Guide

Therapy client intake forms in Ontario: what CRPO practitioners collect

Therapy client intake forms in Ontario are the pre-treatment documents CRPO practitioners collect before session one: biopsychosocial history, risk screening, informed consent, insurance or EAP details, and telehealth consent when applicable. These are distinct from clinical session notes under Standard 5.1. Hivi-X replaces email chasing with reusable Ontario intake checklists, secure guest link or my-id.ca portal uploads, and missing-item tracking.

What forms belong before session 1

Ontario psychotherapists typically collect a biopsychosocial history questionnaire, presenting problem and risk screening, prior treatment history, and informed consent for treatment — including fees, limits of confidentiality, and cancellation policy. If you bill extended health or accept EAP referrals, policy details and session authorization belong in the intake packet too.

Telepsychotherapy adds technology and privacy consent, emergency contact verification, and client location documentation. These are intake documents — not session notes. CRPO Standard 5.1 governs the ongoing clinical record; intake forms are the files that belong in that record before and alongside treatment notes.

Why email fails under PHIPA

Solo CRPO registrants are health information custodians under PHIPA. Sending psychosocial history, insurance card photos, and unsigned consent forms through unencrypted email is a common workaround — not a custody strategy. Clients notice when intake feels unsafe, and scattered attachments make it hard to know whether the file is complete before the 50-minute slot.

No single view of completed vs outstanding intake items.
Sensitive psychosocial history in email threads and text messages.
Consent still unsigned when session one begins.
Insurance and EAP paperwork in separate channels.

Checklist workflow with Hivi-X (honest v1)

Build a reusable Ontario psychotherapy intake checklist — individual, couples, or telehealth — and attach it to each client record. Share the checklist via secure guest link (no account needed) or my-id.ca portal. Track what is missing, approve or reject each upload, and export an organized PDF intake package for your clinical record system or EMR.

Hivi-X is the intake layer alongside Jane, Owl Practice, SimplePractice, or paper notes — not an EMR replacement. You build your own templates in v1; there is no pre-seeded CRPO template pack in the app library yet.

Collect intake documents without the email chase

Share a checklist via secure guest link (no account needed) or my-id.ca portal, track what's missing, and export an organized intake package.

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FAQ

Typically contact and emergency details, presenting problem, biopsychosocial history, prior treatment, risk screening, informed consent (fees, confidentiality limits, cancellation), insurance or EAP details if applicable, and telehealth consent for virtual sessions. Exact items depend on your modality and practice setting.

Yes — and they should when possible. Hivi-X lets clients upload intake documents via a secure guest link (no account needed) or the my-id.ca portal before session one so you can review completeness and approve submissions in advance.

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. Last updated 2026-07-09.