Why TherapyLock does not email intake packs, and what to do instead

At a Glance

TherapyLock does not email intake packs or consent forms to new clients, and that is a deliberate choice. An emailed form leaves copies of sensitive information in many places. Instead, you download the template, go through it with your client in your first session, then upload the single signed copy to their record.

Why people ask for it

Sending a new client a form to fill in before the first session is a familiar way of working. It saves session time and gets the paperwork started.

We looked at what it would involve, and decided against it.

What happens when an intake form is emailed

An intake pack usually collects a client's contact details, emergency contact, GP details, health history, medication and reasons for seeking therapy. Sent by email, that information is copied again and again.

• Your sent folder — a copy stays there
• Your email provider — a copy sits on their servers and in their backups
• Your own devices — copies are kept on your computer and phone
• The client's email provider — a copy arrives on their servers
• The client's inbox and downloads folder — more copies, possibly on a shared or work computer
• Cloud backups — copies are swept into any backup service running on either device

Email also passes through several mail servers on the way. You cannot recall a message once it has gone, or tell where all the copies ended up.

As the practitioner, you are responsible for where your clients' information goes. Keeping the form out of email keeps that list short.

What you can do instead

TherapyLock gives you ready-made templates in Practice Documents. They include a Client Information and Consent Form, with guidance for you as the practitioner. Open the templates panel with Show templates and download the form as a PDF or Word file. Your practice documents describes the panel.

Going through the form together in your first session also means your client gives their agreement with you in the room, with the chance to ask questions.

Step-by-Step: the intake workflow

1. Download the Client Information and Consent Form from Practice Documents and add your own practice details.
2. Go through the form with your client in your first session. Do this in person, or by sharing your screen in an online session.
3. When the form is agreed and signed, scan or save the single completed copy as a PDF.
4. Open that client's record and add the file under Documents.
5. Delete any working copies from your computer, including the downloads folder.

Files can be up to 55MB each. Zip archives and iPhone HEIC photos cannot be stored, so save a photo as a JPEG or PDF first.

What happens to the form afterwards

The signed form sits in the client's record, alongside their notes. It is included when you export their full record, so it is there if you need to provide a copy to the client or for supervision. The client record covers Documents and exports.

Related Articles

• Your own paperwork — Your practice documents
• What the client record holds — The client record
• Reminders for clients — Why TherapyLock does not send text reminders
• Calendars — Calendar sync, text reminders, and client intake packs: what you need to know

Still Need Help?

If you have any other questions about TherapyLock, our support team is here to help.

Email us at support@counsellingtutor.com and we will be happy to assist.