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Contacting Therapists/Psychiatrists: A How To Guide

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Many of the web platforms in the search tools tab, allow you to email a therapist privately from the site to arrange a call or set up an appointment. However, you may still need to use the phone to connect with the therapist to confirm they meet your requirements (insurance they accept, specialties they work with, experience with issues you want to address, etc) and some therapists decline to use email for confidentiality or other reasons.

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Return to Options for Care Outside of CAPS  

Things to Know

  • If you use the phone for contact, know that most mental health clinicians do not have an administrative staff answering phones, so you may need to leave a voicemail and be prepared to answer a return call.
  • It is best to select a minimum of 3-5 providers, and reach out to all of them in one sitting, as it is common for practices to be full or holding a wait list- the more providers you contact, the better chance to link with a therapist and an appointment time that works for you!

How To Guide

For any phone call, expect to get confidential voicemail and to leave a voicemail. In your first communication with a provider, provide this information on the voicemail, or in the email message:

  • Your name 
  • Your identity as a Stanford student
  • If you received their name from someone, tell them who referred you (eg: Stanford CAPS or the name of your CAPS therapist)
  • If you plan to use insurance, share your insurance name (eg: Cardinal Care student health insurance through Aetna, Anthem Blue Cross, United, etc.) and ask if they are currently accepting new clients with your insurance plan. 
  • Your preference for follow up (you can give both options for phone and email, but let them know if one is best- phone or email)
  • Your phone number and what times/days are best to contact you directly. Let them know it is okay for them to leave a voicemail on your phone. 
  • Your email address and that it is OK for them to contact you and on email if they are willing to use email. (some therapists and MDs will not use email)
  • Request that they contact you to let you know either way, if they have an opening or if they are full.

Checklist

  • Make sure that your phone has voicemail set up and the voicemail box is not full. 
  • Answer calls that come in, even if they are “unknown” number, to avoid missing the call-backs from therapists
  • Check your spam or “other” box in your email to prevent missing responses or reach-outs from therapists via email
  • Don’t hesitate to send a follow-up message or call if you do not hear back within 48 hours

How to Interview and Choose

You may find it helpful to spend a couple of minutes on the phone with several clinicians to get a sense of who you feel a connection with. 

You may also choose to meet with a couple of different clinicians, then decide who you feel most comfortable with. It is okay to talk with or meet with a couple of different people, then make a decision about whom you would like to continue with. You are welcome to tell the providers you are doing this. 

For example, “I am talking with a couple of therapists to get a feel for who might be the best fit for me. I’d like to talk with you for a couple of minutes about how we might work together. If this feels like the best fit, could I call you back  or email you to schedule an appointment?” 

If you talk with or meet with a couple of therapists, you may find it helpful to ask about the following when you are trying to get a sense of who might be a good fit: 

  • Tell them a little about how you are feeling and what you are struggling with. Ask how they might help someone with your concerns. What experience do they have helping someone with the types of problems you are experiencing? 
  • Could they describe their approach to treatment? 
  • What are their specialties? 
  • What hours are they available to see you?
  • Any other questions you have for them.