Send intake and consent forms online before the first session
New clients complete intake, consent and policies in a secure portal before the first session.
The problem
Intake paperwork takes session time and confidential paper files are a risk.
What it could earn or save you
Rough estimate- Time
- Roughly 1 to 2 hours a week
How we got this: Based on ~15 minutes saved per new client. Rough estimate; your results will vary. Your results depend on your business; this is an illustrative estimate, not a guarantee.
How to switch it on
- 1
Use the client portal in SimplePractice or Jane App (both offer intake forms).
- 2
Upload your consent, privacy and cancellation policies.
- 3
Send intake automatically when a first session is booked.
- 4
Never use generic form tools or email for clinical information.
Tools you can use
- SimplePracticeVisit site (opens in new tab)
Practice management for therapists: client portal, intake, reminders and billing (HIPAA).
- Jane AppVisit site (opens in new tab)
Booking, charting and billing for clinics such as physio and therapy, with reminders and intake forms.
Tool links are plain links for now. Some may later become affiliate links, which will always be labelled. Check each tool’s current pricing on its site.
Template and prompt
Privacy & compliance: Never paste patient names, health details or records into general AI tools like ChatGPT or Gemini; use them only to draft generic templates. Send real patient messages through a HIPAA- (US) or GDPR- (EU/UK) compliant system, with a signed BAA or data processing agreement where needed. AI here is for admin and wording only, never for diagnosis or clinical advice. Check your professional body’s rules on consent and marketing.
Template:
Welcome. Before our first session, please complete your forms in the secure portal: {link}AI prompt (generic text only, no patient data):
Write a warm, plain-language welcome email for a new therapy client explaining how the secure portal works. No clinical content.