Client Intake Process

2 min read · Updated February 12, 2026

The client intake process is the sequence of administrative and clinical steps that onboard a new therapy client, from initial contact through the first session.

What Is the Client Intake Process?

The intake process is everything that happens between a prospective client’s first contact and the beginning of active treatment. A well-designed intake process collects essential information, sets expectations, and builds rapport before the therapeutic work begins.

Intake Workflow

1. Initial Contact and Screening

The first interaction — typically a phone call, form submission, or booking request — should include a brief screen:

Presenting concerns
Scheduling preferences
Insurance or payment information
Basic risk screening for acuity (especially if you maintain a waitlist)

2. Intake Paperwork

Send forms electronically before the first session so clinical time is not consumed by paperwork:

Informed consent: Treatment terms, confidentiality limits, fees, and cancellation policy
Demographic and contact information: Including emergency contacts
Medical and mental health history: Previous diagnoses, medications, hospitalisations
Insurance information and financial agreement: Fee acknowledgement, sliding scale application if applicable
Consent for specific services: Audio recording, AI-assisted notes, telehealth

3. Initial Assessment Session

The first session (typically billed as CPT 90791) is a comprehensive intake assessment covering:

Detailed presenting problem exploration
Psychosocial history
Mental status examination
Risk assessment
Collaborative goal setting
Diagnostic formulation

4. Treatment Planning

Within the first 1-3 sessions, develop a formal treatment plan with measurable objectives, agreed-upon interventions, and a review timeline.

Best Practices

Send paperwork in advance. Clients who arrive having completed forms get a clinically productive first session
Confirm the appointment. Send a reminder 24-48 hours before the intake session
Set expectations. Tell clients what the first session will involve so they arrive prepared
Document thoroughly. The intake record is the foundation of the clinical chart

For intake form templates and detailed walkthrough, see our client intake forms guide.

Best Practices Documentation Intake

Related Resources

Waitlist Management

Waitlist management is the structured process of screening, communicating with, and prioritising prospective therapy clients who are waiting for an available appointment slot.

Sliding Scale Fee Structure

A sliding scale fee structure is a tiered pricing system where therapy session fees are adjusted based on the client's household income, expanding access while maintaining practice viability.

Cancellation and No-Show Policy

A cancellation and no-show policy defines the notice period required to cancel a therapy session and the fees charged for late cancellations or missed appointments.

Informed Consent

Informed consent in therapy is the process of ensuring clients understand and agree to the nature, risks, benefits, and limits of treatment before therapy begins.

Initial Intake Assessment

An initial intake assessment is the first comprehensive evaluation conducted when a new client begins therapy, gathering history, presenting concerns, and treatment goals.