Healthcare · Automation Kit

Therapy intake that respects the work: HIPAA-clean, sliding-scale-ready, telehealth-aware

Q: How do I hire you for a therapy practice setup?

Want help with this? /contact?subject=Therapy+intake+setup. We confirm number of therapists, EHR, telehealth needs, insurance billing, and jurisdictional retention rules, then send a fixed-price proposal within 48 hours. Most small and mid-sized therapy practices ship in about two weeks.

Updated May 5, 2026

Generic intake forms break down for therapy. Mental-health history needs to branch by presenting concern. Insurance and sliding-scale fees need to be disclosed up front, not after the first session. Telehealth needs its own consent and a tech check. Built by a generalist, the intake feels clinical and patients drop off; built without HIPAA judgment, the form leaks PHI through notification emails and unsigned-BAA integrations.

Get this kit: $199 Book a 20-minute call

What you'll receive

6 Forms
5 Emails
5 Workflows
5 Integrations
3 Extras

Plus: Bilingual intake variant (English + Spanish) with mirrored branching, Mobile-first design tested on phones and tablets, Decision-log template documenting every BAA in the data path

Installed in your Jotform account.
You own everything. No monthly fees to me.

Kit contents

HIPAA Therapy Intake Kit

0101: Branching intake by therapist, visit type (in-person vs telehealth), and presenting concernform
0202: Sliding-scale fee disclosure block (cash-pay) with insurance card upload (insurance)form
0303: Mental-health history: current medications, prior providers, hospitalizations, and first-time vs returning logicform
0404: PHQ-9 and GAD-7 baseline screening with auto-scoring (calculation fields total the score, conditional logic flags severity)form
0505: Telehealth-only block: tech check (device, camera, internet), video consent, platform preferenceform
0606: Separate dated consent form (telehealth risks, no-show policy, ROI, privacy notice) with e-signatureform
0701: Patient confirmation with first-session expectations: zero PHI in bodyemail
0802: Front-desk notification: 'new submission, click to view' with no clinical content in emailemail
0903: Therapist notification: PHI-stripped, links to authenticated Jotform view onlyemail
1004: Resume-link email if the patient abandons mid-formemail
1105: 24-hour pre-visit reminder (telehealth pre-visit kit handoff for video sessions)email
1201: Conditional branching invisible to the patient: one continuous form that adapts based on visit type and presenting concernworkflow
1302: Auto-routing of submission to the named therapist + office manager only (no other staff see it)workflow
1403: PHQ-9/GAD-7 high-score flagging: score > 15 on PHQ-9 or > 12 on GAD-7 triggers clinical review alert before first sessionworkflow
1504: Consent expiry tracking: annual re-consent prompt sent to returning patients if consent > 12 months oldworkflow
1605: Audit-trail notes on every submission for licensing-board readiness (who viewed, when, from where)workflow
17Jotform HIPAA plan (Gold or Enterprise) with signed BAA: requiredintegration
18SimplePractice and TherapyNotes via structured CSV batch importintegration
19DrChrono and Athena via webhook + API for real-time intake (Done-For-You tier)integration
20PHI-safe storage: encrypted Drive folder under BAA, or Jotform-only retentionintegration
21Calendar handoff to Google Calendar, Calendly, or SimplePractice schedulingintegration
22Bilingual intake variant (English + Spanish) with mirrored branchingextra
23Mobile-first design tested on phones and tabletsextra
24Decision-log template documenting every BAA in the data pathextra

System diagram

The solution

How this kit actually works.

I built this therapy intake after shipping the same pattern for three group practices. One branching form covers in-person and telehealth, sliding-scale and insurance, first-time and returning. Consent is its own dated, e-signed record. PHQ-9 and GAD-7 baseline on intake. Notifications are PHI-stripped. Submissions export to SimplePractice, TherapyNotes, or any EHR via structured CSV or API where supported.

What's included

Every piece, ready the day you buy it.

