Best Intake Forms for Psychiatry and Therapy 2026: What to Include

Your intake forms are probably too long. Most mental health practices use 10-15 page intake packets that overwhelm new patients and result in incomplete information. The problem isn't that you're asking too much—it's that you're not asking strategically.

This guide shows you exactly what to include in your intake forms, what's optional, how to format them for maximum completion, and how to use them as the foundation for your clinical notes.

Quick Answer

The best intake forms are concise, patient-friendly, and strategically designed: Aim for 20-30 minutes completion time maximum. Include only essential sections: demographics (2-3 min), insurance/payment (2-3 min), presenting problem (5-7 min), current symptoms (3-5 min), safety assessment (3-5 min), and medical history (3-5 min). Use checkboxes over open-ended questions, make forms mobile-friendly, and allow "save and continue later." ClinikEHR's intake forms include conditional logic (questions appear based on previous answers), auto-scored assessments (PHQ-9, GAD-7, etc.), and auto-population into note templates—saving 10-15 minutes per initial assessment. Forms with 80-90% completion rates beat comprehensive forms with 60-70% completion.

Why Intakes Get Too Long

Let's start with the problem:

The Kitchen Sink Approach

What Happens:

• You download a template from the internet
• It has 15 pages of questions
• You add a few more "just in case"
• Patients spend 45-60 minutes completing forms
• They get frustrated and skip sections
• You get incomplete information

The Result:

• 30-40% of patients don't complete intake forms
• You spend session time gathering missing information
• First sessions feel administrative, not therapeutic
• Patients have a poor first impression

The Fear of Missing Something

The Thought Process: "What if I don't ask about [obscure medical condition] and it turns out to be relevant?"

The Reality:

• You can ask follow-up questions in session
• Not everything needs to be on the intake form
• Shorter forms get completed more often
• Complete short forms > incomplete long forms

The Copy-Paste Problem

What Happens:

• You copy intake forms from your training site
• Those forms were designed for a different population
• You never customize them for your practice
• You include sections you never use

The Solution: Only include sections that inform your treatment planning or are legally required.

Core Required Sections

These sections are essential for every mental health intake form:

Section 1: Demographics and Contact Information

What to Include:

• Full legal name
• Preferred name (if different)
• Date of birth
• Gender identity
• Pronouns
• Address
• Phone number (primary and secondary)
• Email address
• Emergency contact (name, relationship, phone)

Why It's Required:

• Legal identification
• Communication
• Emergency situations
• Billing and insurance

Format:

PATIENT INFORMATION

Legal Name: _______________________________________________
Preferred Name (if different): _____________________________
Date of Birth: ___/___/______  Age: _____
Gender Identity: ☐ Male ☐ Female ☐ Non-binary ☐ Other: _______
Pronouns: ☐ He/Him ☐ She/Her ☐ They/Them ☐ Other: _______

Contact Information:
Address: __________________________________________________
City: _________________ State: _____ ZIP: __________
Phone (Primary): (___) ___-____  ☐ OK to leave voicemail
Phone (Secondary): (___) ___-____  ☐ OK to leave voicemail
Email: ____________________________________________________

Emergency Contact:
Name: ____________________________________________________
Relationship: ______________________________________________
Phone: (___) ___-____

Time to Complete: 2-3 minutes

Section 2: Insurance and Payment Information

What to Include:

• Insurance carrier
• Policy number
• Group number
• Policyholder name and relationship
• Payment method preference

Why It's Required:

• Billing and claims
• Financial responsibility
• Session planning

Format:

INSURANCE INFORMATION

Do you plan to use insurance? ☐ Yes ☐ No (Private Pay)

If yes:
Insurance Carrier: _________________________________________
Policy Number: ____________________________________________
Group Number: _____________________________________________
Policyholder Name: ________________________________________
Relationship to Patient: ___________________________________
Policyholder Date of Birth: ___/___/______

Payment Method:
☐ Insurance (copay due at each session)
☐ Private Pay (full fee due at each session)
☐ Sliding Scale (if applicable)

Preferred Payment Method:
☐ Credit/Debit Card ☐ HSA/FSA Card ☐ Check ☐ Cash

Time to Complete: 2-3 minutes

Section 3: Presenting Problem and Treatment Goals

What to Include:

