Nov 4, 20242 min read

Five Ways to Increase Positive Client Engagements

A strong therapist-client relationship is built on trust. If your client trusts that you will provide a safe, reliable environment, they're more likely to put in the work required to achieve the goals you've established together. Client satisfaction is also linked to increased adherence to treatment and positive outcomes.

You can build that relationship inside and outside of your scheduled sessions by investing in technology designed to create a smooth and empowering client experience.

In this article, we'll cover five actions that will improve your clients' experience before they even step foot in your office.

Automate your intake process

A male, African-American psychologist smiles as he takes notes during a couple's counseling session. Creating a positive client experience from the first session is a key part of retaining clients.

Ah, the traditional intake session. The goal is to get to know each other... once you've gotten the mountain of paperwork out of the way. By allowing potential clients to self-refer and automating your clinic's intake forms and questionnaires, you can hit the ground running from your very first session.

Bonus tip: Add a custom link to your website that lets prospective clients request a first appointment. Making you and your services simple and accessible sets the right tone.

Offer secure messaging

An Asian-American woman sits in her living room with a calm expression as she works on her laptop. Secure client-provider messaging is a helpful tool for private practice owners to utilize.

While we're on the topic of accessibility, let's talk about communication channels. A client may need to reach you but might not be able to call you — or you may be unavailable to take the call. To avoid a potentially frustrating game of phone-tag, make sure you're using an EHR with a secure messaging system, so both parties can enjoy timely, reliable two-way communication.

Send free appointment reminders

A young African-American woman checks her cell phone while running errands. Therapists can reduce client no-shows by sending appointment reminders to clients via text and email.

"No shows" are a big problem: they hurt your clinic financially, reduce your scheduling efficiency, and increase the rate of client dropout. Research shows that appointment reminders via phone, email, and — more commonly — text message can reduce the number of "no shows" your clinic experiences.

Bonus tip: Look for a practice management software that lets you send free appointment reminders. If you're getting nickel-and-dimed for this, start looking for a new system.

Keep client documentation current

A young Middle-Eastern man smiles as he inputs credit card information into his phone. Allowing secure online payments makes paying for therapy more convenient.

Expired insurance coverage, payment information, or recurring forms can create barriers to consistent practice. If you use a Client Portal (hint: you should!), make sure it has the capability to send alerts when a client's information is set to expire.

Enable online scheduling

A male and female sit in their living room, scheduling an appointment together on the woman's laptop. Allowing clients to schedule therapy appointments online reduces barriers to quality mental healthcare.

Online scheduling can seem intimidating, but it will save you time and offer your client the flexibility to book an appointment at their convenience. A good EHR will let you customize which days you allow online scheduling and set a cut-off time for online rescheduling or cancellation.

Bonus tip: Make sure telehealth clients can book their virtual sessions online too.

When paired with the right technology, these tips will help you create a responsive, supportive environment for your clients. Supported clients are happy clients who will want to stick with you for the long haul.

Did we miss something? Let us know how you generate positive client engagements in the comments.

Interested in increasing positive client engagements? Contact our team to see how Empathic Software can help you meet your goals.