Forms

01: Branching intake by therapist, visit type (in-person vs telehealth), and presenting concern
02: Sliding-scale fee disclosure block (cash-pay) with insurance card upload (insurance)
03: Mental-health history: current medications, prior providers, hospitalizations, and first-time vs returning logic
04: PHQ-9 and GAD-7 baseline screening with auto-scoring (calculation fields total the score, conditional logic flags severity)
05: Telehealth-only block: tech check (device, camera, internet), video consent, platform preference
06: Separate dated consent form (telehealth risks, no-show policy, ROI, privacy notice) with e-signature

Emails

01: Patient confirmation with first-session expectations: zero PHI in body
02: Front-desk notification: 'new submission, click to view' with no clinical content in email
03: Therapist notification: PHI-stripped, links to authenticated Jotform view only
04: Resume-link email if the patient abandons mid-form
05: 24-hour pre-visit reminder (telehealth pre-visit kit handoff for video sessions)

Workflows

01: Conditional branching invisible to the patient: one continuous form that adapts based on visit type and presenting concern
02: Auto-routing of submission to the named therapist + office manager only (no other staff see it)
03: PHQ-9/GAD-7 high-score flagging: score > 15 on PHQ-9 or > 12 on GAD-7 triggers clinical review alert before first session
04: Consent expiry tracking: annual re-consent prompt sent to returning patients if consent > 12 months old
05: Audit-trail notes on every submission for licensing-board readiness (who viewed, when, from where)

Integrations

Jotform HIPAA plan (Gold or Enterprise) with signed BAA: required
SimplePractice and TherapyNotes via structured CSV batch import
DrChrono and Athena via webhook + API for real-time intake (Done-For-You tier)
PHI-safe storage: encrypted Drive folder under BAA, or Jotform-only retention
Calendar handoff to Google Calendar, Calendly, or SimplePractice scheduling

Extras

Bilingual intake variant (English + Spanish) with mirrored branching
Mobile-first design tested on phones and tablets
Decision-log template documenting every BAA in the data path

Pricing

Pick the fit. Upgrade later if you need to.

Base Kit

Ready to run, self-setup

$199

All forms, emails, and workflow configs (intake + consent + telehealth pre-visit)
HIPAA setup documentation specific to therapy practices
45-minute video walkthrough of the configuration
PHQ-9 and GAD-7 scoring logic preconfigured
14-day email support

Book a call

Pro Setup

Kit + setup call + customization

$399

Everything in Base
60-minute setup call with a Jotform HIPAA expert
BAA chain audit (Jotform + EHR + storage + scheduling)
EHR export configured for SimplePractice or TherapyNotes
Sliding-scale + insurance branching tuned to your fee schedule
30-day email support

Book a call

Done-For-You

Full implementation by me

$1500

Everything in Pro
Full implementation in your HIPAA Jotform account
Therapist + front-desk training session
Real-time API integration for DrChrono, Athena, or comparable EHR (where supported)
Bilingual intake variant (English + Spanish) configured
90-day priority support and one post-launch tuning round

Book a call

Frequently asked

The questions I get before someone buys.