• Chief complaint (in patient's words)
• How long has this been a problem?
• What prompted seeking treatment now?
• What are your goals for therapy?
• Previous mental health treatment

Why It's Required:

• Informs treatment planning
• Establishes baseline
• Clarifies expectations
• Required for diagnosis

Format:

REASON FOR SEEKING TREATMENT

What brings you to therapy at this time?
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________

How long has this been a concern for you?
☐ Less than 1 month ☐ 1-6 months ☐ 6-12 months ☐ Over 1 year

What made you decide to seek help now?
_____________________________________________________________
_____________________________________________________________

What are your goals for therapy? (What would you like to be different?)
1. __________________________________________________________
2. __________________________________________________________
3. __________________________________________________________

Have you received mental health treatment before?
☐ No, this is my first time
☐ Yes, therapy (When? ____________ How long? ____________)
☐ Yes, medication (What? ____________ When? ____________)
☐ Yes, hospitalization (When? ____________ How long? ______)

If yes, what was helpful? What wasn't helpful?
_____________________________________________________________
_____________________________________________________________

Time to Complete: 5-7 minutes

Section 4: Current Symptoms

What to Include:

• Depression symptoms checklist
• Anxiety symptoms checklist
• Other relevant symptoms
• Severity and frequency

Why It's Required:

• Diagnostic assessment
• Baseline for treatment
• Risk assessment

Format:

CURRENT SYMPTOMS

Please check any symptoms you've experienced in the past 2 weeks:

MOOD:
☐ Depressed or sad mood
☐ Loss of interest or pleasure in activities
☐ Irritability or anger
☐ Mood swings
☐ Feeling empty or numb

ANXIETY:
☐ Excessive worry
☐ Panic attacks
☐ Avoidance of situations
☐ Physical symptoms (racing heart, sweating, trembling)
☐ Difficulty relaxing

SLEEP:
☐ Difficulty falling asleep
☐ Difficulty staying asleep
☐ Waking too early
☐ Sleeping too much
☐ Nightmares

ENERGY/MOTIVATION:
☐ Fatigue or low energy
☐ Difficulty concentrating
☐ Difficulty making decisions
☐ Feeling overwhelmed
☐ Lack of motivation

THOUGHTS:
☐ Negative thoughts about self
☐ Negative thoughts about future
☐ Difficulty controlling thoughts
☐ Intrusive thoughts
☐ Thoughts of self-harm or suicide

How much do these symptoms interfere with your daily life?
☐ Not at all ☐ A little ☐ Moderately ☐ Quite a bit ☐ Extremely

Time to Complete: 3-5 minutes

Section 5: Safety Assessment

What to Include:

• Suicidal ideation
• Self-harm history
• Homicidal ideation
• Substance use
• Domestic violence

Why It's Required:

• Risk assessment
• Safety planning
• Legal liability
• Treatment planning

Format:

SAFETY ASSESSMENT

In the past month, have you:

Had thoughts of hurting yourself?
☐ No ☐ Yes (If yes, please describe: _______________________)

Had thoughts of ending your life?
☐ No ☐ Yes (If yes, do you have a plan? ☐ No ☐ Yes)

Engaged in self-harm behaviors (cutting, burning, etc.)?
☐ No ☐ Yes (If yes, please describe: _______________________)

Had thoughts of hurting someone else?
☐ No ☐ Yes (If yes, please describe: _______________________)

If you answered yes to any of the above, do you feel safe right now?
☐ Yes ☐ No ☐ Unsure

Have you ever been hospitalized for mental health reasons?
☐ No ☐ Yes (When? ____________ How many times? ______)

Substance Use:
Do you use alcohol? ☐ No ☐ Yes (How often? ______________)
Do you use recreational drugs? ☐ No ☐ Yes (What? __________)
Do you use tobacco/nicotine? ☐ No ☐ Yes (What? ___________)

Have you experienced physical, emotional, or sexual abuse?
☐ No ☐ Yes, in the past ☐ Yes, currently

