Free Tool

Therapy Practice New Client Qualification Checklist

Therapy clients take a real step to pick up the phone. These intake questions capture what you need to match them with the right therapist and confirm the first session — without making them feel screened.

Average therapy job value: $150–$300/session

✓8 qualification questions with context

✓Hot and cold lead signals explained

✓Interactive — check off as you go

Therapy Lead Qualification Questions

Check each question as you ask it. Tap "Hot signal" if the answer matches.

Is this a new inquiry or are you a returning client?

Different intake workflows. Returning clients may have records on file.

What brings you to therapy right now?

General presenting concern — not for diagnosis, but to confirm specialty fit.

Are you looking for individual therapy, couples, or family sessions?

Modality affects availability, pricing, and therapist matching.

Do you have a preference for telehealth or in-person?

Telehealth opens broader availability. In-person is more limited by location.

Do you have insurance, or would you be paying out of pocket?

Insurance billing adds verification steps. Self-pay is simpler to schedule.

Are there any days or times that work best for you?

Matching a slot immediately increases conversion — callers who have to wait often don't follow through.

Is there any urgency — are you in crisis or needing to be seen soon?

Crisis requires immediate escalation or referral. Non-urgent = standard intake flow.

What's your name and the best number to reach you for a brief intake call?

First step in formal intake. The callback confirms their interest.

Tap a question to mark it as asked

Hot lead signs

▲Presenting concern matches therapist specialty
▲Flexible for scheduling (telehealth, evening availability)
▲Has insurance or clear self-pay intent
▲New to therapy — building a long-term relationship

Cold lead signs

Out-of-network insurance only
Modality mismatch (needs couples, only individual available)
Needs services outside practice scope

Example lead qualification outcomes

Hot Lead

•Presenting concern matches therapist specialty
•Flexible for scheduling (telehealth, evening availability)

Prioritize callback within 5 minutes

Warm Lead

•New to therapy — building a long-term relationship
•Callback window is flexible

Schedule callback within the hour

Low Priority

•Out-of-network insurance only
•Modality mismatch (needs couples, only individual available)

Add to nurture queue, no rush

What is lead qualification for therapists?

Lead qualification is the process of asking specific questions to determine whether an inbound caller is a good fit for your services, how urgently they need help, and what the potential job value is — before you dispatch, schedule, or invest significant time in the conversation.

For therapists, qualification matters because inbound calls vary dramatically in value and urgency. The same phone line receives calls from presenting concern matches therapist specialty and from casual price-shoppers who may never book. A therapy business without a qualification process treats all calls equally — which means your best jobs compete for attention with your least profitable ones.

The checklist above captures the 8 questions that distinguish high-value therapy leads from low-priority inquiries. Each question is chosen because the answer directly predicts urgency, job size, or likelihood to convert. Used consistently, these questions help you prioritize your callbacks, prepare your dispatch, and close more of the jobs worth closing.

Stop Wasting Callbacks

Not every inbound call deserves the same priority

A lead who needs a system replaced today and a lead who is "just wondering about pricing" are both inbound calls — but one is worth your immediate attention and one can wait for a scheduled callback. Without a qualification framework, you treat both the same, which means burning hours on low-value inquiries while high-value leads cool off.

Illustration showing two leads being triaged by urgency and job value

The First 90 Seconds

The questions you ask in the first 90 seconds determine whether you close the job

Research from sales conversion studies shows that the first call is when intent is highest. Callers who are shopping 2-3 providers book with whoever sounds most prepared and competent. Asking the right qualifying questions signals expertise and builds trust — before you've ever seen the job. Businesses with a structured qualification process close 30–40% more inbound leads than those who wing it.

Illustration of the first 90 seconds of a service call

Always-On Qualification

Your AI receptionist asks these questions automatically — even when you can't pick up

InboundCollie runs your qualification checklist on every inbound call, 24/7. When a lead calls at 9pm, on a job, or during a rush, your AI receptionist asks the right questions, identifies the hot signals, and sends you a complete summary before you call back. You arrive at the callback with full context — so you can respond like you were there for the call.

Illustration of AI receptionist capturing lead qualification data automatically

How InboundCollie runs your qualification checklist automatically

Never miss a high-value therapy lead because you were on a job, on another call, or after hours.

AI answers every call with your business name

When a therapy lead calls and you can't pick up, InboundCollie answers within seconds. The caller hears a professional, helpful voice — not voicemail.

Qualification questions asked naturally in conversation

The AI works through your therapy qualification checklist in natural conversation — not as a robotic script. Hot signals are identified automatically.

You get a complete lead summary before calling back

Within 30 seconds of the call ending, you receive a text and email with all qualification answers, hot signals identified, and the caller's contact details. You call back fully prepared.

Frequently asked questions

Why should I qualify leads before dispatching?

Qualification protects your highest-value resource: your time on-site and your callback hours. Without qualification, you spend the same dispatch energy on a $5,000 job and a $150 estimate request. A structured checklist lets you prioritize emergency and high-value calls, delay lower-urgency inquiries, and identify leads that are unlikely to convert before you invest field time.

Can I use these questions even if I answer calls myself?

Yes. The checklist is designed to work whether you're answering live, using a receptionist, or using an AI answering service. Print it and keep it next to the phone, or train your team to run through it in the first 90 seconds of every call. Even asking 3-4 of these questions consistently will improve your close rate on qualified leads.

How does InboundCollie use these qualification questions?

InboundCollie is configured with your business's specific qualification criteria. When a lead calls and you can't pick up, the AI receptionist works through the qualification questions naturally in conversation — not as a robotic script. At the end of the call, you receive a complete lead summary including job type, urgency level, hot signals detected, and the caller's contact details.

What if a lead won't answer all the questions?

Most callers will answer 4-6 of the questions naturally when asked conversationally. The hot signals come from a combination of what they say and what they don't say — a lead who refuses to share their location or seems evasive about budget is itself a qualifying signal. InboundCollie is trained to capture partial information and flag what's missing in the summary.

Run this checklist automatically on every therapy call

InboundCollie answers calls when you can't, asks your qualification questions, and sends you a complete lead summary before you call back. Set up in under 10 minutes.

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