Required forms checklist (new clients) — Associate Handbook

Audience: Associates
Goal: Ensure required forms are collected consistently and stored in JaneApp.

Where forms are stored

• Store completed forms in JaneApp under the client profile (forms/documents area, per your clinic’s Jane setup).

New client — required forms

1) Intake form (automatic)

• Form: Intake form (sent automatically by Jane).
• Action: Confirm it is completed before (or as early as possible after) the first session.

2) Parental consent (children 13 and under)

If the client is a child 13 years old or under:

• Form: Parental consent form.
• Action: Sent manually by the associate.
• Storage: Stored in JaneApp in the client’s record.

3) Release of information (ROI) — if counsellors will discuss the client’s case

If counsellors in the clinic are going to be discussing any particular client’s case amongst the counsellors:

• Form: Release of Information (ROI).
• Action: Sent manually by the associate who is the primary counsellor for that client.
• Storage: Stored in JaneApp in the client’s record.

If a required form is missing

• If you notice a required form is missing, please prompt your client to complete the form.
• Admin may step in to prompt your client to complete missing forms.
• Sessions with minor aged children should not proceed without a parental consent form
• Counsellors should not discuss clients with other counsellors without a release of information form.