The 15-Minute Intake Audit for Therapy Practices

The 15-Minute Intake Audit for Therapy Practices

The fixes are usually straightforward, and a few changes can give back hours each week.

Sections

• Can people find you? (start here)0/4
• How much of your inquiry handling is manual?0/4
• How much do you chase during intake?0/4
• What are you still doing by hand?0/4

What to fix first

• Google profile. Your Google Business Profile is claimed and complete.
  Costs you: People searching locally find outdated or missing details before they find you.
  Fix: Confirm your hours, services and location (or telehealth coverage), and add current photos.
• Specialty pages. Each main specialty has its own page.
  Costs you: Visitors searching for a specific need land on a generic page and leave.
  Fix: Start with your two or three most common, each with a clear heading.
• Fast on phone. Your site loads quickly on a phone.
  Costs you: Slow pages lose visitors before they read a word.
  Fix: Compress large images first. They're usually the culprit.
• Clear first screen. The first screen says who you help, where you practice, and what to do next.
  Costs you: Visitors hunt for the basics, then leave.
  Fix: One plain sentence plus one obvious button, like "Book a consultation."
• One inbox. Every inquiry (form, email, call, message) lands in one place.
  Costs you: Checking three inboxes and a voicemail box every day, and the occasional inquiry that gets missed.
  Fix: Route your forms and booking link to one inbox or one tool, and tell callers where to go.
• Auto-confirmation. People get an automatic confirmation right after they reach out.
  Costs you: Anxious follow-up messages, or people contacting another practice.
  Fix: Turn on an auto-reply that says what happens next and when they'll hear from you.
• Self-booking. People can book a consultation themselves, without email back-and-forth about times.
  Costs you: Three or four messages to settle one appointment.
  Fix: Add a booking link that shows your real availability.
• FAQ. Your site answers the questions you hear over and over (fees, insurance, sliding scale, who you work with).
  Costs you: Answering identical questions by email and phone, and consults with people who were never a fit.
  Fix: Write a short FAQ from your last 10 inquiries and put it on your homepage and booking page.
• Mobile paperwork. New clients complete paperwork on their phone, with no printing and no PDF packets.
  Costs you: Emailing forms, waiting, re-sending, and scanning.
  Fix: Move the packet into your practice software's online forms, or another mobile-friendly form tool.
• Auto nudges. Incomplete paperwork gets an automatic nudge, so you don't send the reminder yourself.
  Costs you: A running list in your head of who still owes you what.
  Fix: Turn on automatic follow-ups for unfinished forms, or use a saved template.
• Auto reminders. Appointment reminders go out automatically.
  Costs you: Sending them by hand, or fielding "what time is it again?"
  Fix: Enable reminders in your scheduling tool, kept short.
• Enter once. New-client details go into your practice system once, not typed in a second time.
  Costs you: Retyping names, contact details and appointment info between a form, a calendar and a client record.
  Fix: Connect your form or booking tool to your practice software, or collect everything in one place.
• Self-reschedule. Clients can reschedule or cancel on their own, within your policy.
  Costs you: Every change is a message you read, a calendar edit and a reply.
  Fix: Turn on self-service rescheduling with your cutoff rules.
• Auto receipts. Receipts and payment confirmations are sent automatically.
  Costs you: Sending receipts or invoices by hand and keeping track of who paid.
  Fix: Set up automatic receipts in your payment tool.
• Templates. Welcome emails and routine follow-ups use templates or run on their own.
  Costs you: Writing the same message from scratch every time.
  Fix: Save a template for each recurring message, then automate the ones that never change.
• Runs without you. If you were out for a week, inquiries and intake would still move forward.
  Costs you: A practice that depends on you for every small step.
  Fix: Write the steps down (who replies, what they send, how a booking is confirmed) and automate what you can.

Time worksheet

Total: 0 minutes a week (0.0 hours), about 0 hours a year.

Your own estimates, plain multiplication. No assumptions added.