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Success Tip #1 How to Break The Ice With Medical Professionals Using Summary Notes



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Success Tip #1: How to Break The Ice With Medical Professionals Using Summary Notes

We started our practice back in 2009 and now provide about 900 counseling sessions each month. We want to share some of the things we have learned through the years.

Medical professionals are an excellent referral source. Sending them summary notes from existing clients with the client's written permission is one way to break the ice, allow medical professions to get to know you, and do something good for your clients.

Types of medical professionals: Medical Doctors, Nurse Practitioners, and Chiropractors

  1. Get written permission from your client to contact their medical professional and share summary notes.
  2. Keep summary notes to medical professionals brief, about 50 to 100 words. Long notes will take up their time and will risk making them angry. 
  3. Only send one summary note, per client, about once every 45 to 90 days. DO NOT send a summary note after each counseling session.
  4. Send summary notes on your letterhead, so that the medical professional and their staff become accustomed to seeing your name and your counseling center’s name.
  5. Obey all HIPPA laws and regulations! Be professional.


Sample Summary Note:

Client Summary:

Jane Doe

123 Lane Street,

Town, NJ 55555

Tel: 555-555-5555

Jane is a client at POCC and is being treated for symptoms consistent with clinical depression. Client started treatment on 2/14/17 and has been seen 7 times over the past 8 weeks. Client reports taking medication as prescribed. She reports moderate improvement. No reported suicidal ideations, plans or intent. Client is receiving cognitive behavioral therapy to help overcome depression. 


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