Intake Process
The intake process is vital to the formation of any counseling relationship. Given
the fact that the intake process is the foundation upon which the structure of the
therapeutic relationship is built, there are some important considerations
counselors need to keep in mind.
First, the intake process consists of both the intake form and the initial session.
Let’s examine the intake form. Usually it is best to have the client complete an
intake form prior to the first session so that important information about the client
is gathered and is kept on file. The counselor may want to consider how much to
ask on this form as well as what most people may be comfortable sharing.
Whatever is not asked on the form (or filled out on the form), will need to be asked
by the counselor in the intake session.
Critical Client Information for the Intake Process
In terms of the intake form, it is helpful to see, in the client’s own words, some of
their history, their current situation, and their counseling goals. All intake forms
should contain the following basic information:
● Name of client
● Address of client and if the counselor may mail information to this address
● Phone number(s) of client and if the counselor may either leave a message or
text the numbers(s)
● Is it an in-office visit, or online counseling?
● Email address for the client and if the counselor can send a message to the
address
● Insurance information (their insurance, subscriber/group number, and their
co-pay)
● Birthdate of client
● Referral source (i.e., how did the client find out about you?)
● Contact information for a person (i.e., name and phone number) in case there
is an emergency associated with the client (for example, if the client
becomes actively suicidal)
● Medical history as well as current medical problems; also ask about medical
hospitalizations
● Current medications and amount taken each day; also obtain the name of the
doctor who is providing medication management for the client and the
doctor’s phone number
● Mental health history which includes questions about former mental health
providers, any prior medical hospitalizations, and any suicide attempts
● Family members with a mental health history; ask for diagnosis (if known to
client)
● Substance abuse history and any former treatment for substance abuse as
well as any former or current issues with DUI or drug-related charges; also
ask about current substance use
● History of abuse or trauma (i.e., physical, emotional, mental, or sexual)
● Any current life transitions/issues the counselor should be aware of
● Specific behavioral, mental, or physical symptoms related to depression or
anxiety experienced in the last 30 days (i.e., upset stomach, feeling restless,
feeling guilty, isolating from others, etc.)
● Current use of social media and time spent on Internet, Facebook, or other
forms of social media; also ask the client’s preferred mode of
communication (texting, phone or in-person), and ask if their use of social
media is impacting any of their relationships
● Reason client is seeking counseling
● Goals for counseling and what the client would like to accomplish or see
change as a result of counseling
Ask the client to complete the intake form prior to the initial session and to bring it
in with them. Although it may be helpful to receive the intake form before the
client actually comes in for the first meeting, keep HIPAA regulations and
confidential/privacy concerns in mind. Email is not a secure form of
communication, so this may not be a safe option for clients to use to share the
intake form before the first counseling appointment. If a fax machine is available
and confidentiality can be assured, having the client fax the form may be an option.
Additional Questions to Ask During the Intake Process
It’s also helpful to acquire additional information from the client, beyond the
questions listed above. This information can be provided face-to-face during the
counseling/therapy intake session, or added to the intake form. In terms of other
questions to ask, it is helpful to have knowledge of the following:
● Client’s level of education
● Client’s school and/or employment status
● If client is going to school, where and what grade/level
● If client is working, where and job title/brief description
● Background information regarding client’s education (i.e., did client switch
schools a lot, enjoy learning?) and client’s work history (i.e., has client held
a lot of jobs, been in the same one for a number of years?)
● Client’s relationship status as well as relationship history (i.e., formerly
married)
● Client’s religious affiliation
● What it was like for client growing up in terms of family structure,
relationship with siblings, parents’/guardians’ approach to discipline
● Information about client’s culture in terms of what client and family value,
traditions, beliefs
● Client’s greatest successes and biggest challenges
● What makes the client feel happy, calm, peaceful
● What makes the client frustrated, angry, and hurt
● Have the client verbalize their goals for counseling
Keep in mind that the intake consists of both the written information and the verbal
exchange that occurs during the initial contacts with the client. Be sure to note the
non-verbal behaviors your client exhibits during their initial discussion with you,
as this needs to be noted as well as monitored in future sessions.
Importance of Intake Process
Intake forms are important in the treatment process for a variety of reasons. They
provide a secure way to collect patient information, provide an easy way to
manage client information, ensure client safety, help clinicians become acquainted
with a client, and allow clients (and parents) to become more involved in the
treatment process.
A secure way to collect background information:-Intake forms allow clinicians
a secure way to collect patient information. Securing client information in a
HIPAA-compliant file keeps their information safe and private. HIPAA requires
the protection and confidential handling of protected health information so this
means a client’s information is protected by law.
An easy way to manage client information:-Intake forms are an easy way to
manage client information. They can reduce a client’s wait time since insurance
and billing information is easily accessible. Clinicians can send out forms prior to
appointments so clients can avoid filling them out in the waiting room. Intake
forms also help clinicians reduce errors throughout the treatment process by
providing an easily accessible file of information that can be referenced at any
time.
Ensure client safety:- Intake forms ensure client safety by providing clinician’s
with information pertinent to a client prior to treatment. These forms allow
clinicians to obtain accurate and up-to-date information about a client since the
client has to fill in their own information before treatment can begin. This
information includes a client’s medical history, which is an essential part of
formulating an effective treatment plan. A client’s medical history educates
clinicians on diagnoses, past illnesses, and medications that will guide them to
make decisions that are safe for their client’s current health status.
Becoming acquainted with a client:- Intake forms are a great way to understand
and become acquainted with a client before treatment. They allow practitioners to
have a way to be familiar with a client outside of their formal medical history. A
client’s family history can provide a clinician with a great deal of information that
a formal medical history cannot. Understanding a client’s lifestyle including their
current living situation, occupations, daily routine, hobbies, and diet allows
clinicians to create a picture of their client’s general health status.
Involves the client (and parents) in the treatment process:-Intake forms help
clients to become involved in the treatment process. Prior to initial evaluations,
clients clarify what services they are seeking.These indications will help a clinician
determine if they are the right professional to help the client or if they need to be
referred to different services. Intake forms also improve the patient experience.
They allow clients (and parents or caregivers) to prioritize their health concerns
and share what goals they have for treatment so they can work with their clinician
to create a treatment plan specific to their desires.
