A client intake form is an important tool for any business or organization that works with clients. It is used to collect important information about a client’s background, needs, and preferences. This information can then be used to provide better service, identify potential problems, and build stronger relationships with clients.
A well-designed client intake form can help streamline the process of onboarding new clients and make it easier for businesses to provide personalized and effective service. In this article, we will discuss the importance of using a client intake form, what to include in the form, and best practices for creating and using the form effectively.
Table of Contents
What is a client intake process?

A client intake process refers to the steps and procedures that a business or organization takes to gather and process information about a new client. This process typically begins with the client filling out an intake form, which is a document that collects important information about the client’s background, needs, and preferences. The intake form is then reviewed and processed by the business or organization, which uses the information to provide better service and build stronger relationships with the client.
The client intake process can also include additional steps such as conducting an initial assessment, scheduling an intake interview, or verifying the client’s information. The goal of the client intake process is to gather accurate and complete information about the client in order to provide effective and personalized service.
Client Intake Form Templates
Client intake form templates are pre-designed documents that provide a structured format for collecting essential information from clients at the beginning of a professional relationship or service engagement. These templates offer a convenient and organized way to gather relevant details, preferences, and requirements to better understand and serve the client’s needs.
Client intake form templates typically include sections that capture key information, such as the client’s personal details, contact information, background information, specific requests or goals, and any relevant medical or legal considerations. They may also include sections for documenting consent, confidentiality agreements, or other necessary legal or ethical considerations.
Using a client intake form template helps professionals or service providers efficiently collect important information from clients, ensuring that they have a comprehensive understanding of the client’s situation and requirements. The template provides a structured format that promotes consistency, accuracy, and efficiency in the intake process.
What is the purpose of client intake sheet?
The purpose of a client intake sheet is to gather important information about a new client in order to provide effective and personalized service. The information collected on the intake sheet can include the client’s personal and contact information, medical history, insurance information, and any other relevant details.
This information is used to create a client profile, which can be used to track the client’s progress, communicate with other members of the client’s care team, and plan for future services.
Key Elements of Client Intake Form
There are several key elements that should be included in a client intake form in order to effectively gather important information about a new client. These key elements include:
Contact information: This includes the client’s name, address, phone number, and email address.
Demographic information: This includes the client’s age, gender, race, occupation, and any other relevant demographic details.
Medical history: This includes information about the client’s current and past medical conditions, allergies, medications, and any other relevant medical details.
Insurance information: This includes details about the client’s insurance coverage, such as the name of the insurance company, policy number, and primary contact.
Emergency contact information: This includes the name and contact information of the person to be contacted in case of an emergency.
Legal consent and agreements: This includes any legal agreements or consent forms that the client must sign, such as a HIPAA form, or a consent for a certain treatment.
Signature & date: This includes the client’s signature and the date the form is completed and submitted.
Additional information: This includes any additional information that may be relevant to the client’s service, such as their preferences, expectations, or any concerns they may have.
Types of client intake forms
There are several types of client intake forms that can be used depending on the type of service being provided. Some common types include:
Demographic Information Form: This form collects basic information about the client such as name, address, phone number, and emergency contact information.
Medical History Form: This form collects information about the client’s medical history, including past illnesses, surgeries, medications, and allergies.
Psychological History Form: This form collects information about the client’s mental health history, including past diagnoses, treatments, and therapy.
Insurance Information Form: This form collects information about the client’s insurance coverage, including policy number, provider, and co-pay amounts.
Consent Form: This form is used to inform the client of the services being provided and to obtain their consent to receive these services.
Release of Information Form: This form is used to obtain the client’s permission to share information with other healthcare providers or agencies.
Intake Assessment Form: This form is used to evaluate the client’s current situation and needs, which will be used to develop a treatment plan.
Legal Forms: These forms are used when there is legal reason for the client intake, like power of attorney, guardianship or court ordered treatment.
Financial forms: These forms are used to gather information about the client’s financial status and ability to pay for services.
Feedback forms: These forms are used to gather feedback from the client on the services they received, this can be used to improve the service quality.
Employment Information Form: This form collects information about the client’s current or past employment, including job title, employer, and salary.
Educational Information Form: This form collects information about the client’s education, including highest level of education achieved, field of study, and school attended.
Social History Form: This form collects information about the client’s social support system, including family and friends, and any cultural or religious considerations.
Substance Abuse History Form: This form collects information about the client’s history of substance abuse, including types of substances used, frequency of use, and treatment received.
Criminal History Form: This form collects information about the client’s criminal history, including any past convictions or pending charges.
Waiver Form: This form is used to waive any rights the client may have in relation to the services being provided.
Referral Form: This form is used to refer the client to another healthcare provider or agency.
Progress Notes Form: This form is used to document the client’s progress during treatment, including any changes in symptoms or treatment goals.
Discharge Form: This form is used to document the client’s discharge from the program and any follow-up recommendations.
