, follow the directions in the Intake Note Expectations document for the diagnosis section
  • Objectives
    • Make changes as necessary to ensure that the objectives listed in the treatment plan are what the client will currently be focusing their treatment on.  Be sure to follow the guidelines from the Treatment Plan Expectations document.

Step 6 - Additional Items that may also need to be addressed

  • Make corrections/changes to the Presenting Problem section of the treatment plan
  • If the presenting problem has changed since the original treatment plan was written, make corrections to this section to reflect the most accurate and up-to-date information about the current presenting problem for the client.
  • Make corrections/changes to the Discharge Criteria/Planning and Additional Information sections of the note
  • If the previous TP was written in the old version of TN - you will want to move the “long-term or discharge” goal from the goal section and place it properly in the Discharge Criteria/Planning section.