{
  "format": "sealtask.public-template",
  "schemaVersion": 1,
  "templateId": "private-practice-client-intake-checklist",
  "templateVersion": 1,
  "locale": "en",
  "sourceUrl": "https://sealtask.com/templates/private-practice-client-intake-checklist/",
  "licenseUrl": "https://sealtask.com/terms/#public-templates",
  "privacyNotice": "This public artifact is plaintext. After import, readable project content is encrypted on your device; operational metadata such as identifiers, relationships, priority, state, timing, and counts remains visible to the service.",
  "usageNotice": "This template is general operational guidance, not legal, medical, tax, security, employment, compliance, or other professional advice. It does not establish compliance, and its publication is not evidence of outside professional review or approval. Review and adapt it with the responsible organizational owners, and obtain appropriate professional advice before regulated use.",
  "project": {
    "title": "Private-practice client intake",
    "description": "Coordinate a client inquiry through administrative review, source-system records, scheduling, and first-appointment readiness.",
    "defaultView": "kanban",
    "theme": {
      "color": "#7C3AED",
      "emoji": "🪴"
    },
    "anchor": {
      "label": "Proposed first appointment",
      "description": "The proposed first appointment date; intake readiness is scheduled before it and record follow-up after it.",
      "defaultOffsetDays": 7
    }
  },
  "sections": [
    {
      "key": "inquiry",
      "name": "Inquiry",
      "description": "Create a neutral source-system record, assign ownership, and acknowledge next steps."
    },
    {
      "key": "fit-boundaries",
      "name": "Fit & boundaries",
      "description": "Route suitability, urgency, scope, availability, and service boundaries to authorized owners."
    },
    {
      "key": "records-scheduling",
      "name": "Records & scheduling",
      "description": "Complete approved notices, consent, payment, scheduling, and communication workflows."
    },
    {
      "key": "first-visit",
      "name": "First appointment",
      "description": "Verify practical readiness, conduct the appointment, and update authoritative records."
    },
    {
      "key": "done",
      "name": "Done",
      "description": "Verified intake work moves here after its authoritative outcome is recorded."
    }
  ],
  "tasks": [
    {
      "key": "confirm-urgency-safety-path",
      "sectionKey": "inquiry",
      "title": "Immediately route urgency and safety signals",
      "details": "On receipt, if information may indicate urgent or emergency handling is needed, use the practice’s approved immediate process; do not wait for the proposed appointment or use this task board for monitoring.",
      "priority": 8,
      "checklist": [
        {
          "key": "process-owner-alerted",
          "title": "Approved immediate-response owner is alerted"
        },
        {
          "key": "task-board-not-monitor",
          "title": "Task board is not relied on for emergency monitoring"
        }
      ]
    },
    {
      "key": "create-neutral-inquiry-reference",
      "sectionKey": "inquiry",
      "title": "Create a neutral inquiry reference",
      "details": "Create the prospective-client record in the approved system and use only its neutral reference for task coordination here.",
      "priority": 5,
      "dueOffsetDays": -7,
      "checklist": [
        {
          "key": "source-record-created",
          "title": "Approved source-system record is created"
        },
        {
          "key": "neutral-reference-only",
          "title": "Operational tasks use a neutral reference only"
        }
      ]
    },
    {
      "key": "assign-response-owner",
      "sectionKey": "inquiry",
      "title": "Assign the response owner and target",
      "details": "Name the person responsible for the next approved communication and record the practice response target and contingency owner.",
      "priority": 3,
      "dueOffsetDays": -7,
      "checklist": [
        {
          "key": "response-owner-named",
          "title": "Response owner accepts the handoff"
        },
        {
          "key": "response-target-set",
          "title": "Response target and contingency path are set"
        }
      ]
    },
    {
      "key": "send-approved-intake-expectations",
      "sectionKey": "inquiry",
      "title": "Send approved intake expectations",
      "details": "Use the practice-approved channel and copy to explain the intake process, response timing, emergency boundary, and next required action.",
      "priority": 5,
      "dueOffsetDays": -6,
      "checklist": [
        {
          "key": "approved-channel-used",
          "title": "Communication uses the approved channel"
        },
        {
          "key": "boundaries-included",
          "title": "Timing and emergency boundaries are included"
        }
      ]
    },
    {
      "key": "confirm-minimum-administrative-inputs",
      "sectionKey": "inquiry",
      "title": "Confirm minimum administrative inputs",
      "details": "Verify in the approved system that only the minimum information needed for authorized routing and scheduling review is available.",
      "priority": 3,
      "dueOffsetDays": -6,
      "checklist": [
        {
          "key": "minimum-inputs-present",
          "title": "Required administrative inputs are present"
        },
        {
          "key": "clinical-detail-not-copied",
          "title": "Clinical detail is not copied into operational tasks"
        }
      ]
    },
    {
      "key": "route-clinician-fit-review",
      "sectionKey": "fit-boundaries",
      "title": "Route the authorized fit and scope review",