Why do I need a therapy-specific kit instead of the general patient intake?
Therapy intake branches differently. You need sliding-scale fee disclosure for cash-pay clients, insurance verification for billed sessions, presenting-concern branching that determines what history to collect, and PHQ-9/GAD-7 baseline screening that the general patient-intake kit does not include. The therapy kit also pairs intake with a separate dated consent form, which is what licensing boards expect to see for mental-health records.
Does this work with SimplePractice, TherapyNotes, or my EHR?
Yes. SimplePractice and TherapyNotes do not have deep inbound APIs for intake, so the kit exports a structured CSV that imports cleanly into either, typically run as a weekly batch. For DrChrono, Athena, or other EHRs with proper APIs, the Done-For-You tier wires a real-time webhook + API call. Most 5-10 therapist practices find weekly CSV import is enough; high-volume practices step up to API.
Is this HIPAA-compliant for mental-health records?
This kit meets HIPAA requirements when you deploy it on a Jotform HIPAA plan with a signed BAA. It also addresses the extra retention rules most states apply to mental-health records (typically 7 years for adults, often longer for minors). The kit includes the configuration to set retention at the account level. The Pro tier includes a BAA chain audit so every downstream tool (your EHR, scheduling, storage) is also under a signed BAA.
How do you handle PHI in notification emails?
PHI never appears in email bodies. Both the front-desk and therapist notifications say only 'new submission for [therapist name]: click to view'. The recipient authenticates into Jotform to see the actual content. This is what auditors expect and is one of the most common gaps in setups built without HIPAA judgment. Someone sends the patient name in a Slack channel or in an email subject line and the practice has just breached.
Can solo therapists use this, or is it only for group practices?
Solo therapists use it with the therapist-routing branch removed: just one variant. Setup time drops to about 5-7 days for a solo practice. The BAA, consent, telehealth pre-visit, and notification patterns transfer directly. Most solo therapists pick the Pro tier so the EHR export is configured for them.
What if I do not bill insurance?
The form skips the insurance verification block entirely. Cash-pay-only practices get a slightly faster setup because there is one fewer integration to audit (no clearinghouse or insurance verification tool). The form discloses sliding-scale fees based on the patient's selection.
How is this different from hiring a generic Jotform freelancer?
A generic freelancer will build the form. A Jotform HIPAA expert who has shipped therapy intake before knows that PHI cannot live in notification email bodies, that consent should be its own dated form, that PHQ-9/GAD-7 belongs at intake, that SimplePractice's inbound API is shallow, and that mental-health retention is governed by state law beyond the federal 6-year minimum. The judgment calls are where the time and risk live.
How do I hire you for a therapy practice setup?
Want help with this? . Email me. We confirm number of therapists, EHR, telehealth needs, insurance billing, and jurisdictional retention rules, then send a fixed-price proposal within 48 hours. Most small and mid-sized therapy practices ship in about two weeks.

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Not sure if this is the right kit?

Free 20-minute call. Tell me what you're trying to do - I'll tell you if a kit fits, or if you need something custom, or if you shouldn't pay me at all.

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Therapy intake that respects the work: HIPAA-clean, sliding-scale-ready, telehealth-aware

Updated May 5, 2026

How this kit actually works.

Every piece, ready the day you buy it.

Forms

01: Branching intake by therapist, visit type (in-person vs telehealth), and presenting concern
02: Sliding-scale fee disclosure block (cash-pay) with insurance card upload (insurance)
03: Mental-health history: current medications, prior providers, hospitalizations, and first-time vs returning logic
04: PHQ-9 and GAD-7 baseline screening with auto-scoring (calculation fields total the score, conditional logic flags severity)
05: Telehealth-only block: tech check (device, camera, internet), video consent, platform preference
06: Separate dated consent form (telehealth risks, no-show policy, ROI, privacy notice) with e-signature

Emails

01: Patient confirmation with first-session expectations: zero PHI in body
02: Front-desk notification: 'new submission, click to view' with no clinical content in email
03: Therapist notification: PHI-stripped, links to authenticated Jotform view only
04: Resume-link email if the patient abandons mid-form
05: 24-hour pre-visit reminder (telehealth pre-visit kit handoff for video sessions)

Workflows

01: Conditional branching invisible to the patient: one continuous form that adapts based on visit type and presenting concern
02: Auto-routing of submission to the named therapist + office manager only (no other staff see it)
03: PHQ-9/GAD-7 high-score flagging: score > 15 on PHQ-9 or > 12 on GAD-7 triggers clinical review alert before first session
04: Consent expiry tracking: annual re-consent prompt sent to returning patients if consent > 12 months old
05: Audit-trail notes on every submission for licensing-board readiness (who viewed, when, from where)

Integrations

Jotform HIPAA plan (Gold or Enterprise) with signed BAA: required
SimplePractice and TherapyNotes via structured CSV batch import
DrChrono and Athena via webhook + API for real-time intake (Done-For-You tier)
PHI-safe storage: encrypted Drive folder under BAA, or Jotform-only retention
Calendar handoff to Google Calendar, Calendly, or SimplePractice scheduling

Extras

Bilingual intake variant (English + Spanish) with mirrored branching
Mobile-first design tested on phones and tablets
Decision-log template documenting every BAA in the data path

Pick the fit. Upgrade later if you need to.

