Which Client Intake Method Is Right for Your Nutrition Private Practice?

Picture this: You’re sitting at your desk, staring at your calendar, and wondering how on earth you’re going to manage all these potential client inquiries without losing your mind (or your lunch break). Should you do discovery calls? Set up an application process? Or just let folks book their first session and roll with it?

If you’re nodding along, thinking, “Yep, that’s me,” then buckle up, buttercup. We’re about to dive into the pros, cons, and everything in between when it comes to managing those crucial first interactions with potential clients.

The Great Debate: Discovery Calls

Ah, discovery calls. The speed dating of the healthcare world. But are they worth your time? Let’s break it down.

Pros of Discovery Calls:

1. Personal Connection: You get to charm potential clients with your sparkling personality right off the bat.
2. Qualification: It’s easier to spot if someone’s a good fit for your practice when you’re actually talking to them.
3. Setting Expectations: You can explain your process, fees, and approach before anyone commits.
4. Addressing Concerns: Potential clients can ask questions and get immediate answers.

Cons of Discovery Calls:

1. Time-Consuming: If you’re doing a lot of these, it can eat into your schedule faster than a bag of chips at a Netflix marathon.
2. No-Shows: People might book a call and then ghost you.
3. Unpaid Work: Unless you charge for these calls, it’s time you’re not getting compensated for.
4. Pressure: Some folks might feel put on the spot during a call.

The Silent Screener: Applications

Next up, we have applications. The online form that makes potential clients feel like they’re applying for a job at NASA.

Pros of Applications:

1. Efficiency: You can gather a lot of information upfront without spending time on the phone.
2. Screening: It’s easier to weed out clients who aren’t a good fit.
3. Preparation: You have all the info you need before you even talk to the client.
4. Flexibility: Potential clients can fill these out at 2 AM in their pajamas if they want.

Cons of Applications:

1. Impersonal: It lacks that human touch that can make people feel connected to your practice.
2. Intimidating: Some folks might be put off by a lengthy application process.
3. Limited Information: You might miss out on nuances you’d pick up in a conversation.
4. Drop-Offs: People might start an application and never finish it.

The Direct Approach: Scheduling First Sessions

And then there’s the “let’s just do this” approach of allowing clients to schedule their first session directly.

Pros of Direct Scheduling:

1. Simplicity: It’s straightforward for both you and the client.
2. Quick Start: Clients can get on your calendar faster.
3. Commitment: People who schedule are often more serious about starting.
4. Autonomy: Clients feel in control of the process.

Cons of Direct Scheduling:

1. Lack of Screening: You might end up with clients who aren’t a good fit for your practice.
2. Limited Prep: You don’t have as much info about the client before the session.
3. Potential Mismatches: Clients might book without fully understanding your approach or fees.
4. No-Shows: Without prior contact, you might have more last-minute cancellations or no-shows.

Tools of the Trade

Now that we’ve covered the what and why, let’s talk about the how. Here are some tools that can make your life easier, no matter which approach you choose:

Practice Better*

This all-in-one practice management software is like having a personal assistant who never needs coffee breaks.

Features:

• Client intake forms
• Scheduling system
• Secure messaging
• Notes and charting
• Billing and invoicing

Best For: Discovery calls and direct scheduling. You can set up different appointment types and even collect payment upfront.

SimplePractice

Another comprehensive practice management solution that’s as smooth as your favorite smoothie recipe.

Features:

• Custom intake forms
• Client portal
• Telehealth capabilities
• Insurance billing
• Mobile app

Best For: Direct scheduling. Keep in mind you can’t embed these on your website, you’ll have to send them to your SimplePractice link.

Google Forms

The trusty Swiss Army knife of the online form world. It’s simple, and it gets the job done. Just make sure you’re signed up for Google Workspace and signed a BAA so you’re HIPAA compliant (this is not legal advice).

Features:

• Customizable forms
  • You can make them look even better with Formesign/Formfacade
• Easy to share
• Responses in a spreadsheet format

Best For: Applications, especially if you’re on a budget or just starting out.

