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Referrals + transfers (internal/external) (Associate Handbook)

Purpose

Provide a consistent process when:

If you are referring a client to another counsellor within Head & Heart, please follow this internal transfer process.

When to consider:

the client requests a different clinician
scope-of-practice mismatch or a better-fit modality/population match within the team
scheduling/availability constraints mean you cannot provide appropriate continuity of care
boundary/conflict-of-interest concerns indicate a transfer is the safest option
therapeutic rupture where transfer is clinically appropriate and client-centered

Process:

Discuss fit with the client (supportive, non-shaming).
Contact the internal therapist you wish to refer to and CC Katherine on the email.
If the receiving counsellor agrees to take the client, please document the transfer and any relevant consents (including whether the client is consenting to have their file transferred).
Obtain a Release of Information (ROI) from the client to transfer the file to the receiving counsellor, and CC admin that this has been completed.

When to consider:

the client’s needs are outside your scope and there is no appropriate internal match
the client requests an external referral
a higher level of care is needed (e.g., crisis services, intensive supports)
specialized services are required (e.g., specific assessments) that are not available internally

Process:

Please also note:

If the client is not a good fit for you or is outside of your scope of practice, and in your opinion there is no therapist on our team whose scope of practice would serve the client, please notify admin of the external transfer.
If you are referring to an external source, the client may request to have their notes transferred or request that you have a conversation with their new therapist. Please obtain a signed Release of Information (ROI) from the client before transferring notes or speaking with the new therapist.