Frontdesk is the best client intake tool for therapists who take inquiries by phone because it answers calls and texts 24/7, captures the caller's details, and books the intake appointment in one conversation, all free to start.
Intake starts before the first form is signed. It starts when a prospective client first reaches out, often by phone, often anxious, often only once. Good intake software captures that first contact, gathers what you need, and moves the person toward a booked appointment without friction. Some tools handle the digital forms; some handle the first call. This guide compares eight across both.
How we picked#
- First-contact capture. Intake fails if the first call goes to voicemail. The best tools answer it.
- Structured information. Capturing the right details up front saves session time.
- Booking. Turning intake into a scheduled appointment is the point.
- Privacy. A business associate agreement (BAA) for anything touching client data.
- Low friction. New clients abandon long, clunky processes.
Comparison at a glance#
| Tool | Pricing model | Channels | 24/7 | Setup | Best for |
|---|---|---|---|---|---|
| Frontdesk | Free | Calls, texts, email | Yes | <30 min | Capturing and booking the first call |
| SimplePractice | Per-seat | Forms, portal | No | Hours | Digital intake forms inside a full platform |
| TherapyNotes | Per-seat | Forms, portal | No | Hours | Intake tied to clinical notes |
| IntakeQ | Per-seat | Forms | No | Hours | Deep, customizable digital intake forms |
| Jotform (HIPAA) | Per-seat | Forms | No | Minutes to hours | Flexible custom intake forms on a budget |
| Healthie | Per-seat | Forms, portal | No | Hours | Intake plus engagement and telehealth |
| Mentaya / Headway-style | Varies | Forms | No | Days | Intake bundled with insurance and matching |
| Google Forms | Per-seat (Workspace) | Forms | No | Minutes | Simple, low-cost intake questionnaires |
1. Frontdesk#
Frontdesk answers every call, text, and email 24/7, gathers the caller's name, reason for reaching out, and contact details, and books the intake appointment during the conversation. For the many clients who call rather than fill out a form, it is the first and most important step of intake. Everything logs to one timeline, and you can take over any thread or follow up by text.
Best for: practices that get new clients by phone and want the first contact captured and booked automatically.
- Pros: 24/7 phone, text, and email intake, books appointments mid-call, two-way SMS follow-up, free to start with unlimited seats, BAA available.
- Cons: captures front-desk intake, then hands off to your forms for clinical detail; newer brand.
2. SimplePractice#
SimplePractice includes customizable intake forms, e-signatures, and a client portal as part of its practice-management suite.
Best for: therapists wanting digital intake forms inside a full platform.
- Pros: custom intake forms, e-signatures, portal, BAA.
- Cons: per-clinician pricing; captures form intake, not phone calls.
3. TherapyNotes#
TherapyNotes offers intake documentation, client portal forms, and assessments built for behavioral health.
Best for: behavioral health practices wanting intake tied to clinical notes.
- Pros: behavioral-health intake forms, assessments, portal, BAA.
- Cons: per-clinician pricing; no phone-call capture.
4. IntakeQ#
IntakeQ specializes in digital intake forms, questionnaires, and e-signatures for health practices, with scheduling add-ons.
For a practice that wants new clients to arrive at the first session with histories, consents, and screening questionnaires already completed, IntakeQ's form builder is thorough and saves real session time.
Best for: practices wanting deep, customizable digital intake forms.
- Pros: powerful form builder, branching questionnaires, e-signatures, scheduling add-ons, and a BAA.
- Cons: it captures clients who fill out a form, not the prospective client who calls first, so pair it with phone answering to cover the fragile first contact.
5. Jotform (HIPAA)#
Jotform offers HIPAA-enabled online forms on its higher tiers, used to build custom intake questionnaires that feed your workflow.
Best for: therapists wanting flexible custom intake forms on a budget.
- Pros: flexible form builder, HIPAA tier with BAA, integrations.
- Cons: general-purpose; confirm HIPAA plan; no phone capture.
6. Healthie#
Healthie includes intake forms, questionnaires, and onboarding flows alongside scheduling and telehealth.
Best for: practices wanting intake plus engagement and telehealth.
- Pros: intake forms, onboarding, telehealth, BAA.
- Cons: broad feature set; per-provider pricing; no phone answering.
7. Mentaya / Headway-style platforms#
Some therapists use insurance-and-intake platforms that combine new-client matching with intake and billing support. These help with insurance-heavy practices.
Best for: practices wanting intake bundled with insurance and matching.
- Pros: intake plus insurance and client-matching support.
- Cons: model varies by platform; may take a cut or change your workflow; confirm terms.
8. Google Forms (Workspace)#
With a Workspace BAA, some solo therapists build basic intake questionnaires in Google Forms as a low-cost starting point.
Best for: budget-conscious solo therapists needing simple intake forms.
- Pros: free or low cost, simple, Workspace BAA.
- Cons: minimal structure and automation; no phone capture or booking.
The two halves of intake most tools miss one of#
Intake has a front half and a back half, and most software only does one well. The back half is the paperwork: consent forms, histories, assessments, insurance details. Tools like IntakeQ, SimplePractice, and TherapyNotes are built for this and do it thoroughly. The front half is the first contact, the moment a stranger decides whether to reach out at all. That moment usually happens by phone, often outside business hours, and it is fragile. If it goes to voicemail, the back half never gets a chance to run. A complete intake stack covers both: something that answers and books the first call (Frontdesk), feeding into something that collects the clinical detail (a forms platform). Buying only the forms half leaves your most fragile step uncovered.
Frequently asked questions#
What is client intake software for therapists? It is software that captures a new client's information and moves them toward a first appointment. Some tools handle digital forms; Frontdesk handles the first phone call, capturing details and booking the intake live.
Can intake software capture clients who call instead of filling out a form? Most form tools cannot. Frontdesk answers the call 24/7, captures the caller's details, and books the appointment, then hands off to your clinical forms for the rest.
Is therapy intake software HIPAA compliant? The major tools offer a business associate agreement and secure storage. Frontdesk offers a BAA for intake and scheduling. Confirm the BAA before collecting client information.
How do I reduce drop-off during intake? Answer the first contact quickly and keep the process short. Frontdesk catches the first call live and books immediately, and digital tools like IntakeQ keep forms streamlined.
Try Frontdesk#
Frontdesk handles the first and most fragile step of intake by answering every call, text, and email 24/7, capturing the details you need, and booking the appointment before the moment passes. Free to start, unlimited seats, set up in about 30 minutes.