Trauma-Informed Intake Commentary

During the intake process, prospective clients may be asked to fill out screening and/or assessment forms. It is recommended that the intake form is blended into normal processes and conversation so that the client regards intake as a conversation and comfortable process, rather than an interview. To do so, advocates and/or staff can use the intake form as a guide while meeting with the client and naturally incorporate the questions into conversation.

Before continuing with screening questions, the organization should also clearly communicate confidentiality policies. Confidentiality statements allow the client to provide informed consent to how their information will be stored, utilized, and shared. Reinforce your state’s mandated reporting laws and your role as the organization to uphold confidentiality. It is recommended that a clear confidentiality policy is communicated at the beginning of all contact with clients and should read something like the following: 

I wanted to let you know before we begin talking that this conversation is confidential. This means I will not share details about our call to anyone outside of our program without your consent.  However, there are some times when I might have to share details about this conversation. I am telling you about this now because I care about you and want you to feel safe and in control of your story. I will have to share details about this call with a third party if you disclose any of the following: 

• There is ongoing physical or sexual abuse or neglect of any person under 18 years of age, an elderly person, or a disabled person 

• You are threatening serious harm to another person

• Someone else is threatening serious harm to you that will imminently take place

• If there is evidence that you are a danger to yourself and I believe that you are likely to harm yourself or end your life unless protective measures are taken

I will always tell you if I am going to contact another individual regarding the details that you share with me. I want to remind you that these are safety measures that are for your protection. Do you have any questions about confidentiality? 

Although it might be instinctual for service providers to conduct a thorough initial intake that details a survivor’s information and personal experiences, the intake form should be clear and concise. The only personal information that should be gathered in the intake form itself should be identifying information/demographic information required for state regulation/funders, information about mental/physical health (including medication), client goals for program engagement, and a safety assessment. 

Additional mental health screening forms can be included in the intake process in order to identify client functioning. Consider incorporating a PTSD screening, a depression screening, an anxiety screening, a substance use screening, and a Adverse Childhood Experience (ACEs) screening (links to well-researched and highly regarded screenings have been included for reference, but other screenings can be substituted to align with program standard practice). These screenings allow for data collection that can be utilized in program goal setting, as well as provide counselors and therapists with essential information for treatment. Occasionally, these screenings can be triggering or troublesome for survivors to complete. Allow clients to take breaks in the intake process or step away from mental health screenings altogether until they feel more stabilized in your program. 

The intake process also might be the time where your organization should be confirming that the potential client has been trafficked. Identifying trafficking in a client should be done along the guidelines of your state, but when possible, adherence to the U.S. The Department of Justice’s Trafficking Victim Identification Tool (TVIT) should be prioritized.

 The intake process must be a time to get to know the whole person and not the survivor’s victimization and trauma. While information regarding a survivor’s trafficking and exploitation is important for identifying necessary services and information, the initial intake is not the time to request that a survivor shares their story. Many survivors choose to only share aspects of their story in a therapeutic setting after building many weeks of rapport with their provider. Asking for detailed information beyond what is included in the TVIT does not utilize a trauma-informed approach.