EAP referral document workflow
EAP referral document workflow
Why EAP intake is different
Employee Assistance Program referrals add a parallel paperwork track:
- Referral letter from the EAP provider
- Authorized number of sessions
- Case number or authorization code
- Employer or program name (as permitted)
- Separate billing and reporting requirements from extended health
When EAP paperwork arrives by email while insurance forms sit in Jane, therapists discover authorization gaps at session one.
EAP checklist items
Suggested line items:
- EAP referral letter (PDF)
- Session cap / authorization confirmation
- EAP vendor contact and billing instructions
- Informed consent for psychotherapy
- Biopsychosocial intake questionnaire
- Telehealth consent (if virtual)
Clients upload through the my-id.ca portal. You verify authorization before the first billable EAP session.
Document the intake trail
Approved checklist items create a clearer intake trail for your clinical record — what you requested, what arrived, and when you accepted it. Export the package alongside other intake documents.
General information for Ontario psychotherapists and counselling practices only. Not legal, clinical, privacy, or psychotherapy advice. Not affiliated with or endorsed by CRPO or any college. Hivi-X is document-collection software — it is not a licensed psychotherapist, does not provide psychotherapy or clinical assessments, does not certify PHIPA or CRPO compliance, and does not replace your EMR or clinical record obligations. You remain the health information custodian under PHIPA. Consult qualified counsel and your professional liability insurer.
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- How do I handle EAP referrals at intake?
- Collect the EAP referral letter, authorized session count, case or authorization number, and billing instructions from the EAP vendor. Add each as a checklist line item.
- Can EAP and extended health intake share one checklist?
- You can combine items on one checklist or use a separate EAP template — whichever matches your workflow. Hivi-X supports reusable templates you build.
- Does Hivi-X bill EAP vendors?
- No. Hivi-X collects supporting documents only. Billing and session reporting stay in your practice management process.
Collect complete intake before session one
Hivi-X helps Ontario CRPO psychotherapists and counsellors collect informed consent, biopsychosocial forms, insurance cards, and telehealth consent with reusable checklists, a secure guest link (no account needed) or my-id.ca portal, self-hosted AI summaries, and exportable intake packages for Jane, Owl Practice, or your EMR.
More Psychotherapy guides
- Email is not document collection for psychotherapistsOntario CRPO practitioners lose clinical time when intake documents arrive by email and text. A checklist-first workflow keeps pre-session files organized.
- Missing documents cost therapists session timeIncomplete intake before session one burns billable clinical hours. Ontario psychotherapists lose time chasing consent, insurance, and questionnaires.
- Better client document collection for psychotherapistsChecklist-driven intake replaces email chase for Ontario CRPO practitioners — consent, insurance, and questionnaires in one therapist-controlled file.
- Stop chasing consent forms in emailInformed consent and telehealth consent should be on file before session one — not in password-protected PDF email threads.
- Practice management vs document collection for psychotherapyJane and Owl handle scheduling and charting. Hivi-X handles pre-session intake completeness — consent, insurance, and questionnaires with missing-item tracking.
- Ontario psychotherapy client intake checklistFree PDF checklist of intake documents Ontario CRPO practitioners typically collect — biopsychosocial history, consent, insurance, and telehealth.
- Therapy client intake forms in OntarioWhat intake forms CRPO practitioners collect before session one — biopsychosocial history, consent, insurance, and telehealth documentation.
- Informed consent document collectionHow Ontario psychotherapists collect informed consent and telehealth consent securely — CRPO expectations and checklist-driven collection.
- Clinical notes vs intake documentsIntake questionnaires and consent belong in a different workflow than session notes under CRPO Standard 5.1 — what Hivi-X handles vs your EMR.
- CRPO record-keeping complianceCRPO Standard 5.1 retention, successor custodian planning, and how Hivi-X supports intake documentation without replacing your EMR.
- Biopsychosocial intake questionnaire workflowCollect and review biopsychosocial history before session one — checklist tracking for Ontario psychotherapists under PHIPA.
- Risk screening intake documentationDocument risk screening at intake — self-harm, harm to others, substance use — on the checklist before session one.
- Telehealth document collectionCollect telepsychotherapy consent, emergency contacts, and client location verification before the first video session.
- Couples therapy intake checklistDual consent, individual histories, and joint presenting problem — intake checklist for Ontario couples and family therapists.
- Insurance receipt supporting documentsCollect extended health policy details, session limits, and insurance cards at intake for Ontario psychotherapy billing.
- New client onboarding for psychotherapistsFrom inquiry to session one — intake packet, consent, insurance review, and completeness check without email chase.
- PHIPA custodian duties for psychotherapistsSolo CRPO registrants are PHIPA health information custodians — how intake collection tools fit your privacy program.
- CRPO Standard 5.1 intake recordsWhat intake and consent documentation belongs in the clinical record under CRPO Standard 5.1 — and what Hivi-X collects.
- Successor custodian intake documentationCRPO Standard 6.4 successor custodian planning — document designation alongside intake checklists.
- Minor client guardian consent OntarioGuardian consent and capacity documentation for minor psychotherapy clients — checklist items for Ontario practitioners.
- Voice notes for psychotherapy intake callsRecord intake phone screens and summarize against checklist lines with self-hosted AI — no third-party AI providers.
- AI summaries for psychotherapy client filesSelf-hosted AI summarizes voice intake notes against checklist items — client data stays on Canadian infrastructure.
- Co-agent workflow for therapy practicesSupervised associates and admin staff review intake uploads on shared client files — Enterprise co-agent permissions.
- Exportable PDF package for EMR uploadGenerate checklist PDF intake summaries for Jane, Owl Practice, SimplePractice, or secure archive upload.
- Canadian-hosted document collection for psychotherapistsClient intake data on Canadian servers with AES-256-GCM at rest and self-hosted AI — relevant to PHIPA custodians.
- Secure client portal for psychotherapy documentsClients upload intake documents via secure guest link (no account needed) or the authenticated my-id.ca portal.
- Small group practice intake standardizationShared intake templates and co-agent review for 2–4 clinician Ontario psychotherapy practices.
- Solo psychotherapist intake workflowLightweight checklist intake for solo RPs and RP (Qualifying) without dedicated admin — from $39 CAD/mo.
- Jane App vs document collection for psychotherapyJane excels at scheduling and charting. Hivi-X fills the gap for pre-session intake completeness with missing-item tracking.