Do you feel safe in your current living situation?
☐ Yes ☐ No ☐ Unsure

Time to Complete: 3-5 minutes

Section 6: Medical and Psychiatric History

What to Include:

• Current medications
• Medical conditions
• Psychiatric diagnoses
• Allergies
• Primary care physician

Why It's Required:

• Medical necessity
• Medication interactions
• Differential diagnosis
• Coordination of care

Format:

MEDICAL AND PSYCHIATRIC HISTORY

Current Medications (including over-the-counter and supplements):
Medication Name          Dosage          Prescriber
1. ________________     ________        ________________
2. ________________     ________        ________________
3. ________________     ________        ________________

Allergies (medications, foods, environmental):
_____________________________________________________________

Current Medical Conditions:
☐ None
☐ Diabetes ☐ High blood pressure ☐ Heart disease
☐ Thyroid problems ☐ Chronic pain ☐ Seizures
☐ Other: ________________________________________________

Previous Psychiatric Diagnoses (if known):
_____________________________________________________________

Primary Care Physician:
Name: ____________________________________________________
Phone: (___) ___-____
May we contact them if needed? ☐ Yes ☐ No

Time to Complete: 3-5 minutes

Total Core Sections Time: 18-28 minutes

Optional Assessments

These sections provide valuable information but aren't always necessary:

Optional Section 1: Detailed Family History

When to Include:

• Genetic/hereditary concerns
• Family therapy
• Complex cases

When to Skip:

• Brief therapy
• Crisis intervention
• Time-limited treatment

Format:

FAMILY HISTORY

Please indicate if any blood relatives have experienced:

                    Mother  Father  Siblings  Grandparents
Depression          ☐       ☐       ☐         ☐
Anxiety             ☐       ☐       ☐         ☐
Bipolar Disorder    ☐       ☐       ☐         ☐
Schizophrenia       ☐       ☐       ☐         ☐
Substance Abuse     ☐       ☐       ☐         ☐
Suicide             ☐       ☐       ☐         ☐

Time to Complete: 2-3 minutes

Optional Section 2: Developmental History

When to Include:

• Child/adolescent therapy
• Developmental concerns
• Comprehensive assessments

When to Skip:

• Adult therapy for specific issues
• Brief treatment
• Crisis intervention

Format:

DEVELOPMENTAL HISTORY (For children/adolescents)

Pregnancy and Birth:
Any complications during pregnancy or birth? ☐ No ☐ Yes
If yes, please describe: ___________________________________

Developmental Milestones:
Were milestones (walking, talking, etc.) reached on time?
☐ Yes ☐ No ☐ Unsure
If no, please describe: ____________________________________

School History:
Current grade: ______  School: ___________________________
Academic performance: ☐ Excellent ☐ Good ☐ Average ☐ Below Average
Any learning difficulties? ☐ No ☐ Yes (Describe: _________)
Any behavioral issues at school? ☐ No ☐ Yes (Describe: ___)

Time to Complete: 3-5 minutes

Optional Section 3: Relationship and Social History

When to Include:

• Couples/family therapy
• Relationship issues
• Social anxiety

When to Skip:

• Individual therapy for other issues
• Brief treatment
• Patient preference

Format:

RELATIONSHIP AND SOCIAL HISTORY

Current Relationship Status:
☐ Single ☐ Dating ☐ Married/Partnered ☐ Separated ☐ Divorced ☐ Widowed

If in a relationship:
How long? ____________  Quality: ☐ Excellent ☐ Good ☐ Fair ☐ Poor

Children:
Do you have children? ☐ No ☐ Yes (How many? ____ Ages: _____)

Social Support:
Do you have close friends or family you can talk to?
☐ Yes, many ☐ Yes, a few ☐ Not really ☐ No

How often do you socialize with others?
☐ Daily ☐ Weekly ☐ Monthly ☐ Rarely ☐ Never

Time to Complete: 2-3 minutes

Optional Section 4: Standardized Assessments

When to Include:

• Baseline measurement needed
• Outcome tracking
• Insurance requirements

When to Skip:

• Patient overwhelm
• Time constraints
• Not clinically necessary

Common Assessments:

• PHQ-9 (Depression)
• GAD-7 (Anxiety)
• PCL-5 (PTSD)
• AUDIT (Alcohol use)
• ACE (Adverse childhood experiences)

ClinikEHR Advantage: Includes 20+ auto-scored assessments that calculate scores automatically.