How to Create a Client Intake Form
Creating a client intake form can be a vital step in providing professional and efficient services to your clients. Here is a step-by-step guide on how to create a client intake form:
Step 1: Determine the Purpose of the Form
Before you begin creating the form, it’s important to understand what information you need to collect and why. Identify the specific information you need to gather in order to provide effective services to your clients.
For example, if you are a therapist, you will likely need to gather information about a client’s medical history, mental health history, and insurance information. If you are a lawyer, you will likely need to gather information about the client’s legal matter, financial information, and contact information.
Step 2: Gather Sample Forms and Templates
Look for sample forms and templates that are similar to the one you need to create. These can be found online or from other organizations in your field. Use these as a starting point to create your own form. This will save you time and ensure that your form is professional and meets industry standards.
Step 3: Design the Form
Design the form to be user-friendly and easy to understand. Use a consistent format and font throughout the form. Use clear and concise language, and include instructions where necessary. Make sure the form is visually appealing and easy to read.
Step 4: Include Required Fields
Include all the required fields that are necessary to gather the information you need. Make sure that these fields are clearly labeled and easy to find. For example, a client’s name and contact information should be at the top of the form.
Step 5: Proofread and Test
Proofread the form to ensure that there are no spelling or grammar errors. Test the form with a few clients to ensure that it is easy to understand and that it collects all the necessary information. Make any necessary changes based on feedback from clients.
Step 6: Print and Distribute
Print the form and make sure that it is legible when printed. Distribute the form to clients and make sure that they understand how to fill it out.
Step 7: Update the Form Regularly
As the years goes by, laws, regulations and best practices may change, so it’s important to update the form on a regular basis. Make sure that the form is compliant with any new laws or regulations and that it continues to meet the needs of your clients.
Additional Tips:
- Keep the form as short as possible while still gathering all necessary information.
- Make sure that the form is accessible to clients with disabilities.
Include a section for clients to provide consent for the collection and use of their personal information.
- Include a section for clients to provide consent for the release of their personal information to other healthcare providers or agencies, if necessary.
- Make sure the form is compliant with all relevant data protection laws, such as GDPR.
- Keep a digital copy of the form for record keeping.
Creating a client intake form can be a time-consuming process, but it’s an important step in providing professional and efficient services to your clients. By following these steps and seeking legal advice, you can create a form that meets the needs of your clients and complies with all relevant laws and regulations.
FAQs
Why is a client intake form important?
A client intake form is important because it collects important information about a client that is necessary to provide effective services. The form helps to gather information about the client’s background, medical history, insurance coverage, and any other relevant information. This information is used to create a treatment plan and to ensure that the client receives the appropriate services.
What information should be included in a client intake form?
The specific information that should be included in a client intake form will vary depending on the type of service being provided. However, common information that is typically included includes the client’s name, contact information, medical history, insurance information, and consent for treatment.
How do I ensure the client intake form is compliant with laws and regulations?
To ensure that the client intake form is compliant with laws and regulations, it’s important to seek legal advice before creating or distributing the form. It is also important to keep the form updated regularly to ensure that it remains compliant with any new laws or regulations that may come into effect.
How should I store client intake forms?
Client intake forms should be stored securely and confidentially, in compliance with all relevant laws and regulations, such as HIPAA and GDPR. This can be done by keeping a digital copy of the form, and storing it in a secure location, such as a password-protected file on a secure server.
How often should I update the client intake form?
The client intake form should be updated regularly to ensure that it remains compliant with any new laws or regulations, and that it continues to meet the needs of your clients. It’s recommended to review the form at least once a year, and make any necessary updates.
Should I get consent from clients before collecting their personal information on the client intake form?
Yes, it is important to get consent from clients before collecting their personal information on the client intake form. This can be done by including a section on the form for clients to provide consent for the collection and use of their personal information.
Can I use an electronic client intake form?
Yes, electronic client intake forms can be used as an alternative to paper forms. Electronic forms can be filled out and submitted online, and can be stored electronically for easy access and record keeping. However, it’s important to ensure that the electronic form is secure and compliant with all relevant laws and regulations, such as HIPAA and GDPR.
How can I ensure client confidentiality when collecting information on the client intake form?
To ensure client confidentiality when collecting information on the client intake form, it’s important to store the forms securely and confidentially, in compliance with all relevant laws and regulations, such as HIPAA and GDPR. It’s also important to have a clear privacy policy in place and inform clients of how their information will be used and protected.
How can I use the information collected on the client intake form to improve my services?
The information collected on the client intake form can be used to improve your services in several ways. For example, the information can be used to create a personalized treatment plan for the client, to identify any potential barriers to treatment, and to monitor the client’s progress over time. Additionally, the information can also be used to improve the overall quality of your services by identifying areas where improvements are needed.
Can a client intake form be used for multiple clients?
A client intake form should be unique to each individual client, and should not be used for multiple clients. This is because the information collected on the form is specific to the individual client, and should not be shared or used for any other purpose.
Can a client intake form be used for a group of clients?
A client intake form can be used for a group of clients, but it will be different than an individual form, it will include questions relevant for the group, and the data collected will be used for the group’s analysis and planning.