This episode of The Therapist Mom Podcast is designed for private practice therapists (and especially therapist moms) who are navigating that tricky space where your time, energy, and income all need to work together—and you want a system that actually supports you. If you're feeling overwhelmed by intake processes, wondering whether to require a phone consultation before booking new clients, or if you should just let folks book their first session directly, you’re in the right place.

As someone who has built a private practice while raising kids, navigating military moves, and managing all the curveballs of motherhood, I know it takes more than good intentions to create a system that works for real life. In this episode, I’m walking you through my honest, unapologetic perspective on client intake, what’s worked (and hasn’t), and practical scripts and strategies that help you convert at a high rate—without the hustle or guilt.

Let’s talk about designing an onboarding process that actually works for YOU and your ideal clients.

Pros & Cons of Letting Clients Self-Schedule:

A breakdown of why self-scheduling can create low-barrier access (and when it might backfire).

Why I Require a Consultation First (And My Script):

How a quick phone consultation sets a healthy foundation, protects your energy, and gets your ideal clients booked.

How to Evaluate and Change Your Intake Systems:

A permission slip to adapt your process as your life and practice evolves—without guilt or “shoulds.”

1. [00:34] – Common pain points of intake processes and why this episode matters to private practice therapists.
2. [03:55] – Pros and limitations of letting clients self-schedule their first session.
3. [07:39] – Why clients often miss key info on your website and how this affects your practice.
4. [10:18] – The deeper value of a consultation call and how it increases client buy-in.
5. [15:43] – How connecting on a call impacts your perceived value (and conversions!).
6. [18:49] – My exact consultation script and how it sets you up for success.
7. [26:15] – When to self-schedule and when to require a call (plus: giving yourself permission to evolve).

It’s tempting to think there’s a “right” way, but your intake process needs to be in alignment with your current needs, energy, private-pay versus insurance, and the clients you want to work with.

Example: For me, requiring a quick phone consultation lets me vet for fit, protects my energy (and time!), and helps clients feel connected right away.

When you spend 10–15 minutes on a call:

1. Clients feel seen and supported before they ever step into session.
2. You can clarify all the practical details: fees, online vs in-person, weekly scheduling, what you do (and don’t) offer.