Documentation & Forms

This section covers what associates must collect, where it lives, and how to keep records complete.

What this section includes

  • Required forms (consent, intake forms, policies clients must acknowledge)
  • Where forms live and how to confirm they’re completed
  • Documentation standards (what is required and when)
  • Handling missing forms (what to do / who to contact)

Procedures and storage

  • Required forms checklist (new client):
    • Required forms checklist (new clients)
      • Intake form — sent automatically by Jane
      • Parental consent for children 13 and under — sent manually by associate
      • Release of Information (ROI) if counsellors will discuss a client’s case amongst counsellors — sent manually by the primary associate
  • Missing form workflow
    • Intake form: sent automatically by Jane (associate confirms it’s completed).
    • Parental consent + ROI: sent manually by the associate (associate ensures it’s sent and completed).
    • If a required form is missing, the associate should prompt the client to complete it; admin may step in to support follow-up if needed.
  • Document naming/storage expectations
    • Intake forms (before sending): sent from the client’s profile → Online Intake Forms → click the email icon and attach the form to be sent manually.
    • Intake forms (after completion): stored in the client’s profile automatically by JaneApp.
    • Forms/documents sent from templates (not in Jane intake forms) should be stored in the client’s notes (e.g., no harm contracts, safety plans, and any other template-based forms/letters you send).

Templates / references