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After consultation call: update admin

Goal: Keep intake tracking accurate and reduce client drop-off after consults.

What to do (after every consult)

After each consultation call, please send a short email to admin confirming:

  • the consultation occurred
  • what the outcome was:
    • did the client book?
    • did the client not book?
    • did the client say they will book on Jane?
    • are they thinking about it and will decide later?

If the client booked a first session, please also send the standard welcome + modality confirmation message:

If the client is not a fit

  • If the client is not a fit for you, please attempt to refer to another therapist in the practice (see: Referrals + transfers (internal/external)).
  • If you are not sure which other therapist would be a fit (or you are not sure if there is a therapist in the practice who is a fit), please refer to admin for matching.

If you do not accept a client / do not accept a referral

Anytime you do not accept a client or do not accept a referral, please send a note to admin letting admin know so admin can follow up with the client with a more suitable referral.

Internal referral email (copy another therapist + admin)

If you want to refer to another therapist in the practice, please send an email where:

  • you email the other therapist, and
  • you cc admin, and
  • you ask the other therapist whether they:
    • would like to take the client
    • have room for the client
    • feel it is a good fit for them

Template internal referral email (copy/paste)

To: [Other therapist email]
CC: admin
Subject: Possible internal referral — [Client first name + last initial]

Hi [Therapist first name],

I spoke with [Client first name + last initial] for a consultation and I’m not the best fit for what they’re looking for.

Would you like to take this client, and do you have room in your schedule? Do you feel it would be a good fit for you?

If helpful, the key themes they’re looking for support with are: ____.

Thank you,
[Your name]

Template email (copy/paste)

Subject: Consult completed — [Client first name + last initial] — outcome

Hi admin,

Please note I completed a consultation call with [Client first name + last initial] on [date].

Outcome (please select one):

  • Booked a first session: yes/no
  • If not booked: client plans to book on Jane / client is thinking about it / not moving forward

If not a fit for me:

  • Recommended internal referral (if known): [Therapist name] / unsure → please match
  • External referral (if applicable): to [who] — reason: [brief reason]

Thank you,
[Your name]