I interviewed Heather Dempsey, a Therapeutic Coach whose specialty includes crafting the perfect intake form to build your client’s confidence and trust right from the beginning. Here’s what she had to say on how to create the ideal intake form:
"The intake form is the first touchpoint that sets the tone for the relationship you’re building with your client. It’s not just about gathering information; it’s about showing that you care and are fully prepared to cater to their unique needs. Here are the key elements to consider when designing it:
Start with a Warm Welcome: Your introduction should make the client feel safe and valued. Include a friendly message that explains the purpose of the form and expresses your commitment to understanding their needs. For example: 'Thank you for trusting us with your skincare journey! This form helps us tailor our treatments to meet your unique goals and concerns.
Ask Open-Ended Questions: Instead of only using multiple-choice options, include a few open-ended questions. This gives clients the opportunity to share more about themselves, helping you build a more personalized approach. Questions like, 'What are your main skincare concerns?' or 'What would you like to improve about your skin?' can provide valuable insight.
Be Mindful of Their Time: While it’s important to gather information, make sure your intake form is not too lengthy. Stick to essential questions that provide a balance between medical, lifestyle, and preference-related queries. Clients should feel like you respect their time and aren't being overwhelmed by paperwork.
Show Empathy Through Your Language: Choose wording that makes the client feel understood and supported. For example, instead of asking 'Do you have any skincare concerns?', try 'We’re here to help you feel your best! Could you share any skincare challenges you’ve experienced?'
Tailor Questions to Your Service: Customize your form based on the specific services or treatments you provide. If you’re an esthetician, for instance, ask about their daily skincare routine, skin type, and any reactions they’ve had to products in the past. This not only shows you’re attentive but also highlights your expertise.
Include Health & Lifestyle Questions: Don’t forget to ask about general health, allergies, and lifestyle habits that can impact their skin. Questions about stress levels, sleep patterns, diet, and medications can give you a clearer picture of what’s going on beneath the surface and help you avoid potential complications.
Offer a Space for Additional Notes: Allow clients the opportunity to share anything that wasn’t covered by your questions but is important to them. Something like, 'Is there anything else you’d like us to know to ensure you have the best experience with us?' This can reveal insights you might not have anticipated.
Privacy and Confidentiality Assurance: Let clients know their information will be kept confidential and used solely to enhance their experience. A simple note of reassurance can go a long way in building trust early on.
Finish with Gratitude: End the form by thanking them for taking the time to share this information. Reassure them that it will be used to ensure a thoughtful and personalized experience."
By following these guidelines, you’ll create an intake form that not only gathers the necessary information but also leaves your clients feeling heard, valued, and confident in the care they’re about to receive.
If you'd like more help or want to speak with Heather one-on-one, you can visit her website here: Heather Dempsey's Website.
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