Before first session checklist (new clients) — Associate Handbook

Goal: Reduce no-shows and friction by confirming logistics + forms before session 1.

Please confirm (before session 1)

1) In-person logistics (if applicable)

• The client has the office address.
• The client has building entry / buzzer information (please confirm admin provided it; do not share building access details broadly).

1b) Couples sessions (if applicable)

If the client is booking a couples session:

• Please ensure the “partner details” message is sent to the booking partner requesting the partner’s email address and phone number.
• Please ask admin to create a second Jane profile for the partner as well.

Reference template (copy/paste):

• Template message — request couples partner details

2) Your contact information

• The client has your Head & Heart counselling email address.
• The client has a phone number to reach you if necessary (per your clinic communication norms).

3) Online appointment logistics (if applicable)

• The client knows whether the session will be on:
  • JaneApp video platform, or
  • Zoom
• The client knows how they will receive the video link (Jane link vs Zoom link and when it will be sent).

4) Forms / acknowledgements

• The client has completed the intake form sent by Jane.
• The intake form acknowledges:
  • limits of confidentiality
  • cancellation policy

5) Referral / intake context (if applicable)

• If the client was a referral and there was contextual information was shared about the client, you have received that intake/referral context from admin (or the referrer) prior to session 1.