tokens: The intake workflow starts with a notice by telephone at the secretarial office of the mental health care institute . This notice is done by the family doctor of somebody who is in need of mental treatment . The secretarial worker inquires after the name and residence of the patient . On the basis of this information , the doctor is put through to the nursing officer responsible for the part of the region that the patient lives in . The nursing officer makes a full inquiry into the mental , health , and social state of the patient in question . This information is recorded on a registration form . At the end of the conversation , this form is handed in at the secretarial office of the institute . Here , the information on the form is stored in the information system and subsequently printed . For new patients , a patient file is created . The registration form as well as the print from the information system are stored in the patient file . Patient files are kept at the secretarial office and may not leave the building . At the secretarial office , two registration cards are produced for respectively the future first and second intaker of the patient . The registration card contains a set of basic patient data . The new patient is added on the list of new notices . Halfway the week , at Wednesday , a staff meeting of the entire medical team takes place . The medical team consists of social-medical workers , physicians , and a psychiatrist . At this meeting , the team-leader assigns all new patients on the list of new notices to members of the team . Each patient will be assigned to a social-medical worker , who will act as the first intaker of the patient . One of the physicians will act as the second intaker . In assigning intakers , the teamleader takes into account their expertise , the region they are responsible for , earlier contacts they might have had with the patient , and their case load . The assignments are recorded on an assignment list which is handed to the secretarial office . For each new assignment , it is also determined whether the medical file of the patient is required . This information is added to the assignment list . The secretarial office stores the assignment of each patient of the assignment list in the information system . It passes the produced registration cards to the first and second intaker of each newly assigned patient . An intaker keeps this registration with him at times when visiting the patient and in his close proximity when he is at the office . For each patient for which the medical file is required , the secretarial office prepares and sends a letter to the family doctor of the patient , requesting for a copy of the medical file . As soon as this copy is received , the secretarial office will inform the second intaker and add the copy to the patient file . The first intaker plans a meeting with the patient as soon as this is possible . During the first meeting , the patient is examined using a standard checklist which is filled out . Additional observations are registered in a personal notebook . After a visit , the first intaker puts a copy of these notes in the file of a patient . The standard checklist is also added to the patient's file . The second intaker plans the first meeting only after the medical information of the physician if required has been received . Physicians use dictaphones to record their observations made during meetings with patients . The secretarial office types out these tapes , after which the information is added to the patient file . As soon as the meetings of the first and second intaker with the patient have taken place , the secretarial office puts the patient on the list of patients that reach this status . For the staff meeting on Wednesday , they provide the team-leader with a list of these patients . For each of these patients , the first and second intaker together with the team-leader and the attending psychiatrist formulate a treatment plan . This treatment plan formally ends the intake procedure .