Therapy practice intake forms are the first step to building rapport with clients. You need the essentials to understand who you’re supporting, but you also want the process to feel welcoming and intuitive.
Finding the right balance between thoroughness and compassion helps you design forms that make clients feel seen, understood, and safe from the outset. This simple guide provides the must-ask questions that lay the groundwork for a strong client connection.
Key Questions to Include on Mental Health Practice Intake Forms
A thoughtful intake form helps you gather important details, set expectations, and meet your clients where they are. Here are the core areas every form should cover:
The Basics — Contact and Demographic Information
This is the foundation of every client file. Keep it simple and clear by including questions about their name, date of birth, contact details, preferred method of communication, and emergency contact. Asking these types of straightforward questions helps you stay in touch and reach clients in the way that feels right for them.
The Clinical Picture — Understanding Concerns and History
This is where clients tell you what brought them to your door. Rather than relying on clinical labels, think about how to better understand their experience. Helpful considerations include:
- Factors that led the client to seek therapy.
- The client’s symptoms and challenges.
- Past therapy experiences.
- The client’s goals for therapy.
- Relevant medical history or medications.
The answers to these questions offer a snapshot of their world, helping you step into the first session with context and care.
The Practicalities — Policies and Consent
When clients understand the “how we work together” part up front, it sets clear expectations. Sessions flow more smoothly, and misunderstandings become far less likely. Your intake form should walk them through:
- Informed consent for treatment.
- Cancellation and late-arrival policies.
- Fees and billing details.
- Confidentiality agreements and communication policies.
Make Your Intake Process Smooth From Day One
A smoother intake experience sets the tone for everything that follows. While knowing the right questions to include on therapy practice intake forms gives you a clearer picture of your clients’ needs, how they receive and complete those forms shapes how supported they feel in the process.
With Owl Practice’s secure Client Portal, you can send custom digital intake forms before the first appointment. Clients fill them out privately, and their information syncs directly to their file. It saves you admin work and gives you more space to focus on connection, not paperwork, during the first session.
Learn how the Client Portal can help you improve your intake process. Start your free trial today.
