How Pre-Intake Contact Enhances The Therapy Experience

Before a client even walks into your office, or logs on for their first virtual session, their experience with you has already begun. Those initial points of contact help shape how safe, supported, and engaged they feel in the therapeutic process. Taking a few intentional steps before the intake can help establish trust, set expectations, and ensure a strong clinical fit from the start.

Here’s why early communication matters — and how to make the most of it.

Make the First Message Warm and Welcoming

Reaching out for therapy can be incredibly vulnerable. When a potential client contacts you, whether via email, phone, or referral, your response should do more than just confirm availability — it should invite connection.

When initiating contact with the client, it is important to be warm and inviting. For example:

“Thanks so much for reaching out. I know taking this step isn’t always easy, and I’d be happy to talk more about how I might support you.”

A kind tone lets clients know that they’re not just a name on your schedule — you’re already holding space for them.

Gather Basic Information About What Brings Them In

Before scheduling a full intake, it’s helpful to get a general idea of what the client is seeking support for. This can be done through a short contact form, secure email exchange, or quick consultation call. Keep your questions simple and open:

• What’s bringing you to therapy right now?
• Have you been in therapy before?
• What are you hoping to work on?

This helps you prepare for the intake or recognize early if the client may be better suited for another provider or level of care.

Offer a Brief Consultation Call

A short, no-cost consultation (10–15 minutes) gives both you and the client a chance to get a feel for whether it’s a good clinical fit. It’s a chance to answer questions, clarify your approach, and identify any practical barriers like scheduling or fees.

Even a quick call can help ease first-session anxiety and prevent misaligned expectations. You might say:

“I’d be happy to schedule a brief phone call to learn a bit more about what you’re looking for and to share how I typically work, so we can make sure it feels like a good fit on both sides.”

Send Any Necessary Forms or Screeners in Advance

Once a client has confirmed they’d like to move forward, sending key forms ahead of time helps keep your first session focused and productive. This might include:

• Consent forms and practice policies
• A brief screener or intake questionnaire
• Insurance or billing details

Using a secure platform to gather this information shows that your practice is professional, organized, and respectful of the client’s time. Great Lakes Psychology Group provides the necessary consent and registration forms, and our EHR system makes it easy to send and collect them securely before the first appointment.

Offer to Block Off a Regular Time Slot

If a client expresses interest in weekly sessions and finds a time that works well for them, offer to reserve that spot moving forward — right from the start.

For example:

“If this time works well for you, I can go ahead and reserve it weekly so you have that consistency in your schedule.”

This not only makes scheduling easier, but also communicates your commitment to regular, reliable care.

Why This All Matters

Thoughtful pre-intake communication does more than streamline logistics — it helps lay the groundwork for trust, safety, and therapeutic rapport. It ensures you’re working within your scope, it reduces no-shows and mismatches, and it makes the client feel supported before they’ve even sat down.

In private practice, where the intake process is entirely yours to shape, don’t overlook these first small moments of connection. They might seem administrative on the surface, but they’re actually one of the first interventions you make.

Want more support in creating a client-centered practice?

At Great Lakes Psychology Group, we provide tools and systems that help clinicians communicate efficiently and meaningfully from the very first contact. Learn more at careers.glpg.net.