Time to Complete: 5-10 minutes per assessment

Patient-Friendly Formatting

How you format your intake forms affects completion rates:

Do's ✅

1. Use Clear, Simple Language

• ❌ "Describe your presenting symptomatology"
• ✅ "What brings you to therapy?"

2. Use Checkboxes and Multiple Choice

• Faster than writing
• Easier to complete
• Better data for you

3. Group Related Questions

• Keep sections logical
• Use clear headings
• Don't jump around topics

4. Provide Examples

• "Goals for therapy (e.g., feel less anxious, improve relationships)"
• Helps patients understand what you're asking

5. Make It Mobile-Friendly

• 60%+ of patients complete forms on phones
• Use large text and buttons
• Test on mobile devices

6. Show Progress

• "Section 2 of 6"
• Motivates completion
• Reduces overwhelm

7. Allow "Save and Continue Later"

• Long forms can be completed in multiple sessions
• Reduces abandonment
• Better completion rates

Don'ts ❌

1. Don't Use Medical Jargon

• ❌ "Anhedonia"
• ✅ "Loss of interest or pleasure"

2. Don't Ask the Same Question Multiple Ways

• Wastes time
• Frustrates patients
• Doesn't improve data quality

3. Don't Make Everything Required

• Patients will abandon forms
• Some questions are sensitive
• Allow skipping when appropriate

4. Don't Use Tiny Fonts

• Minimum 12pt font
• 14pt is better
• Larger for older patients

5. Don't Make Forms Too Long

• Maximum 30 minutes to complete
• 15-20 minutes is ideal
• Break into multiple forms if needed

Using Intakes as Note Templates

Your intake forms should feed directly into your clinical notes:

The Smart Workflow

Step 1: Patient Completes Intake (Before First Session)

• Online through patient portal
• 20-30 minutes
• Completed at their convenience

Step 2: You Review Intake (Before First Session)

• 5-10 minutes
• Identify key issues
• Prepare questions
• Note red flags

Step 3: First Session

• Clarify intake responses
• Explore presenting problem
• Conduct mental status exam
• Develop treatment plan

Step 4: Generate Initial Assessment Note

• Pull information from intake form
• Add session observations
• Include mental status exam
• Document treatment plan

ClinikEHR Advantage:

• Intake responses auto-populate into note templates
• No re-typing information
• Saves 10-15 minutes per initial assessment
• Reduces errors

Template Integration Example

From Intake Form:

Presenting Problem: "I've been feeling depressed for about 6 months. 
I have no energy and don't enjoy things anymore."

Symptoms Checked:
☑ Depressed mood
☑ Loss of interest
☑ Fatigue
☑ Difficulty concentrating
☑ Thoughts of self-harm (no plan)

Auto-Populated in Note:

SUBJECTIVE:
Patient is a [age]-year-old [gender] presenting for initial evaluation 
of depressive symptoms. Patient reports feeling depressed for approximately 
6 months, with loss of interest in previously enjoyed activities, fatigue, 
and difficulty concentrating. Patient endorses passive suicidal ideation 
without plan or intent. Patient states: "I've been feeling depressed for 
about 6 months. I have no energy and don't enjoy things anymore."

Time Saved: 5-10 minutes per initial assessment

Why ClinikEHR Has the Best Intake Forms

After analyzing hundreds of intake forms, we built ClinikEHR's intake system to maximize completion while gathering essential information:

Smart Features

1. Customizable Templates

• Pre-built templates for common specialties
• Fully customizable to your practice
• Add/remove sections easily
• Save multiple versions

2. Conditional Logic

• Questions appear based on previous answers
• Reduces form length
• More relevant questions
• Better patient experience

Example:

Do you use alcohol? ☐ No ☐ Yes

[If Yes is selected, show:]
How often do you drink?
How many drinks per occasion?
Have you tried to cut back?