Base Kit

Ready to run, self-setup

$199

All forms, emails, and workflow configs (intake + consent + telehealth pre-visit)
HIPAA setup documentation specific to therapy practices
45-minute video walkthrough of the configuration
PHQ-9 and GAD-7 scoring logic preconfigured
14-day email support

Book a call

Pro Setup

Kit + setup call + customization

$399

Everything in Base
60-minute setup call with a Jotform HIPAA expert
BAA chain audit (Jotform + EHR + storage + scheduling)
EHR export configured for SimplePractice or TherapyNotes
Sliding-scale + insurance branching tuned to your fee schedule
30-day email support

Book a call

Done-For-You

Full implementation by me

$1500

Everything in Pro
Full implementation in your HIPAA Jotform account
Therapist + front-desk training session
Real-time API integration for DrChrono, Athena, or comparable EHR (where supported)
Bilingual intake variant (English + Spanish) configured
90-day priority support and one post-launch tuning round

Book a call

The questions I get before someone buys.

Why do I need a therapy-specific kit instead of the general patient intake?

Therapy intake branches differently. You need sliding-scale fee disclosure for cash-pay clients, insurance verification for billed sessions, presenting-concern branching that determines what history to collect, and PHQ-9/GAD-7 baseline screening that the general patient-intake kit does not include. The therapy kit also pairs intake with a separate dated consent form, which is what licensing boards expect to see for mental-health records.

Does this work with SimplePractice, TherapyNotes, or my EHR?

Yes. SimplePractice and TherapyNotes do not have deep inbound APIs for intake, so the kit exports a structured CSV that imports cleanly into either, typically run as a weekly batch. For DrChrono, Athena, or other EHRs with proper APIs, the Done-For-You tier wires a real-time webhook + API call. Most 5-10 therapist practices find weekly CSV import is enough; high-volume practices step up to API.

Is this HIPAA-compliant for mental-health records?

This kit meets HIPAA requirements when you deploy it on a Jotform HIPAA plan with a signed BAA. It also addresses the extra retention rules most states apply to mental-health records (typically 7 years for adults, often longer for minors). The kit includes the configuration to set retention at the account level. The Pro tier includes a BAA chain audit so every downstream tool (your EHR, scheduling, storage) is also under a signed BAA.

How do you handle PHI in notification emails?

PHI never appears in email bodies. Both the front-desk and therapist notifications say only 'new submission for [therapist name]: click to view'. The recipient authenticates into Jotform to see the actual content. This is what auditors expect and is one of the most common gaps in setups built without HIPAA judgment. Someone sends the patient name in a Slack channel or in an email subject line and the practice has just breached.

Can solo therapists use this, or is it only for group practices?

Solo therapists use it with the therapist-routing branch removed: just one variant. Setup time drops to about 5-7 days for a solo practice. The BAA, consent, telehealth pre-visit, and notification patterns transfer directly. Most solo therapists pick the Pro tier so the EHR export is configured for them.

What if I do not bill insurance?

The form skips the insurance verification block entirely. Cash-pay-only practices get a slightly faster setup because there is one fewer integration to audit (no clearinghouse or insurance verification tool). The form discloses sliding-scale fees based on the patient's selection.

How is this different from hiring a generic Jotform freelancer?

A generic freelancer will build the form. A Jotform HIPAA expert who has shipped therapy intake before knows that PHI cannot live in notification email bodies, that consent should be its own dated form, that PHQ-9/GAD-7 belongs at intake, that SimplePractice's inbound API is shallow, and that mental-health retention is governed by state law beyond the federal 6-year minimum. The judgment calls are where the time and risk live.

How do I hire you for a therapy practice setup?

Want help with this? . Email me. We confirm number of therapists, EHR, telehealth needs, insurance billing, and jurisdictional retention rules, then send a fixed-price proposal within 48 hours. Most small and mid-sized therapy practices ship in about two weeks.