Calendly

The scheduling tool that makes you feel like you have a personal secretary.

Features:

• Customizable scheduling page
• Integration with your calendar
• Automatic time zone detection
• Group scheduling options

Best For: Discovery calls and direct scheduling. You can set up different appointment types and even collect payment.

The HIPAA Elephant in the Room

Now, before we go any further, we need to talk about HIPAA. You know, that fun little regulation that keeps us all on our toes?

Disclaimer: I’m not a lawyer, and this isn’t legal advice. If you want to be 100% sure you’re HIPAA compliant, talk to a healthcare attorney. They’re like the superheroes of the medical world, but with better suits and fewer capes.

That said, here are some general HIPAA considerations:

1. Secure Communication: Make sure any tool you use for collecting client information (yes, even in the initial stages) is HIPAA compliant.
2. Limited Information: Be cautious about what information you collect before establishing a formal client relationship.
3. Consent: Get appropriate consent before collecting or storing any health information.
4. Access Control: Ensure that only authorized personnel can access client information.

Practice Better and SimplePractice both offer HIPAA-compliant solutions. Google Forms can be HIPAA compliant if used with a paid Google Workspace account and proper settings. Calendly offers HIPAA compliance on its higher-tier plans.

Making the Choice: What’s Right for You?

So, how do you decide which approach to take? Here are some factors to consider:

1. Your Time: If you’re stretched thin, applications or direct scheduling might be better than discovery calls.
2. Your Personality: If you thrive on personal connections, discovery calls might be your jam.
3. Your Ideal Client: Think about what process would appeal most to the clients you want to attract.
4. Your Practice Model: A high-volume practice might benefit from applications or direct scheduling, while a boutique practice might prefer discovery calls.
5. Your Tech Comfort: Choose a method and tools that you’re comfortable using consistently.

The Hybrid Approach: Best of All Worlds?

Who says you have to choose just one method? Consider a hybrid approach:

1. Application + Discovery Call: Use a brief application to pre-screen, then offer a short discovery call to those who seem like a good fit.
2. Direct Scheduling + Brief Questionnaire: Allow clients to schedule directly, but have them fill out a short questionnaire when they book.
3. Optional Discovery Call: Offer the option of a discovery call, but also allow direct scheduling for those who prefer it.

Implementation Tips

Whichever method (or combination of methods) you choose, here are some tips for smooth implementation:

1. Be Clear: Clearly explain your process on your website and in your marketing materials.
2. Set Boundaries: Decide on your availability for discovery calls or initial sessions and stick to it.
3. Prepare: Have scripts or outlines ready for discovery calls to ensure you cover all important points.
4. Follow Up: Have a system for following up with potential clients after the initial contact.
5. Evaluate: Regularly assess how your chosen method is working and be willing to adjust.

The Bottom Line

There’s no one-size-fits-all solution when it comes to managing those crucial first interactions with potential clients. The best approach is the one that works for you, your practice, and your clients.

Whether you’re chatting it up on discovery calls, sifting through applications, or diving straight into first sessions, remember that the goal is to create a positive experience for both you and your potential clients. After all, it’s not just about filling your schedule – it’s about finding the right clients who will benefit most from your amazing skills as a nutrition professional.

So go forth, experiment, and find your groove. Your perfect client onboarding process is out there, and now you have the tools to create it. Who knows? You might even have some fun along the way.

Need help implementing these on your website? Reach out and see if we can help!

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Courtney Vickery, MS, RD, LD CEO

Courtney has 15+ years of experience putting together and designing marketing materials, WordPress websites, customer experiences, and workflows that help you save time and money. She developed these skills during her years as a Director of Corporate Health Services, Group Fitness Program Manager, Lead Wellness Dietitian, fitness and yoga instructor, and her own nutrition private practice, Vickery Wellness.

She also taught undergraduate courses at the University of Georgia where she graduated with the following degrees:

• MS/DI Foods & Nutrition
• BS Dietetics
• BA Political Science

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