      "details": "Assign the inquiry to the qualified practice owner who decides scope, suitability, licensure, capacity, and any required escalation.",
      "priority": 5,
      "dueOffsetDays": -5,
      "checklist": [
        {
          "key": "qualified-owner-assigned",
          "title": "Qualified decision owner is assigned"
        },
        {
          "key": "decision-in-source-record",
          "title": "Decision is preserved in the approved record"
        }
      ]
    },
    {
      "key": "confirm-service-payment-boundaries",
      "sectionKey": "fit-boundaries",
      "title": "Confirm service and payment boundaries",
      "details": "Have authorized owners confirm service format, availability, fees, payment method, and insurance or referral workflow where applicable.",
      "priority": 3,
      "dueOffsetDays": -4,
      "checklist": [
        {
          "key": "service-boundaries-confirmed",
          "title": "Service boundaries are confirmed by the owner"
        },
        {
          "key": "payment-path-confirmed",
          "title": "Approved payment or coverage path is confirmed"
        }
      ]
    },
    {
      "key": "record-intake-outcome",
      "sectionKey": "fit-boundaries",
      "title": "Record the intake decision and next path",
      "details": "Record the authoritative proceed, wait, refer, or not-accepted outcome in the approved system and assign its communication owner.",
      "priority": 5,
      "dueOffsetDays": -3,
      "checklist": [
        {
          "key": "outcome-recorded",
          "title": "Authoritative intake outcome is recorded"
        },
        {
          "key": "communication-owner-assigned",
          "title": "Next communication has an accountable owner"
        }
      ]
    },
    {
      "key": "complete-notice-consent-records",
      "sectionKey": "records-scheduling",
      "title": "Complete required notice and consent records",
      "details": "Route practice-approved privacy, service, communication, consent, and acknowledgement records through their authoritative system.",
      "priority": 5,
      "dueOffsetDays": -3,
      "checklist": [
        {
          "key": "required-records-routed",
          "title": "Required records are routed through approved systems"
        },
        {
          "key": "completion-authoritative",
          "title": "Completion status is authoritative outside this checklist"
        }
      ]
    },
    {
      "key": "complete-payment-setup",
      "sectionKey": "records-scheduling",
      "title": "Complete approved payment setup",
      "details": "Use the authorized payment or billing system to complete required setup without placing account, card, insurance, or financial details here.",
      "priority": 3,
      "dueOffsetDays": -2,
      "checklist": [
        {
          "key": "approved-payment-system",
          "title": "Setup uses the approved payment or billing system"
        },
        {
          "key": "sensitive-data-excluded",
          "title": "Financial and coverage details stay out of tasks"
        }
      ]
    },
    {
      "key": "schedule-first-appointment",
      "sectionKey": "records-scheduling",
      "title": "Schedule the first appointment authoritatively",
      "details": "Confirm date, format, location or approved connection method, clinician, reminders, cancellation terms, and time zone in the scheduling system.",
      "priority": 5,
      "dueOffsetDays": -2,
      "checklist": [
        {
          "key": "appointment-in-source-calendar",
          "title": "Appointment is in the authoritative schedule"
        },
        {
          "key": "instructions-delivered",
          "title": "Approved practical instructions are delivered"
        }
      ]
    },
    {
      "key": "verify-first-visit-readiness",
      "sectionKey": "first-visit",
      "title": "Verify first-appointment readiness",
      "details": "Confirm required administrative records, clinician assignment, room or approved connection, accessibility arrangements, and contingency path.",
      "priority": 5,
      "dueOffsetDays": -1,
      "checklist": [
        {
          "key": "administrative-ready",
          "title": "Required administrative records are ready"
        },
        {
          "key": "visit-logistics-ready",
          "title": "Visit logistics and contingency path are ready"
        }
      ]
    },
    {
      "key": "complete-post-visit-record-check",
      "sectionKey": "first-visit",
      "title": "Complete the post-appointment record check when a visit occurs",
      "details": "When an appointment occurs, ask authorized owners to confirm the scheduling, payment, clinical, consent, and follow-up records required by practice procedure are current.",
      "priority": 5,
      "dueOffsetDays": 1,
      "checklist": [
        {
          "key": "source-records-current",
          "title": "Required source-system records are current"
        },
        {
          "key": "follow-up-owned",
          "title": "Outstanding follow-up has an accountable owner"
        }
      ]
    },
    {
      "key": "complete-not-accepted-closeout",
      "sectionKey": "first-visit",
      "title": "Promptly complete the not-accepted closeout when applicable",
      "details": "Promptly after a not-accepted decision, confirm approved communication, referral information where appropriate, record disposition, and removal of unnecessary access; do not wait for the proposed appointment.",
      "priority": 5,
      "checklist": [
        {
          "key": "communication-status-recorded",
          "title": "Authoritative communication status is recorded"
        },
        {
          "key": "record-access-closed",
          "title": "Required record and access closeout is complete"
        }
      ]
    }
  ]
}