The new-client intake checklist for therapy practices

A smooth intake is the difference between a booked client and a missed one. This is the checklist we use to onboard a new client into a mental-health practice, from the first inquiry through the first session. Tick the boxes as you go, or use the button below to print it or save a clean PDF for your front desk.

1. When an inquiry comes in (first 24 hours)

• Respond within one business day, speed is the single biggest factor in landing the client.
• Capture name, contact info, and how they found you.
• Note the presenting concern and any urgency or risk flags; route urgent cases per your policy.
• Confirm fit: specialty, age group, location or telehealth, and that you're accepting new clients.
• Share your fee, insurance situation, and general availability.

2. Scheduling the first appointment

• Offer two or three specific time options.
• Book the consultation or first session.
• Send a calendar invite plus the telehealth link or office directions.
• Turn on automatic email/text reminders to cut no-shows.
• State your cancellation and no-show policy upfront.

3. Intake paperwork & consent

• Send intake forms before the first session (history, contacts, emergency contact).
• Informed consent for treatment.
• Practice policies (cancellation, communication, fees).
• HIPAA Notice of Privacy Practices.
• Telehealth consent, if applicable.
• Confirm forms are completed and stored securely in your EHR.

4. Insurance & payment setup

• Verify insurance benefits and eligibility, or confirm private pay.
• Note copay, deductible, session limits, and any authorization needs.
• Collect a card on file or set up the payment method.
• Explain superbills vs. direct billing so expectations are clear.
• Confirm the CPT codes and rates you'll use.

5. Before the first session

• Send a reminder 24 to 48 hours ahead.
• Confirm the client got the forms and that the telehealth link works.
• Review the completed intake; flag anything the clinician should see.
• Prepare the chart in your EHR.

6. After intake (set up for success)

• Schedule recurring sessions if appropriate.
• Add the client to your reminder workflows.
• Document the intake and next steps.
• Note follow-up tasks: records requests, referrals, coordination of care.

Adapt this to your practice and your state's requirements; forms and regulations vary. It's a starting framework, not legal advice.