In-Person Intake Process Guidelines for Providers

This article outlines the in-person intake process that providers follow with patients, including required patient information collection, emergency contact best practices, and procedures for managing clinical risk (such as danger-to-others disclosures). This process emphasizes patient safety, clear communication around treatment boundaries, and provider responsibilities in risk assessment, referrals, and maintaining a safe therapeutic environment.

Providers in all states can see patients in-person in all 50 states and Washington, D.C. 

Information Collection

1. Rula collects the required registration (ex., patient name, address, and phone #); however, there are limitations on mandated patient information that can be collected prior to the first session. Important: Be certain to ensure that you obtain the patient’s Emergency Contact Person (ECP) as this information is not a required step within registration. As you know, clients may be uncomfortable sharing ECP information for a number of reasons. However, please assist your client in understanding the necessity and ensure that you obtain this information prior to beginning treatment.
2. For in-person patient registration, the patient is asked the DTO question, “Do you have thoughts of harming others?” When the DTO question is affirmative, the provider’s options include:
   • If the provider is comfortable with DTO in-person care:
     • Proceed with in-person treatment, the provider is encouraged to:
     • Further assess the level of risk (provider screener)
     • Consider telehealth or hybrid if indicated
     • Ongoing monitoring of risk levels 
   • If the provider is comfortable with DTO telehealth care:
     • Proceed with a telehealth session, the provider encouraged to:
     • Further assess the level of risk (provider screener)
     • Continue ongoing monitoring of the patient's risk level
   • If the provider is not comfortable with the DTO-assessed treatment, the provider is encouraged to:
     • Submit for rematch ("High Acuity" is scheduled to be a rematch drop-down choice for providers beginning 11/25. While we do not have a way of matching high-acuity patients to high-acuity providers, this will allow us to offer the next provider additional support).
     • Cancel any scheduled sessions.
     • If the provider chooses not to see the person in the office, they are expected to reach out to the patient and provide clarity and understanding regarding their clinical recommendation
3. Prior to your in-person session, Rula proactively gathers required information and makes an effort to gather clinical information, including potential clinical risks, by requesting the patient complete the intake information and MIC completion. To support autonomy, patients are not required to complete these steps prior to their first session with their provider.
4. During the intake phase of treatment, providers are encouraged to work with new patients to complete clinical information, MICs, and any additional risk assessments as clinically indicated. 
5. For clinical risk management, the Rula HELP Guide contains risk assessments for SI and HI and guidelines for managing clinical risk events. Providers are expected to maintain robust systems for ongoing risk monitoring and management.

High-Risk Patient Identification & Recommendations

1. As discussed above, risk assessment occurs during the intake process, including the provider's in-person evaluation/clinical impression. After completing the initial clinical evaluation, providers may recommend the patient receive a Higher Level of Care (HLoC) or referral to a specialist. When this happens, providers are encouraged to offer the patient clarity for understanding the clinical recommendation as best practice.
2. Patient autonomy is respected. Although patient choice ultimately prevails over clinical recommendations, providers are encouraged to set firm boundaries surrounding the scope of their practice and their clinical recommendations. We encourage providers to emphasize collaborative decision-making between their patient and provider.

Patient Well-Being and Understanding

Below are a few expectations, outlined to assist with Patient Well-Being and Understanding.

1. Patient appointments while terminating therapy.
   • Set clear expectations surrounding how many transition sessions to expect.
   • Circumstances under which the provider might terminate services (ex., non-payment, repeated no-shows, needed care is out of scope)
   • Scheduling appointments, punctuality expectations, cancellations, and no-shows
2. Patient and office safety
   • Clarity on what to do in case of crisis/ emergencies, including after-hours information, 24 hr hotline resources (Proto), and when to call 911 or go to the nearest emergency room.  
   • Patient agrees to office rules/safety re: 
     • No weapons on premises
     • Safety of self and others at the office
     • Prohibit the use of alcohol or illicit drugs before or during sessions
     • Patient agreement to the limits of confidentiality, HIPAA compliance, and office privacy 
     • Waiting Room Policy

Updated May 06, 2026 17:00