- Apr 30
When a Client Inquiry Doesn’t Quite Feel Right: Scam Patterns Therapists Should Be Aware Of
By Rebecca Stone, LMHC-QS of Stone Counseling & Consulting Services, LLC
As therapists, we aim to be open, responsive, and compassionate—especially when someone reaches out for help. But occasionally, an inquiry comes in that doesn’t quite feel right. Maybe the email address is strange, the email content is vague, the sender insists on a specific communication method, or something about the interaction feels off.
While many unusual inquiries are simply from nervous or privacy-conscious clients, some may be part of broader scam patterns targeting healthcare providers. Knowing the difference—and how to respond—can help protect your time, your practice, and your clients.
A Common Scenario
You receive an email like this:
“Hi, I’m interested in your therapy services and would like to schedule a Zoom consultation to see if we’re a good fit. Please let me know your availability.”
At first glance, this seems normal. But then:
The email address looks autogenerated or resembles common name-number patterns (e.g., random letters/numbers).
The message is very generic.
The sender insists on Zoom, even if your practice uses phone consultations or a structured scheduling system.
Individually, these details may not mean much. Together, they can signal caution.
Potential Red Flags to Watch For
Disposable or Randomized Email Addresses
Emails with unrelated letters and numbers (e.g., ab12cd3@gmail.com) are often used for anonymity. While some legitimate clients prefer privacy, scammers frequently use these to avoid traceability. Email addresses with FirstnameLastname##@gmail.com are also common because they may "pass" as legitimate looking, but the message content may not.
Generic, Template-Like Language
Messages that could be sent to any therapist—without referencing your name, specialty, or location, or demonstrating familiarity with your practice; or even asking you to provide that information to them—may indicate mass outreach.
Unusual or Inconsistent Writing Quality
Pay attention to writing that feels slightly “off” in ways that don’t match a typical client inquiry. This can include unusual punctuation patterns, inconsistent capitalization, overly formal or oddly stilted phrasing, or grammar that seems either strangely generic or subtly incorrect in repetitive ways. While many legitimate clients may simply be rushed, non-native English speakers, or uncomfortable writing about mental health, some scam or mass-generated messages can also show these patterns due to templated content or automated text generation. What matters is not any single writing quirk, but whether the communication feels generally generic, inconsistent, or disconnected from a real person’s voice and context.
Pushing for a Specific Platform
If a sender insists on using Zoom (or another video platform) for a brief consultation or resists your established intake process, this is worth noting. While many legitimate clients prefer video for convenience or comfort, scammers may also push for live video interaction because it can help accelerate trust-building and reduce the structure present in your usual systems. Real-time conversation can make it easier to apply subtle pressure, request exceptions, or steer toward atypical arrangements such as alternative payment methods or urgency-based scheduling. In some scam patterns, video calls may also create opportunities for manipulation through perceived credibility, and—more rarely—but importantly, there is a risk that sessions could be recorded without consent and later misused. The concern is not the platform itself, but when it is paired with resistance to standard procedures or boundary-setting.
Ignoring Your Intake Process
Legitimate clients typically follow clear next steps when provided (e.g., scheduling links, intake forms). Repeated attempts to bypass your system can be a red flag.
Unusual Payment Behavior
Watch for classic scam tactics, such as offers to prepay without a session scheduled, overpayments with requests for refunds, or third-party payment arrangements.
Why This Matters
Therapists are particularly vulnerable targets because:
We are trained to be empathetic and accommodating
We often work independently without administrative screening
Our services involve trust and personal connection
Scammers may exploit these qualities to initiate fraudulent transactions or gain access to sensitive systems.
A particularly common scheme in service-based professions is the overpayment and refund scam, where a client sends more money than required and then requests that the difference be refunded—often before the original payment clears or is revealed to be fraudulent. This can result in financial loss if funds are returned prematurely.
How to Respond Safely and Professionally
The goal is not to assume bad intent—but to maintain clear, consistent boundaries.
Stick to Your Established Process
Require all new clients to:
Use your official scheduling system
Complete intake forms
Follow your standard onboarding steps
Avoid Deviating from Your Policies
If your practice uses phone consultations, do not switch to Zoom (or similar platforms) for unverified contacts.
Limit Back-and-Forth Email Engagement
A single clear response is usually sufficient. Continued pressure to bypass your system is itself useful information.
Do Not Accept Unverified Payments or Overpayments
Only use your secure, established payment systems. Avoid advance payments beyond your policy or any situation involving overpayment and refund requests. Legitimate refunds should only ever be issued to the original payment method used for the transaction, in accordance with standard financial and fraud-prevention practices. Any request to redirect refunds to a different account, card, or third party should be treated as a significant red flag and declined.
Trust Your Clinical Instincts
That “something feels off” reaction is worth paying attention to. You don’t need proof of malicious intent to maintain boundaries.
Sample Response Templates
Consultation Call Template
“Thank you for reaching out. All initial brief consultations take place via phone only and must be scheduled through our secure system at [link]. We’re unable to arrange sessions directly by email or alternate platforms. Please use the link to view availability and next steps.”
Intake / Scheduling Boundary Template
“Thank you for your interest in services. All new client inquiries must be processed through our secure intake system. This includes completing required intake documents and scheduling through our official booking platform. We are unable to begin services, conduct consultations, or make exceptions outside of this process. Please use the link provided to complete the next steps.”
This keeps your response neutral, professional, and consistent.
Final Thoughts
Not every unusual inquiry is a scam. Some people reaching out for therapy are anxious, guarded, or unfamiliar with the process. At the same time, maintaining structured intake procedures protects both you and your practice.
Clear boundaries are not a barrier to care—they’re part of ethical, sustainable practice. By staying consistent and aware of common scam patterns, therapists can remain open to genuine clients while minimizing unnecessary risk.
Disclaimer
This post is intended for educational and informational purposes only and does not constitute legal, financial, clinical, or security advice. The examples of potential scam patterns and suggested responses are general in nature and may not apply to every situation, practice setting, or jurisdiction.
There are no guarantees of safety or fraud prevention, and implementing any suggested strategies does not eliminate risk. Clinicians are encouraged to use their professional judgment and consider guidance from relevant licensing boards, professional associations, legal or financial professionals, and applicable local regulations when establishing or modifying intake, communication, or payment policies.
Each practitioner is responsible for determining what procedures and safeguards are appropriate for their specific practice setting, client population, and scope of practice.
Want to Learn More About This and How to Create Your Own Practice?
Learn how to plan, launch, and maintain your own solo mental health practice (including how to credential with insurance and improve access to care) in our self-paced e-course, How to Start a Solo Private Practice. There's even a lesson titled, "Keeping Your Business (and Finances) Safe: Common Scams to Avoid As A Business Owner" that expands on this information and helps you learn how to avoid common scams targeting therapists and business owners.
Wanting to learn more? Looking for something specific?
About Rebecca Stone, LMHC-QS
Rebecca Stone, LMHC-QS, is a Licensed Mental Health Counselor, Qualified Supervisor, and owner of Stone Counseling & Consulting Services, LLC, a private practice based in Florida. With over a decade of experience in clinical therapy and a strong background in business and office management, Rebecca blends compassionate care with operational expertise. She is passionate about supporting individuals on their mental health journey—and empowering fellow professionals through supervision, consultation, training and education, and practical tools to grow thriving practices.