3. Auto-Scored Assessments

• PHQ-9, GAD-7, PCL-5, and 20+ more
• Automatic scoring
• Results in your dashboard
• Track over time

4. Mobile-Optimized

• Works perfectly on phones
• Large buttons and text
• Easy navigation
• Save and continue later

5. Auto-Population into Notes

• Intake responses feed into note templates
• No re-typing
• Saves 10-15 minutes per initial assessment
• Reduces errors

6. Patient Portal Integration

• Patients complete before first session
• Automatic reminders
• Progress tracking
• Secure and HIPAA-compliant

7. Multiple Languages

• Spanish, French, and more
• Automatic translation
• Culturally appropriate
• Expands your reach

Frequently Asked Questions

How long should intake forms be? Aim for 20-30 minutes maximum completion time. Include only essential sections (demographics, presenting problem, symptoms, safety, medical history). Add optional sections only if clinically necessary for your practice.

Should I include standardized assessments in my intake? Yes, but limit to 1-2 key assessments (PHQ-9 for depression, GAD-7 for anxiety). More assessments can be completed in session or at follow-ups. Too many assessments overwhelm patients and reduce completion rates.

Can patients complete intake forms on their phones? Yes, and 60%+ will. Ensure your forms are mobile-optimized with large text, buttons, and simple navigation. ClinikEHR's forms work perfectly on all devices.

What if patients don't complete intake forms before the first session? Have a shortened version (5-10 minutes) they can complete in the waiting room, covering only essentials: demographics, presenting problem, safety assessment. Complete full intake during or after first session.

Should I require all questions to be answered? No. Make only truly essential questions required (name, contact, safety questions). Allow patients to skip sensitive questions—you can ask in session. Required fields reduce completion rates.

How do I handle sensitive questions about trauma or abuse? Include a note: "You may skip any questions you're not comfortable answering. We can discuss these topics in session if you prefer." This respects patient autonomy and reduces form abandonment.

Can I use intake forms as part of my clinical notes? Yes. With ClinikEHR, intake responses auto-populate into your initial assessment note template. This saves 10-15 minutes and ensures consistency between intake and documentation.

What's the best way to get patients to complete intake forms? Send forms 3-5 days before first session with clear instructions and deadline. Send reminder 24 hours before session. Make forms mobile-friendly and allow "save and continue later." Offer in-office completion as backup.

Related Reading on ClinikEHR

• Templates: Consent and Intake Forms Templates Part 1
• More templates: Consent and Intake Forms Templates Part 2
• Documentation: How to Reduce Documentation Time
• Practice setup: How to Start a PMHNP Private Practice
• EHR guides: Best EHR for Mental Health

Conclusion: Less is More

The best intake forms aren't the most comprehensive—they're the ones that actually get completed. Focus on essential information, make forms patient-friendly, and use technology to eliminate redundant data entry.

The Formula:

• Core sections only: 20-30 minutes
• Mobile-optimized format
• Clear, simple language
• Auto-population into notes
• Optional sections as needed

The Result:

• 80-90% completion rate (vs 60-70% for long forms)
• Better patient experience
• More complete information
• Less session time gathering data
• Faster initial assessments

Ready to Streamline Your Intake Process?

Try ClinikEHR Free — Get customizable intake forms, auto-scored assessments, and auto-population into notes. No credit card required.

Need intake form templates? Download Free Templates — Get our complete intake form templates for mental health practices.

Questions about intake forms? Contact our team — We'll help you create the perfect intake process for your practice.

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External Resources:

• APA: Intake Assessment Guidelines
• SAMHSA: Clinical Assessment Tools
• HIPAA Journal: Patient Intake Forms

Related Reading on ClinikEHR

• Templates: Consent and Intake Forms Templates Part 1 | Consent and Intake Forms Templates Part 2
• Documentation: Reduce Documentation Time | Best AI Note-Taking for Psychiatry
• Assessments: Top 20 Auto-Scored Mental Health Assessments | 15-Minute New Patient Phone Screen Script
• Practice setup: How to Start a PMHNP Private Practice | Build Telehealth Private Practice from Scratch
• EHR guides: Best EHR for Mental Health | Best EHR for Solo Practice
• Compliance: HIPAA Compliance in Shared Office Spaces | Insurance Credentialing Made Simple